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Arizona AZFSET Web File for Withholding Return Filing

Greg Hatfield Updated by Greg Hatfield

Arizona allows employers to e-file withholding returns on www.AZTaxes.gov. Payroll Service Providers registered with Arizona can upload electronic files containing Form A1-QRT, A1-R, A1-APR, and A1-WP for multiple employers through the AZFSET portal.

CFS Payroll System supports Arizona's AZFSET portal web upload method of electronic filing. See below for details.

The AZFSET Web File screen described below is accessed from the "AZ AZFSET Withholding Forms Upload" entry in the Module Library list.

This module prepares comma-delimited files (CSV) for AZFSET Web Upload on the AZFSET website. The user is responsible for learning how to use the AZFSET Web Upload system to file returns. Use the information below as a guide.

In order to upload your clients returns:

- you must be registered as a PAID PREPARER USING WEB UPLOAD. Do NOT register as a PAID PREPARER USING WEB SERVICES. Read the Preparer User Guide.

- your clients must be registered with the Department of Revenue.

- you must be authorized as the paid preparer for the clients for which you file returns. See Client List for more information.

Electronically Filing Returns - A1-QRT, A1-WP, A1-R, A1-APR

STEP 1

First create and save the selected form data files as if you were submitting them on paper using the appropriate form module.

Including Payment in the Upload File (A1-QRT, A1-WP, and A1-APR only): If you want to include an electronic payment with the file, then click the button in the form module (A1-QRT/A1-WP and A1-APR) to enter "Payment Info for Web Upload Files". Enter the bank routing and account numbers. Be sure to verify that the routing and account number is correct and there are sufficient funds to make the payment. Check the box to tell the program to use this account to include an electronic payment with each of this employer's web upload files. If the box is not checked then no payment will be included.

STEP 2

Create a web upload formatted file. On this screen, select the form and the filing quarter in the dropdown lists. Employers with saved form data files will be marked ''Ready'' and automatically checked to be included in the file. Uncheck the box next to the employers you do NOT want to include in the file.

Form A1-WP has a box listing the dates of all A1-WP payments entered in the A1-QRT/A1-WP modules. Select a date from the list to mark only those employers with that payment date in a saved module. The file that is created will include just those payments. Note that the payment date in the upload file will be the same as the date chosen and can only be changed by changing it in the saved form module. If the file is uploaded after the payment date, then Arizona will use the next business day as the payment date.

The "Pay in File" column indicates if an electronic payment will be (amount is shown after "Ready"), or has been, included in the web upload file. See the Step 1 explanation of how to include an electronic payment. If payment is not included, then the taxpayer must make payment electronically online separate from the file upload. If payment is included, then it will always be for the total amount due. A default payment is entered by the program corresponding to 4 days before the due date of the return. If the box next to the date is checked, then this date will be used for all returns with payments. If the box is not checked, then the user will be prompted to enter a payment date for each return with a payment as the return is created.

The status column lists the status of the selected form for each employer for the selected period. The meaning of each status is listed below.

  • Ready One form data file has been saved for this employer for the selected period and it may be included in the Web Upload file. Note that any amount due is shown after "Ready".
  • None No form data file has been saved for the period.
  • Duplicate More than one form has been saved for this employer for the selected period and the program cannot choose which to include. To include a file for this employer you must delete the extra files. Only one file may be saved.
  • MM/DD/YY - File Name The selected form for the period was included in a Web Upload file with the specified file name on that date. The form data file may NOT be included in another Web Upload file unless the status is reset. See STEP 5.

Only those marked "Ready" can be included in a file. Check the box next to the employers you want to include in the file. Normally all ''Ready'' files will be check automatically. The user can check the box "Only check "Ready" if payment will be included in file" to automatically uncheck the "Ready" returns where payment information is not available.

Click the "Create File" button, navigate to a directory where you will save your AZ Web Upload files, enter the file name and click OPEN to save the file. We recommend you use the default directory created by the program to save all your AZ Web Upload files. When the file is successfully created, the file name will be copied to the computer clipboard. This allows you to use CTRL+V to paste the file name into the browse window when selecting the file to upload. To use this shortcut, the file must be created right before uploading it.

STEP 3

The "Store Login Info" button allows you to save your website login Username and Password information. After saving the login information, click the ''Login to AZFSET'' button to load the AZFSET website into your internet browser. Do not click the screen or type any characters. After a 5 second delay the program will automatically attempt to type your login information into the login screen. If the program does not successfully enter the login information there could be several reasons. 1) There could a delay when loading the website. Try increasing the number of seconds delay field on the "Store Login Info" screen. 2) The cursor may not be starting in the correct field when the website is loaded. Be sure not to click anything or type anything after clicking the "Login to AZFSET" button. If the automatic login still fails, then type the login information manually.

STEP 4

Once logged in, if you have not previously created File Layouts, click the ''File Layouts'' link on the website. Read the AZ Web Upload User Guide for detailed instructions on creating file layouts (click the "Resources" link to see the "Preparer User Guide" link on the AZFSET login website). CFS uses the default comma-delimited file layouts with no field changes.

To create a file layout, click the File Layouts link on the AZ website. Click "Create New File Layout".

Select the desired form type from the list (A1-QRT, A1-R, A1-APR,, etc). File format is CSV. CFS creates a file according to the default layouts. No changes are necessary.

Click the "Create" button near the bottom of the website screen.

STEP 5

To upload files, click the ''Upload Returns'' link on the website. Click the ''Upload a New File'' link. Select the File Layout from the dropdown list on the website. Click the Browse button and locate the Web Upload file. If you created the file immediately before logging in, then you can press CTRL+V to copy the filename into the browse window. Click Open. CFS files have no header or footer lines. Click the ''Upload'' button at the bottom to validate the file and upload it. Any errors must be fixed and the file must be created again and uploaded before you can continue.

If the file must be corrected, first correct any errors in the form module data files. Then, on the AZFSET Web File screen in Payroll System, click the employers for which you want to reset the status to "Ready". Click the "Reset Status" button. Then the file can be created again as in Step 2.

STEP 6

After a valid file has been uploaded, follow the instructions in the AZ Web Upload User Guide to upload another file if desired. The user should read all the literature provided by Arizona so they can properly use the online system.

Remember, if an electronic payment was not included in the file, then the taxpayer must make separate arrangements for electronic payment. If a payment is included, then the user must be sure that there are sufficient funds in the account to make the payment.

Uploading Client List to Authorize Preparer with Clients

A CSV formatted Client List can be uploaded to the AZFSET portal to add and delete clients from the preparer's authorized client list. The preparer should have the proper authorization forms completed and on file for each client. See the Preparer User Guide for documentation information. To create a Client List file select "Client List" from the form dropdown list. Employers in the list will be marked "Ready" if they have not been processed in a Client List file. For each employer you want to "Add" as your client with Arizona, select "Add" in the Type column and enter the date you are beginning service for the client in the "Begin Service" column. Also select the federal deposit frequency for the client in the "Fed Deposit Frequency" column. Click the "Create File " button to make the CSV file. Follow the steps above to login and upload the file.

Repeat this process as you add new clients.

When you end service for a client, check the box next to that client and click the "Reset Status" button. You can select "Delete" in the Type column and enter the date that service ended in the "End Service" column. Click the "Create File" button and upload the file as before.

The Preparer User Guide says the Client List must be updated by the first of each month. See the guide for information regarding paper client authorization documentation.

How did we do?

Arizona Form A1-APR - Annual Payment Withholding Tax Return

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