How to Use the E-File Center

Setting Up an Existing E-File Center Account

1. Click on the E-file Center menu.
2. Choose Account Setup.
3. When prompted about having an E-file Center account, click Yes.
4. Enter the User ID.
5. Enter the password.
6. Click on Retrieve Account.

Setting Up a New E-File Center Account

1. Click on the E-file Center menu.
2. Choose Account Setup.
3. When prompted about having an E-file Center account, click No.
4. Enter a User ID. 
   • A minimum of six characters is required for the User ID.
5. Enter a password. The password must meet the following requirements:
   • At least 1 uppercase character (A-Z)
   • At least 1 lowercase character (a-z)
   • At least 1 digit (0-9)
   • At least 10 characters
   • At most 128 characters
6. Enter the password again.
7. Enter an email address.  
   • This email address is where all correspondences about submissions: status updates, rejections, and temporary passwords will be sent.
8. Complete the remainder of the fields.  
   • All fields in bold text are required.
9. Click Send to activate account.

Retrieving an E-file Center Account With a User ID and Password

1. Click on the E-file Center menu.
2. Choose Account Setup.
3. When prompted about having an E-file Center account, choose Yes.
4. Enter the User ID.
5. Enter the password.
6. Click on Retrieve Account.

Checking Prior Version for User ID

If you are unsure what the prior Yearli E-file Center UserID is:

1. Open a prior version of Yearli.

2. Click on the E-file Center menu.

3. Choose Account Setup.

4. Take note of the User ID.

Retrieving an E-file Center Account With a User ID Only

1. Click on the E-file Center menu.
2. Choose Account Setup.
3. When prompted about already having an account, choose Yes.
4. Enter the User ID.
5. Click on Forgot Password.  
   • A temporary password will be sent to the email address associated with the account.
6. Access the email tied to the E-file Center account and obtain the temporary password.
7. Enter the temporary password and click Retrieve account.
8. Click on the E-file Center menu.
9. Choose Change / Reset Password to update the password.
10. Enter the temporary password in the Old Password slot.
11. Enter the New Password. The password must meet the following requirements:
    • At least 1 uppercase character (A-Z)
    • At least 1 lowercase character (a-z)
    • At least 1 digit (0-9)
    • At least 10 characters
    • At  most 128 characters
12. Click Change Password to save changes.

Changing the E-file Center Account Password

1. Click on the E-file Center menu.
2. Choose Change / Reset Password to update the password.
3. Click on the Forgot Password button.
4. Access the email address tied to the E-file Center account to retrieve the temporary password.
5. Enter the temporary password in the Old Password field.
6. Enter New Password. The password must meet the following requirements:
   • At least 1 uppercase character (A-Z)
   • At least 1 lowercase character (a-z)
   • At least 1 digit (0-9)
   • At least 10 characters
   • At most 128 characters
7. Re-enter the password in the Confirm New Password field.
8. Click Change Password to save changes.

Forms Available for E-Filing

Through the E-file Center it is possible to e-file the following forms:

• Current year W-2 forms.
• Current year W-2c forms.
• Current year 1099 series forms.
  • For state e-filing it is only possible to file the 1099-MISC, 1099-NEC, 1099-DIV, 1099-INT, and 1099-R forms.
• Current year corrected 1099 series forms.
• Current year 1095 forms.
• The 940/941/944 PIN Registration.
• The 940, 941, and 944 forms.
• California state forms DE 9 and DE 9C.
• New York state form NYS-45.

If you need to file a form for a prior tax year, the form will need to be filed on paper forms. 

Selecting Forms to E-File

You may only select one form type because each type of form is processed differently. For example, Form W-2 return information is sent to the SSA, while the Form 1099 Series return information is sent to the IRS.

1. Select the E-file Center menu at the top of the screen.
2. Choose Send Returns.
3. Use the Yearli E-file Center - Select Form Type window to select the type of forms you want to process.
   • Your choices include: 
     • W-2 returns.
     • W-2C returns.
     • 1099 returns.
     • Corrected 1099 Series returns.
     • 1095-B forms.
     • 1095-C forms.
       • You will be prompted to complete/review the 1094-C while filing 1095-C forms.
       • There is not a separate filing option for Form 1094-C.
       • The 1094-C must be included with 1095-C forms. 
     • Corrected 1095-B forms.
     • Corrected 1095-C forms.
     • Corrected 1094-C forms.
     • 94X PIN Registration.
     • 940
     • 941/Schedule B.
     • 944
     • CA DE-9
     • CA DE-9C
     • NYS-45
4. Click Next.
   • You will be able to choose what service(s) and payer(s) you would like to submit later in the process.

