Payer Information Field Descriptions

Use this list to reference what should be entered in the payer fields. Field names are listed according to how they appear on the Manage Payer screen.

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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