Electronic Filing Tutorial (Step by Step)

Electronic Filing Tutorial (Step by Step)

The process of filing electronically is actually simpler than filing on paper. Many people don't realize this. After the first time you file this way, you will discover what you have been missing out on.

HOW TO USE OUR PROGRAM

Pull down the REPORTS menu and select ELECTRONIC FILING
You will see a window with 7 tabs.

Step 1: Transmitter -- This tab is for selecting which transmitter to use. Most users only have 1 transmitter so that one will automatically be highlighted. If you wish to setup a different transmitter you can do so here and highlight the one you wish to use. Make sure that all information is entered for the transmitter being used. If you need to add a new transmitter, select the Insert button. To update a transmitter's information, select the Change button. Once a transmitter is setup, you will see their information appear at the bottom of the window in this step. Optionally you can update that information by simply clicking on that info.

There is a blue hyperlink provided to apply for a Transmitter Control Code.

Step 2: Settings -- Here you select what you wish to report. All you have to do is select the form you wish to generate a file for, and then select the taxing authority. If you are sending in a file to the IRS or SSA you must select FEDERAL; otherwise choose the appropriate state for reporting.

Choose a form to produce the file for.
Select a Taxing Authority.
You can choose a location to store the output file. You can choose any location you like so long as it exists. Flash drives and USB drives are acceptable.
If you are transmitting any corrections, make sure you check the box that you are sending one in. Only records marked as corrections will then be included in the generated file.
If you are generating a replacement file make sure you check off the appropriate box. If that box is checked you mayl be prompted for additional information.
Prior year submissions are allowed. Since the specifications change each year in the electionic filing program you must use the current year program to send in any prior year data.

Step 3: Select Payors -- Payors have to be tagged for inclusion. We suggest you do the following:

Click on the button to "Just Tag Everyone". This is the easy way to do it. It will place 2 checkmarks next to each payor. You do not have to worry about any payors with no records entered under that form. When you generate the file in Step 4 we will automatically uncheck those payors with no records.
You can use the individual buttons above the button for "Just Tag Everyone" if you want to control the checks with greater precision. You can individually change the include status of individual payors. You can single click on any payor to tag / untag for inclusion.
If you are generating a file for submission to a state we will automatically check to see that a State ID# has been entered for that payor.
If you need to generate a file with specific records only, click on the box to "Select Individual Recipients". You will be presented with a list of recipients where you can check off the ones you want. The list of individual recipients will be populated based on what payors are tagged for inclusion. You only need to select individual recipients if a recipients have already been filed for a payor and you need to "cherry pick" for that payor.

Step 4: Generate File -- The list at the top is a log of all the files you have created. The last record in the last is the last file you generated. Click on the button to "Generate File". If you are submitting a file to a state, you will be prompted with a message to STOP at this Step. We only provide the capability to log in to the Federal sites. You are responsible for taking the state file generated here and submitting it by logging in to your state account and uploading the file.

Step 5: AccuWage -- For W2 submission only. SSA provides a program that can be used to check the validity of your data being submitted.

Step 6: View Output -- Optionally view either the SSA or IRS File to be submitted.

Step 7: Submit -- Here you will connect directly to the SSA or IRS website. Our routine will automatically attempt to connect you based on the settings you entered for the transmitter. If you are unable to connect automatically, check the box for "Do not use auto login" and submit your file by clicking the button above the checkbox and logging in manually.

Our program only connects to Federal websites for submission. Even though we generate a state electronic file you need to connect on your own to any state website and submit their state file.

The automatic login is done based on the credentials you entered in Step 1. If your credentials do not match the login will fail. Make sure the information entered in Step 1 is 100% accurate.

Critical deadline dates are shown on the right.

The electronic log of files submitted is shown here. This is the same log that is shown in Step 4. After submitting your file you can optionally enter the Receipt ID.

IMPORTANT - Each different type of form (i.e. W-2, 1099-MISC, 1099-DIV etc…) must be generated separately. You cannot combine different forms (i.e. 1099-NEC, 1099-MISC, 1099-INT) within the same file.

NOTE - As of calendar year 2006, SSA and IRS no longer accept floppy disk submissions. All submissions must be made electronically over the Internet.

APPLICATION TO FILE ELECTRONICALLY

For W-2s -

No application is needed for filing W-2's with SSA. You will however need a PIN. You can apply for a PIN on the SSA Website.

For 1099s -

For 1099's you need to apply for a Transmitter Control Code (TCC) Apply for IRS TCC. You will be assigned a 5-digit Transmitter Control Code, which you will input into our program. Even though IRS states that the filing deadline for this is 30 days prior to the due date of the return you will not be held to this requirement. IRS would love you to file in this manner and will accept the application up to the last minute. Unlike other government agencies, the electronic filing division has their act together and will respond quickly. Once you have been assigned a Transmitter Control Code, you will use that number in subsequent filing years.

TRANSMITTAL FORMS

When you file on magnetic media, you are no longer required to file the transmittal forms W-3 and 1096. For W-2's you do not need to send in a transmittal Form 6559 except if you are sending your data in on magnetic tape.

Under no circumstances, are you to file Forms W-3 and 1096 along with the other transmittal forms as it will only confuse IRS/SSA and cause problems. Also never file paper forms in addition to an electronic file.

FILING DEADLINES

The filing deadline for submitting electronic files is always the last day in January of the following calendar year for Forms W-2 and 1099-NEC. For all other forms it is the end of March of the following calendar year. We strongly recommend that you wait until the due date or the day before to file your submission. The reason for this is that this provides you with plenty of time for corrections to come back from your recipients and to implement those changes before final submission. Remember, it takes more time to do piecemeal changes than to file an entire batch.

EXTENSION OF TIME TO FILE

If necessary you may file for an extension of time to report information electronically (Form 8508)

WHERE TO SUBMIT THE ELECTRONIC FILE

The SSA website is www.ssa.gov

The IRS website is http://fire.irs.gov

You may contact download Publication 1220 from the IRS website if you would like to read up on the specifications for filing electronically.

The process of electronic filing is very simple and we would be more than happy to assist you. If you will be filing this way, we kindly ask that you contact us in February or March for this type of support as the phones are usually busy before then.