Selecting Payers for E-Filing

Use the E-file Center to select the payer(s) for e-file processing. Payers with returns available for processing for the selected services are included in the list of payers. The Available Returns column displays the number of returns available for processing for the selected services. Selecting a payer selects all returns available for processing for the payer.

Only corrected 1099 returns for the current year can be sent through the E-file Center.

• Payer / Recipient List: When filing with a State E-file service, payers and recipients containing foreign addresses cannot be submitted and will be excluded from the list.
  • Payers must have an EIN when filing Form W-2s. According to the Social Security Administration, payers cannot have a payer TIN that is an SSN.
• Select / Unselect a Payer: Check the check box next to the row in the list or double click the name in the row.
  • Use the Select All Payers / Deselect All Payers button to select / unselect all rows in the list.
  • Use the Select a Payer Group drop down list box to select a Payer Group. Selecting a Payer Group selects each row in the list with a payer that is included in the Payer Group.
• Find by: Use the Find by field to search the selected column for the closest match. The selection bar is moved to row in the table with the closest match.
• Payer List Filter: When a service that includes Recipient Mail & Online Retrieval is selected, all payers will display in the grid and a link will display above the list grid that will say Exclude payers with forms already mailed. When the link is selected, the list will filter for them and display as Show all payers as a choice that can be made.
• Select Recipients (W-2, 1095, 1099, and State E-file for 1099): Click the Select Recipients for Payers button to select specific recipient returns for the payer in the row highlighted with the selection bar. The Selected Returns column will display the number of returns selected when fewer returns are selected than are available.

Payer Not Showing in List

Some of the reasons a payer may not be showing in the list for selection are:

• Payer does not have an EIN: If filing W-2 forms, the payer must have a TIN formatted as an EIN.
• W-2C form is correcting the employment type: W-2C forms that have a corrected employment type cannot be filed electronically due to SSA specifications.
  • These forms must be filed on paper.
• The W-2C form is for a tax year earlier than three years from the current tax year: The E-file Center only accepts W-2C returns for the current year and previous three years.
• The forms have already been e-filed: If the forms have already been e-filed, they will not appear again for re-filing.
• No form was created: Forms must exist in the Yearli program to be filed through the E-file Center.

Select Recipient to E-File

1. Click on the E-file Center button.
2. Click Next on the Welcome screen.
3. Choose the form type being filed.
4. Click Next.
5. Choose the services to be performed.
   • For more information about each service, please see the E-File Services section below.
6. Click Next.
7. If state filing was chosen for 1099 or W-2 forms:
   1. Choose the employment type for W-2 forms, or the type of 1099 form.
   2. Click Next.
   3. Choose the state(s) the forms will be filed to.
   4. Click Next.
   5. On the Select Payers of States window, highlight the desired payer.
   6. Click the Select Recipients for Payer button.
   7. Check only the recipient(s) to be filed.
   8. Click OK.
   9. Continue with the filing process.
8. If only federal filing was chosen: 
   1. On the Select Payers for Federal window, highlight the desired payer.
   2. Click the Select Returns button.
   3. Check only the recipient(s) to be filed.
   4. Click OK.
   5. Continue with the filing process.

E-File Services

Yearli provides e-filing services to federal agencies (IRS or SSA), as well as many state agencies. In addition, we do provide print and mail services that print and mail copies of the forms to the recipients.

Bundled Services

• Federal E-file, State E-file, and Recipient/Employee Print & Mail
  • The Federal Copy of the return will be e-filed to the Federal Government agency, the State Copy of the return will be filed with the state agency as determined by each state's specifications, and the recipient/employee copy of the return will be printed and mailed to the Recipient/Employee.
• Federal E-file and Recipient/Employee Print & Mail
  • The Federal Copy of the return will be e-filed to the Federal Government agency, and the recipient/employee copy of the return will be printed and mailed to the Recipient/Employee.
• Federal and State E-file
  • The forms will be filed electronically with the appropriate Federal agency (IRS or SSA) and State E-filing will be provided according to each state’s preferred method of filing.

