Create Payers/Companies:
(All images within article contain fictitious data)
NOTE: If you are receive an error message: “Invalid Payer Name. Payer's Name may only contain A-Z, 0-9, hyphens, periods and apostrophes” this is due to software to being in Compliance with the IRS/SSA. The IRS only accepts the following punctuation A-Z, 0-9, hyphens, periods and apostrophes any special characters such as ( ! , & ’ ) so will need to remove these in your Payer Name then you will be able to save. You will also need to check any EIN/TIN under your Recipients Information.
1) Select Payers & Recipients from the menu bar then select Manage Payers & Recipients from the drop-down.
2) Click Add New Payer.
3) Enter payer/company information (all Bold fields are Required fields) and click Save & Add Another to create more payers/companies or Save to return to the Manage Payers & Recipients screen.
NOTE: Payer/Company "Contact Email, is Required when creating W2/W2C Tax Forms. If this is not completed software will generate below message:
Payer/Company Tax ID:
The following numbers are not accepted in any TIN type format:
- 078051120
- 219099999
- 721074426
What if I receive an Error > "Payer's state is required"?
If you receive Error "Payers state is required", this generates when there is missing required information in bold section titled State/Province. When creating Payer Company you must use the drop down arrow to view list of States & Select corresponding State. You should then be able to Save the Payer Company.
(See image example below):
How to Enter the corresponding State ID for Payer:
- Select Payers & Recipients from software top Menu and then Select Manage Payers & Recipients
- Next select Payer Company & then click on View/Edit button located next to Payer address
- Select the State ID button
4. Enter the State Code and State ID then Save
6. Next click on Update button & Click on Close button and then Click Save button to Save Payer Company which should now have corresponding State ID so you may proceed to create Tax Forms.
NOTE: State ID will auto populate on Tax Forms within Software by simply entering State Abbreviation on Form
NOTE- Payer Type, Employer Kind: When creating a W-2 you Must select from the drop down box the kind of payer and employer you are such as:
Payer Type: (941, 945, 944, Military, Railroad, Household Employee, Medicare Govt Emp)
- 941 - Employer's QUARTERLY Federal Tax Return
- 944 - Employer's ANNUAL Federal Tax Return www.irs.gov/forms-pubs/about-form-944
- 943 - Employer's Annual Tax Return for Agricultural Employees, and you file Form W-2 for agricultural employees.
- Military - You are a military employer and you file Form W-2 for members of the uniformed services
- CT-1 – You are a railroad employer and you file Form W-2 for employees covered under the Railroad Retirement Tax Act (RRTA)
- Household employer - You are a household employer, you file Form W-2 for household employees, and you do not include the household employees' taxes on Form 941 or Form 943
- Medicare government employer - You are a U.S., state, or local agency and you file Form W-2 for employee’s subject only to the 1.45% Medicare tax
NOTE: Form 944 is designed so the smallest employers (those whose annual liability for social security, Medicare, and withheld federal income taxes is $1,000 or less) will file and pay these taxes only once a year instead of every quarter.
See > 941-943-944-Form-Information
Employer Kind: None Apply, 501c, State/local non-501c, State/local 501c, Federal govt.
See additional Related Articles below as needed:
State-ID-Number-Validations-Error