In accordance with Section 3504 of the Internal Revenue Code, Revenue Procedure 70-6 and Proposed Regulations REG-137036-08 (January 13, 2010) and Revenue Procedure 2013-39, F/EA files Form 941 quarterly in aggregate, on behalf of all participants in the Program. F/EA uses its separate agent Employer Identification Number (EIN) to file Form 941 and to deposit workers Federal Withholding Tax, workers FICA and employer FICA. Federal Withholding Tax and employee and employer FICA are deposited by the F/EA with the IRS on within 24 business hours of each payroll.
21. Subtotals with description “IRS USATAXPYMT” are weekly Federal Income Tax, and Employer and Employee FICA payments
22. Add the subtotals with description “IRS USATAXPYMT” for each month in the quarter
23. This creates monthly totals of payments
24. Compare this to the liability amounts on Schedule B to ensure that payments for each month are equal to or greater than liabilities
25. Complete lines 17, 18 and 19 on Quarterly Reconciliation Document
26. Compare the liability on each date on Form 941 Schedule B to the amount for each “Settlement Date” on the EFTPS Batch Provider Inquiry
27. Ensure that the amount on Form 941 Schedule B is less than or equal to the amount on the EFTPS Batch Provider Inquiry for the settlement date
28. Ensure that the settlement date and the date on Schedule B match in each case
29. Compare the sum of payments for all three months from bank account to “Total liability for the quarter” on schedule B
30. Ensure sum of payments is greater than or equal to “Total liability for the quarter” on Schedule B
31. Compare the sum of payments for the quarter as debited from the bank account to Line 11 on Form 941
32. If a discrepancy exists, review prior quarter’s 941 Box 13 to see if an overpayment was made
33. Ensure that the discrepancy equals the difference between Line 11 941 and sum of debits from bank account
34. Compare Schedule B 941 Deposits to debits from bank account
35. Ensure all values on dates match
36. Ensure monthly totals match
41. <<Staff Title>> scans all documents and stores them at <<File Path>>
42. Signed reconciliation sheets are stored for a minimum of 7 years.
The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.
<<Insert policy for completing Schedule B of Form 941>>
<<Insert procedure for completing Schedule B of Form 941>>
<<Insert internal controls for completing Schedule B of Form 941>>
F/EAs must file Schedule R with their Forms 941. Vendor Fiscal/Employer Agents that operate in Self-Directed (also known as Participant-Directed and Consumer-Directed) programs operate under Section 3504 of the Internal Revenue Code and must file a Schedule R with their aggregate Form 941.
Schedule R (Form 941) is used to allocate the aggregate information reported on Form 941 to each participant employer. For purposes of Schedule R (Form 941), the Internal Revenue Service refers to employers represented by agents as their 'clients'.
When the F/EA serves 15 or more employer clients, complete as many Continuation Sheets for Schedule R as necessary. Attached Schedule R (Form 941) and any Continuation Sheets to the aggregate Form 941. F/EA should file Schedule R and Form 941 together with the Internal Revenue Service.
Schedule R is due with Form 941 for each quarter that an agent files an aggregate Form 941, beginning with Quarter 1, 2010.
<<Insert procedure to produce Schedule R for Form 941>>
<<Insert internal controls to produce Schedule R for Form 941>>
In accordance with State regulation, consumers must file and pay State Unemployment Tax, as calculated on workers gross wages, individually using the individual participant’s account number designated for this purpose. Payments and returns are made and filed per regulation on a quarterly basis.
Each participant employer has his/her own experience rate for State Unemployment Tax. This means that each individual employer may pay a different tax rate for State Unemployment Tax. In most states, new employers are designated a standard "New Employer Rate". New employers usually maintain the "New Employer Rate" for some uniform time period.
Each state maintains a taxable wage base. The taxable wage base is the amount of gross wages paid to an workers in a calendar year that are taxable for State Unemployment Purposes. Any wages paid to the workers in excess of the taxable wage base are considered "Excess Wages" and are not taxable for State Unemployment Purposes.
Filing and Payment
Reconciliation of Unemployment Return and Payment
The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.
Per the contract with Program Administrator, F/EA must file and remit State Withholding Tax (SWT) withheld from consumers’ workers on behalf of consumers. The State Department of Revenue requires returns to be filed and payments to be remitted individually using the participant’s individual account number designated for this purpose. Payments of State Withholding Tax withheld from workers pay must be made per each employer’s required deposit schedule. The deposit schedule is set by the State Department of Revenue or equivalent based on the employer’s quarterly liability.
