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  3. General How To's

How do I add or manage a payer?

Using the Payer List

You can select a payer to work with recipients and returns. The Payer List tab gives you access to preparing State Withholding forms and Federal forms 940/Schedule A, 941/Schedule B, 941/Schedule D, 941-V, 941-X, 943, 943-A, 943-X, 944, 944-X, 945, 945-A, 945-X, 1094-C, and W-3C for the Payer selected.   

  • Select a payer:  To select a payer click on the payer's name.  The selected payer will be highlighted in blue. 
  • Add a payer:  Click the Add Payer button on the Payer List tab.  Enter the payer information in the Manage Payer window.
  • Edit a payer:  Highlight a payer on the Payer List tab. The payer's information can be edited in the Manage Payer window.
  • Delete a payer:  Highlight the payer you would like to delete on the Payer List tab. Click the Delete Payer button. You will be asked to confirm the deletion. Deleting a payer deletes all of the payer's associated recipients' returns.
  • Search for a payer:  Enter search criteria and select the magnifying glass.  The search will be performed across all columns on the Payer List tab.  The Payer List tab will show the results of search.
  • Sort the Payer List:  You can sort the Payer List by any column.  Choose the sort order by clicking on the column heading.  An arrow appears in the heading to indicate ascending or descending order.

HINTS

  • The Payer List is the portion of the screen that lists all of the Payers that you entered. You can adjust the width of the column in the Payer List section by clicking on and dragging the column lines between column headings. You can also scroll to the left and down using the scroll bars.
  • Only one payer can be highlighted at a time.
  • You can double-click a payer in the Payer List to open the Recipient List tab for the payer.
  • The Main Menu caption bar displays the name of the currently selected payer.

Creating a payer

  1. Click the Payer List button.
  2. Click the Add Payer button.
  3. Fill in the necessary fields.
  4. Click Save. 

Note: For e-filing, the payer address and phone number fields are required.  This screen should include all payer information that needs to appear on the printed returns and forms.

  1. Click on the Payer State Info button.
  2. Enter the state and the State ID number for W-2 assigned by the state.
  3. Enter the State ID for SUI (State Unemployment Insurance taxes) assigned by the state.
  4. Enter the SUI %.  This is the percentage used when calculating SUI tax based on the state taxable wages.
  5. Enter the SUI Wage Max.  This is the maximum amount of wages per year per recipient subject to state unemployment tax.

Note: If the SUI % and SUI Wage Max are not displayed, close out of the window and click the Change Data Entry Method button. Click Choose Quarterly to add the SUI % and SUI Wage Max fields to Payer State Info.

Edit a payer

  1. Click the Payer List button.
  2. Choose the payer to be edited.
  3. Make the necessary changes to the fields.
  4. Click Save. 

Adding or editing Payer Notes

Note: Payer Notes will not be printed on any form or journal.

  1. Click the Payer List button.
  2. Click the Payer Notes button.
  3. Enter the applicable payer notes.
  4. Click OK. 

Delete a payer

Note:  Deleting payers or recipients is permanent and cannot be reversed.  Once a payer or recipient has been deleted from the program, it can only be restored from a previously existing backup.

  1. Click the Payer List button.
  2. Choose the payer to be deleted.
  3. Click the Delete Payer button at the top of the payer list. 

Deleting multiple payers

  1. Click on the Utilities menu.
  2. Choose Delete Multiple Payers.
  3. Choose the payer(s) to be deleted.

Note: To select multiple payers press and hold the Shift or Ctrl key and click in the gray grid area on the left of the payer TIN for each payer you wish to select. You can also select all payers by pressing the Ctrl and A key on the keyboard or by checking the Select All Payers box.

