Overview #
This knowledge base article provides comprehensive information about the Tax Filing Authorization feature in ProPay payroll software. This feature allows payroll providers to manage tax filing permissions and settings for their clients, ensuring accurate and timely submission of various tax returns.
Key Features #
- Client Authorization for Tax Return Signing
- Tax Return Filing Exclusion
- Electronic Tax Filing Options
- Payment of Tax Balances
- Signatory and Designee Information Management
Detailed Feature Descriptions #
1. Client Authorization for Tax Return Signing #
How to Use: #
- Navigate to the Tax Filing Authorization section in ProPay.
- Locate the checkbox labeled “Client has authorized payroll Provider to sign tax returns”.
- Check this box if you have written authorization from your client to sign payroll tax returns on their behalf.
Important Notes: #
- This box must be checked to include the client in batch filing of Electronic Tax Returns.
- When checked, the Payroll Processor’s Name appears as Signatory on various tax returns.
2. Tax Return Filing Exclusion #
How to Use: #
- Find the checkbox labeled “Do Not File or Print Any Tax returns for this client”.
- Check this box to exclude the client from batch filing of Electronic Tax Returns or batch printing of paper returns.
3. Electronic Tax Filing Options #
Available Options: #
a. File 941/940 Tax Returns Electronically
b. File STWT Returns on Magnetic Media (If Available)
c. File SUI Tax Returns on Magnetic Media (If Available)
How to Use: #
- Check the appropriate boxes for the desired electronic filing options.
- Checking a box will include the client in the batch filing for that specific tax return type.
4. Payment of Tax Balances #
How to Use: #
- Locate the checkbox labeled “Pay any tax balances due Electronically with filing”.
- Check this box to enable automatic debiting of the employer’s account for balance due on e-filed returns.
Important Notes: #
- Applies to 941/940, State Withholding, and State Unemployment Returns.
- Tax payments are not reflected on Payroll Summary Reports automatically.
- To include payments on Payroll Summary reports, manually enter them in the Tax File.
5. Signatory and Designee Information Management #
Signatory Information: #
- Enter the following details:
- Signatory Name
- Title
- SSN
- Phone
- For signature on 941 forms, scan your signature to a .BMP file named US941.BMP.
Designee Information: #
- Enter the following details:
- Designee Name
- Phone
- PIN (self-assigned number for government agency discussions)
Troubleshooting #
Issue: Unable to include client in batch filing #
- Verify that the “Client has authorized payroll Provider to sign tax returns” box is checked.
- Ensure that the “Do Not File or Print Any Tax returns for this client” box is unchecked.
- Check that the appropriate Electronic Tax Filing options are selected.
Issue: Tax payments not appearing on Payroll Summary Reports #
- Confirm that the payments were processed through the Electronic Tax Filing system.
- Manually enter the tax payments in the Tax File to include them in the Payroll Summary reports.
Issue: Signature not appearing on 941 forms #
- Verify that the signature file is named US941.BMP.
- Ensure the file is in the correct directory (consult ProPay documentation for specific location).
- Check that the file is in .BMP format.
Additional Resources #
For more information or assistance, please refer to:
- ProPay Help Menu within the software
- Online documentation at https://www.Paysoft.com
Feedback #
We value your input! If you have suggestions for improving this knowledge base article or encounter any issues not addressed here, please contact our support team through the ProPay software help menu or visit our website at https://www.Paysoft.com.