Reconciliation of State Withholding Tax Return and Payment
7. Reporting Agent also sends an excel report called F/EA DOR Payment Reconciliation quarterly
8. As an additional verification, F/EA DOR Payment Reconciliation quarterly is compared to F/EA Payroll Journal reports for the quarter
9. Obtain UPS Tracking number used to ship paper returns for employers who became liable for state withholding tax this quarter to DOR from reporting agent
10. Go to www.ups.com , enter tracking number
11. Verify that shipment date for DOR shipment occurred on or before the Return Due Date
12. Enter date shipped on Quarterly Tax Reconciliation document
13. Obtain receipt from electronic transmittal of state withholding tax returns from reporting agent
14. Verify that the transmittal date occurred on or before the Return Due Date
15. Enter transmittal date on Quarterly Tax Reconciliation document
16. F/EA Accountant reviews variance and accounts for transfers
17. Any discrepancies are identified and resolved
18. Adjustments are made as required on the F/EA DOR Payment Reconciliation
The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.
In accordance with Section 3504 of the Internal Revenue Code, Revenue Procedure 70-6 as modified by Proposed regulations REG-137036-08-1 and in accordance with Revenue Procedure 2013-39, F/EA Files Form 940 annually and in aggregate on behalf of all consumers in the participant direction program. F/EA uses their separate agent Employer Identification Number (EIN) to file Form 940. Per IRS regulation, F/EA deposits employer Federal Unemployment Tax quarterly on behalf of all consumers.
Reconcile and Verify 940, Employer’s Annual Federal Unemployment (FUTA) Tax Return, Payment
14. Review the “Variance” column of the Quarterly Tax Reconciliation document
15. If no discrepancies identified, F/EA Accountant prints Quarterly Tax Reconciliation document
16. F/EA Accountant signs and dates Quarterly Tax Reconciliation document next to “Prepared By”
17. F/EA Accountant provides Quarterly Tax Reconciliation document and supporting documents to <<Staff Title>>
18. <<Staff Title>> signs and dates Quarterly Tax Reconciliation document next to “Verified By”
19. <<Staff Title>> scans all documents and stores them at <<File Path>>
20. Signed reconciliation sheets are stored for a minimum of 7 years.
4. Obtain UPS Tracking number used to ship Form 940 to IRS from Payroll Department
5. Go to www.ups.com , enter tracking number
6. Verify that shipment date for 940 shipment occurred on or before the 940 Due Date
7. Enter date shipped on Quarterly Tax Reconciliation document
8. If no discrepancies identified, F/EA Accountant prints Quarterly Tax Reconciliation document
9. F/EA Accountant signs and dates Quarterly Tax Reconciliation document next to “Prepared By”
10. F/EA Accountant provides Quarterly Tax Reconciliation document and supporting documents to <<Staff Title>>
11. <<Staff Title>> signs and dates Quarterly Tax Reconciliation document next to “Verified By”
12. <<Staff Title>> scans all documents and stores them at <<File Path>>
13. Signed reconciliation sheets are stored for a minimum of 7 years.
The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.
When consumers employ workers who live in a state other than the state the participant lives in, "non-resident" workers state income and state unemployment taxes must be managed. Each state has different rules and regulations for how non-resident taxes must be handled. Some states have reciprocal agreements with other border states. If two states have a reciprocal agreement and an individual lives in one of those states and works in the other, the individual will only be subject to the income tax in the state where he lives. All states with reciprocal agreements have provisions that exempt an workers from having the tax withheld for the state where he works, but employers are not required to withhold the tax for the state where the workers lives.
The F/EA manages non-resident tax responsibilites on behalf of any participant employers who have employees who live in a state other than the participant's state of residence.
F/EAs must file Schedule R with their Forms 940. Vendor Fiscal/Employer Agents that operate in Self-Directed (also known as Participant-Directed and Consumer-Directed) programs operate under Section 3504 of the Internal Revenue Code and must file a Schedule R with their aggregate Form 940.
Schedule R (Form 940) is used to allocate the aggregate information reported on Form 940 to each participant employer. For purposes of Schedule R (Form 940), the Internal Revenue Service refers to employers represented by agents as their 'clients'.
When the F/EA serves 15 or more employer clients, complete as many Continuation Sheets for Schedule R as necessary. Attached Schedule R (Form 940) and any Continuation Sheets to the aggregate Form 940. F/EA should file Schedule R and Form 940 together with the Internal Revenue Service.