Federal / State Only Services

• Federal E-file Only
  • The forms will be filed electronically with the appropriate Federal Government agency (IRS or SSA).
• State E-file Only
  • State e-filing will be provided according to each state's preferred method of filing.

Recipient Services

• Recipient Mail & Online Retrieval
  • The recipient/employee copy of the return will be printed and mailed to the Recipient/Employee and a copy will be available for online retrieval if an email is provided.

Payer Copy Services

• Print and Bulk Ship to Address
  • The Payer Federal Copy will be printed and bulk mailed to a specified address via ground or air shipping service.
• CD Archive (Payer copy only) 
  • PDF versions of the Payer Copies of the federal forms will be created and placed on a CD and mailed to a specified address.

E-File Center Summary Window

The E-file Center summary window is used to review what information is being sent to the Yearli E-file Center system for processing. This screen shows the name of the payer(s), the form type, the agency, the type of service selected, and the number of forms being sent for each payer.

• I agree to the Terms & Conditions Button: Check the box to enable the Next button.
  • In order to file forms using the E-file Center this box must be checked.
• Print Details Button: Click the Print Details button to display the Confirmation Report containing the Order Number, Form Type, Service Selection, Total Forms, Electronic Filing Code(s), Estimated Cost, Payer TIN(s), and Payer Name(s) that are displayed in the Confirmation list.

Canceling E-Filed Forms

Due to the nature of the electronic transmission at Yearli, we cannot alter or stop the transmission of forms once they have been submitted. All forms submitted through Yearli will be fully processed. Because of the costs incurred during the processing, we do not refund the purchase price of the form.

You may submit a corrected 1099, 1095 or W-2c through Yearli to correct any mistakes made to dollar amount or recipient information entries on previously filed forms. For steps on how to do this, please view the Creating a Corrected 1099, How to Create and File a Corrected 1095 Form, or How to Create a W-2 or W-2C articles.

If errors were made on a 940, 941, or 944 forms, a 940-X, 941-X, or 944-X form will need to be filed to correct the incorrectly filed 941 form. Yearli does not support the electronic filing of 940-X, 941-X, or 944-X forms. These forms will need to be filed on paper. For steps to create 94X-X forms, please see the How to Create a 94X or 94X-X article

E-File Pricing & E-File Deadlines

E-File Center Pricing

A per form fee is charged for each filing service. Choose from one of our individual services or a bundled service if forms need to be filed to multiple agencies and/or printed and mailed. Pricing is cumulative in that if you continue to file multiple forms, your filing fee will reduce as you reach each price break. Batch filing is a way to reduce your overall spend. Once you have reached a price break, you will lock in that rate until you reach the next price break.

Peak Pricing

A $1.00 service fee will be applied to each form that includes recipient print/mail service when filed any time beginning the day before and the day of a Federal recipient deadline. For specific pricing questions, please contact sales at 1-800-968-1099 for additional information.

E-File Center Deadlines

1. Click on the E-file Center menu.
2. Select Federal and State Deadlines.

Filing a Form to a State

1. Click on the E-file Center button.
2. Select the form type.
3. Click Next.
4. Select a service that includes state e-file.
5. Click Next.
6. Select the Employment type if filing W-2 forms or select the form type if filing 1099s.
7. Click Next.
8. Select the Payer(s) to be filed to the state.
   • To select specific recipients to be filed, click on the Select Recipients for Payer button.
   • Check or uncheck the boxes next to the Recipient in the list.
9. Click Next.
10. Select the state(s).
    • The state(s) will be filtered based on the states entered on the W-2 or 1099 forms.
11. Click Next.
12. Select the payer for the appropriate state(s).
    • If more than one state is selected each state will have a separate tab.
13. Click Next.
14. If the state requires a reconciliation form to be filed, the Reconciliations screen will display.
15. Highlight the Payer.
16. Click the Complete Reconciliation button.
17. Complete reconciliation form.
18. Click OK.
19. Click Next.
20. Complete the submission process.