Contents -

Payer Information Screens

This section describes the fields on the Payer Information Screen for W2 Employers, 1042S Withholding Agents, and 1099 Payers.

W-2 Employer

Name
Enter the name of the firm. (If it's a subsidiary, two lines must be shown.) Left justify and fill with blanks.

Name (second line)
Enter an additional or continuation of the firm name.  (If it's a subsidiary, two lines must be shown).  Left justify and fill with blanks.

Address
Enter the employer street address or Post Office box address.  Left justify and fill with blanks.

City
Enter the employer city.  Left justify and fill with blanks.

State
Enter the employer two-character state abbreviation.

Zip
Enter the employer zip code number. 

Fed EIN# (Required)
Must be the valid 9-digit Employer Identification Number (EIN) of the Employer.  This is assigned to the payer by the IRS.  The hyphens will be entered for you.

EIN# (else SSN#) (Required)
Leave this box checked if you've entered an Employer Identification Number (EIN) in the Fed EIN# field, otherwise "uncheck" if you've entered a Social Security Number (SSN) for the employer.

Contact Name
Enter the name of the contact person in the payer's company.  This information will be used when printing Form W3 for paper filing to the SSA.

Contact Title 
Enter the title of the contact person in the payer's company.  This information will be used when printing Form W3 for paper filing to the SSA.

Phone #
Enter the telephone number (xxx-xxx-xxxx) of the contact person in the payer's company.  This information will be used when printing Form W3 for paper filing to the SSA.

Email
Enter the Email address of the contact person in the payer's company.  This information will be used when printing Form W3 for paper filing to the SSA.

Fax #
Enter the fax number (xxx-xxx-xxxx) of the contact person in the payer's company.  This information will be used when printing Form W3 for paper filing to the SSA.

1099 Only
THESE FIELDS ARE NOT USED FOR W2 REPORTING - LEAVE BLANK.

1042S Only
THESE FIELDS ARE NOT USED FOR W2 REPORTING - LEAVE BLANK.

W2 Only
Other EIN #
If you have used an EIN (including a prior owner's EIN) on Form 941, Form 943, Form 944, or Form CT-1 submitted that is different from the EIN reported on Form W3 in Box e, enter the other EIN used.

Employment Type (Required)
A-Agriculture, H-Household,  M-Military,  X-Railroad Employment, Q-Medicare Qualified Government Employment (MQGE), R-Regular, F-Regular 944.

3rd Party Withholding
Enter the total federal income tax withheld by third-parties (generally insurance companies) from sick or disability payments made to the employees in this file.

Establishment #
Use this number to identify separate establishments in your business. 

Third-Party Sick Pay
Check this box and another box such as the "941" box if you are a third-party sick pay payer (or are reporting sick pay payments made by a third party) filing Forms W-2 with the "Third-party sick pay" checkbox checked.

Transmission Information 

Filing Type (Required)
Select the form type W2.  Use the drop-down arrow in the field to make your form selection.

State Filing Numbers 
Select this button, for state reporting and printing.  A State Filing Numbers window displays.  Enter the state abbreviation under Filing State with the assigned state payer number under the State Number column.  Enter all states and payer numbers used in each payer file.

Batch Print
Check this box to print groups of Employer and Employee files.

Mag File
Check this box if this payer file will be filed magnetically (used only for states accepting W-2 state filing) or electronically.  A "Yes" will be displayed in the Payer List to the left of the Payer line under the Mag-File column. 


1042-S Withholding Agent

Any person required to withhold the tax is a withholding agent.  A withholding agent may be an individual, trust, estate, partnership, corporation, government agency, association, or tax-exempt foundation, whether domestic or foreign. If you have 250 or more Forms 1042-S to file, you must electronically file them to the IRS. 

Name (Required)
The withholding Agent must be entered or the IRS will return files for correction.  Enter the name of the agent, whose Federal TIN appears on this screen, in the manner in which it is used in normal business.

Name (second line)
This entry must contain either a continuation of the Name field entry.  Left justify and leave unused portions blank. IF THERE IS NO NAME CONTINUATION, LEAVE THIS FIELD BLANK.

Address (Required)
Enter the shipping address of the withholding agent.  Left justify and leave unused portions blank.

City (Required)
Enter the city of the withholding agent.  Left justify and blank fill.

State (Required)
Enter the two-lettered state abbreviation of the withholding agent if U.S. or Canadian, otherwise leave this field blank and under 1042S Only, enter a country from the country code drop-down box.

Zip (Required)
Enter the zip code of the withholding agent.
 
Fed EIN# (Required)
Must be the valid 9-digit Employer Identification Number (EIN) of the withholding agent.  This is assigned to the withholding agent by the IRS and must not be blank.  The hyphens will be entered for you.

EIN# (else SSN#) (Required)
Leave this box checked if you've entered an Employer Identification Number (EIN), otherwise "uncheck" if you've entered a Social Security Number (SSN) for the withholding agent.

Contact Name (Required) 
Enter the name of a contact person in the payer's company.

Contact Title (Required)
Enter the title of a contact person in the payer's company.

Phone #  (Required)
Enter the telephone number (xxx-xxx-xxxx) of the contact person in the payer's company.  The phone number will also be used for printing also.  Enter a Foreign phone number by first saving the record and then go back to phone number to enter without the formatting of dashes and parenthesis.

Email 
Enter the Email address of the contact person in the payer's company.

Fax # 
Enter a Fax number of the contact person in the payer's company.