  1. Click Delete.
  2. Click Yes to confirm the deletion process.
  3. Click OK. 

Payer Information Field Descriptions

  • TIN
    Enter the Tax Identification Number (TIN) for the payer. Must be 9 digits - the hyphens will be inserted automatically. Required field.
  • TIN Type
    Select SSN or EIN.
  • Payer Name
    Enter the full name for the payer. Required field. Accepts 40 characters.
  • Payer Name 2
    Enter additional payer name information, if necessary. Accepts 40 characters.
  • Name Control
    Enter the first 4 characters of the Payer Name. The only special characters that are allowed are the hyphen (-) and the ampersand (&). Required if using the E-file Center to file 941 and 944 forms. Accepts 4 characters.
  • Trade Name
    Enter a Trade Name for the payer. The payer's DBA (Doing Business As). Accepts 40 characters.
  • Address Line 1
    Enter the street address for the payer. Enter the street number and name, along with additional information such as P.O. Boxes, apartment, or suite numbers on the same line. Accepts 40 characters.
  • Address Line 2
    Enter a second street address for the payer, if necessary. Accepts 40 characters.
  • City/State/Zip/Ext
    Enter the city name in the first field. Press Tab or Enter to move to the next field. Select a state code from the drop-down list box or type in the two-letter state abbreviation. Move to the next field and enter the zip code. Move to the next field and enter a four-digit zip code extension, if applicable. If you are entering a foreign address, check the Foreign Country checkbox. City accepts 20 characters. State accepts 2 characters. Zip accepts 5 digits. Ext accepts 4 digits.
  • Foreign Country checkbox
    Check this box if the Payer has a foreign address. Checking this box changes the City/State/Zip fields. You must select a Country and enter the City/State (Province) name and Postal Code. 
    Yearli will reject non-U.S. entries in the state field if this box is not checked.
  • City/State (Province) Postal Code
    If Foreign Country is checked, then City/State/Zip/Ext is replaced with City/State (Province) Postal Code. Enter appropriate information in the correct fields. City accepts 21 characters. State (Province) accepts 22 characters. Postal Code accepts 14 characters.
  • Foreign Country
    Select the Country from the drop-down list box
  • Country Code
    The country code automatically fills based on the Country selected.
  • Phone/Ext
    Enter the area code and phone number for the payer. Move to the next field to enter a phone extension, if necessary. Accepts 7 or 10 digits.
  • Fax
    Enter the fax number for the payer. Accepts 7 or 10 digits.
  • Contact Name
    Enter the name of a contact person. Accepts 31 characters.
  • Contact Phone/Ext
    Enter the phone number of the contact person listed. Accepts 7 or 10 digits.
  • Contact E-mail
    Enter the e-mail address of the contact person listed. Accepts 30 characters.
  • Contact Fax
    Enter the fax number for the contact person listed. Accepts 7 or 10 digits.
  • 1095 Contact Phone/Ext
    Enter the name of a person that an employee/recipient may call for additional information. The 1095 Contact Phone is printed on Forms 1095-B and 1095-C, and is required when e-filing 1094 and 1095 forms. Accepts 7 or 10 digits.
  • 1094 Contact Name
    Enter the name of a person that the IRS can contact for questions on a company's filing of ACA forms. 1094 contact information is printed on Forms 1094-B and 1094-C, and is required when e-filing 1094 and 1095 forms. First field accepts 24 characters. Second field accepts 1 character. Third field accepts 24 characters. Fourth field accepts 4 characters.
  • 1094 Contact Phone/Ext
    Enter the phone number of the 1094 contact person listed. Accepts 7 or 10 digits.
  • Misc Search Fields (1) and (2)
    Enter any internal tracking number or code that you would like to use to track the payer. You can sort the payer list by Misc Search Field (1) and Misc Search Field (2). Both fields accept 40 characters.
  • 3rd Party Tax Withheld & Other EIN
    Enter 3rd Party Tax Withheld (Federal Income Tax). Federal Income tax withheld by the Payer of third-party sick pay. Complete this box only if the Payer has employees who had income tax withheld on third-party payments of sick pay. Show the total income tax withheld by third-party payers on payments to all employees. Although this tax is included in the box 2 total, it must be separately shown in box 14 on the Form W-3. Accepts 9 digits.
    Enter an Other EIN (Employer Identification Number) for payer, if applicable. If the Payer has used an EIN (including a prior owner's EIN) that is different from the EIN reported on Form W-3 in box e, enter the Other EIN here.
  • 941 Depositor / 943 Depositor / 945 Depositor
    Select Monthly, Semi-Weekly, or Not Used. Used on Form 941, 943 and 943A, and 945 and 945A, respectively.
  • Kind of Employer
    Select from the options: None Apply, Tax Exempt Employer, State and Local Governmental Employer, State and Local Tax Exempt Employer, or Federal Government. This information is needed for filing W-2 forms, and prints in the appropriate "Kind of Employer" checkbox on Form W-3 and Form W-3c.
    • When "None Apply" is selected, "None apply" will be checked on Form W-3 and Form W-3c.
    • When "Tax Exempt Employer" is selected, "501c non-govt" will be checked on Form W-3 and Form W-3c.
    • When "State and Local Governmental Employer" is selected, "State/local non-501c" will be checked on Form W-3 and Form W-3c.
    • When "State and Local Tax Exempt Employer" is selected, "State/local 501c" will be checked on Form W-3 and Form W-3c.
    • When "Federal Government" is selected, "Federal govt" will be checked on Form W-3 and Form W-3c. 
  • Last Year to File
    Select True if this is the payer's last year to file.
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