1099 Only
THESE FIELDS ARE USED FOR 1099 FILING ONLY - LEAVE BLANK.

1042S Only
ProRata 
Check this box for 1042S filing if the withholding agent has agreed that an NQI (Nonqualified Intermediary - not a US person or a Qualified Intermediary) may provide information allocating a payment to its account holders under the provisions of REgulations section 1.1441-1(e)(3)(iv)(D), and the NQI fails to allocate the payment in a withholding rate pool to the specific recipients in the pool, the withholding agent must file a Form 1042S for each recipient on a pro-rata basis.

1042S QI-EIN 
Check this box if the withholding agent's EIN is for a Qualified Intermediary, otherwise leave blank.  The TIN# box will always be checked for EIN.

1042S NQI-EIN 
Check this box if the withholding agent's EIN is for a Non-Qualified Intermediary, otherwise leave blank.  The TIN# box will always be checked for EIN.

1042S Country Code 
Select a country from the drop-down box if the 1042S withholding agent lives out of the U.S. or Canada.

W2 Only
FIELDS IN THIS SECTION ARE USED FOR W2 FILING ONLY - LEAVE BLANK.

Filing Type (Required)
Select form type1042-S to be reported to the IRS.  Use the drop-down arrow in the field to make your form selection.

State Filing Numbers 
Select this button, for state reporting and printing.  A State Filing Numbers window displays.  Enter the state abbreviation under Filing State with the assigned state payer number under the State Number column.  Enter all states and payer numbers used in each payer file.

Batch Print
Check this box for printing a group of agents and their recipients.

Mag File
Check this box if this payer file will be filed magnetically (used only for states accepting W-2 state filing) or electronically.  A "Yes" will be displayed in the Payer List to the left of the Payer line under the Mag-File column. 

1099 Payer

The payer includes the person making payments, a recipient of mortgage interest payments, a broker, a person reporting a real estate transaction, a barter exchange, a creditor, a trustee, an issuer of an IRA, SEP, or SIMPLE, or a lender who acquires an interest in secured property or who has reason to know that the property has been abandoned. 
 
"The payer will be held responsible for the completeness, accuracy, and timely submission of payee official forms and files processed electronically (Internet)." 

Name (Required)
The payer name must be entered or the IRS will return files for correction.  Enter the name of the payer, whose Federal TIN appears on this screen, in the manner in which it is used in normal business.

Name (second line)
This entry must contain either a continuation of the Name field entry, or the name of a transfer agent.  Left justify and leave unused portions blank. IF THERE IS NO NAME CONTINUATION OR TRANSFER AGENT, LEAVE THIS FIELD BLANK.

Address (Required)
Enter the shipping address of the Payer.  If you entered a transfer agent name in the Name field, use the transfer agent's address instead of the payer's.  Left justify and leave unused portions blank.

City (Required)
Enter the city of the payer. If you entered a transfer agent name in the Name field, use the transfer agent's city instead of the payer's. Left justify and blank fill.

State (Required)
Enter the two-lettered state abbreviation of the Payer. If you entered a transfer agent name in the Name field, use the transfer agent's state instead of the payer's

Zip (Required)
Enter the zip code of the payer. If you entered a transfer agent name in the Name field, use the transfer agent's zip code instead of the payer's.

Fed EIN# (Required)
Must be the valid 9-digit Employer Identification Number (EIN) of the payer.  This is assigned to the payer by the IRS.  The hyphens will be entered for you.

EIN# (else SSN#) (Required)
Leave this box checked if you've entered an Employer Identification Number (EIN), otherwise "uncheck" if you've entered a Social Security Number (SSN) for the payer.

Contact Name 
Enter the name of a contact person in the payer's company.

Contact Title 
Enter the title of the contact person in the payer's company.

Phone #  (Required)
Enter the telephone number (xxx-xxx-xxxx) of the contact person in the payer's company.  The phone number will also be used for printing also.

Email 
Enter the Email address of the contact person in the payer's company.

Fax # 
Enter a Fax number of the contact person in the payer's company.

1099 Only
Name Control
The payer name control can be obtained from the mail label on the 1099 Package.  If the payer name control is unknown, leave this field blank.

Transfer Agent
Check this box if a transfer agent is listed in the second line of the Name field.

Combined Fed/State 
Check this box if the payer participates in the IRS Combined Federal/State filing program.

Foreign Corporation
Check this box if the payer is a foreign corporation and income is paid by the corporation to a U.S. resident from sources outside of the United States.

1098T method change
Check this box if the 1098T reporting method changed from the previous year.  This will print on every form in the payer group and also in the file reported to the IRS.

1042S Only
FIELDS IN THIS SECTION ARE USED FOR W2 FILING ONLY.

W2 Only
FIELDS IN THIS SECTION ARE USED FOR W2 FILING ONLY.

Filing Type (Required)
Select the form type being reported.  Use the drop-down arrow in the field to make your form selection.

State Filing Numbers 
Select this button, for state reporting and printing.  A State Filing Numbers window displays.  Enter the state abbreviation under Filing State with the assigned state payer number under the State Number column.  Enter all states and payer numbers used in each payer file.

Batch Print
Check this box for printing a group of Payers and their Payees.

Mag File
Check this box if this payer file will be filed magnetically (used only for states accepting W-2 state filing) or electronically.  A "Yes" will be displayed in the Payer List to the left of the Payer line under the Mag-File column.