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e-file Business Customer User’s Guide

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Index

e-file Business Process Overview............................................................................................................. 3 Customer Account Registration................................................................................................................ 4

Create a new account ............................................................................................................................ 4 Establish and Test File Upload Process.................................................................................................... 5 Using the Earned Income Tax (EIT) / Local Service Tax (LST) Section ................................................ 6

Uploading a File ................................................................................................................................... 7 Manual Entry of Information................................................................................................................ 8

Making Payments ................................................................................................................................... 10 Making an ACH Payment................................................................................................................... 11 Making a Paper Check Payment......................................................................................................... 11 Making a Paper Check Payment......................................................................................................... 12 Making an Credit Card Payment ........................................................................................................ 13

Additional Help – Employer Help Line.................................................................................................. 14 Frequently Asked Questions (FAQs)...................................................................................................... 15

Q: How long does it take to approve my new account registration? ................................................. 15 Q: Who can I call for additional help?............................................................................................... 15 Q: Are there extra charges for making payments through this system?............................................ 15 Q: What is the mailing address for making a check payment?.......................................................... 15 Q: Where can I find more information about upload file formats? ................................................... 15 Q: Can I send in my end of year Reconciliation with my 4th Quarter payment?............................... 15 Q: Why doesn’t e-file Business accept negative numbers (in the case of overpayment)..................16 Q: Can I get an e-file Business account without our Federal ID number (we are a new business and have not received it yet)?.................................................................................................................... 16

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e-file Business Process Overview The e-file Business system enables a business to report wages and withhold taxes for their employees in accordance with Act 32. This is a high-level process overview for how the new system will work.

A member of a business will request an account for e-file Business. This request will generate an “Employer Registration Request”.

“Employer Registration Request” generated Keystone reviews these new requests daily. When a new request is received, a Keystone member queries the business in our system and ensures the basic information matches. Upon approval of the new account request, the account is created and an email sent to the customer with login details and a temporary password. No other action is required unless the new customer wants to upload files. Account approved and email sent to Customer

If the business customer wants to upload files, they need to log in and perform a test of their upload file format. If this test is initially successful, the file format is verified and the appropriate format is determined.

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Customer Account Registration To register for an e-file Business account, go to the home page (www.keystonecollects.com/) and then click on “Business Resources” or “e-file”. Next select “e-file Business”. If you already have an e-file Business Username and Password, enter it and click on the “Log On” Button, otherwise you need to click on the link to create an account.

Create a new account To create a new account, fully complete the requested information for a new account and then click on the “Register” Button. You must have a Federal ID number. If you are a new business without one, you must wait to register with e-file Business until you get your Federal ID number. NOTE: The Administrative Email is the business’s email address (e.g. accounting dept.). The Login Email is the individual’s email address.

Congratulations! You have now submitted your e-file Business account request. When your account is approved, you will receive an email with the temporary password. Be sure to change the password during your first successful e-file Business session. NOTE: Although usually faster, it may take up to three business days to validate your information and approve your new account. With your e-file Business account you can report and pay wages and tax withholding information as required. Reporting can be done via a manual entry screen or by uploading a properly formatted file. Both of these options will be explained later in this document.

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Establish and Test File Upload Process If you will be using the time saving “Upload File” feature for reporting tax withholding information, then you will want to create a sample file using either the Comma Separated Values (CSV) or a slightly modified version of the Federal form (MMREF-1). Examples of both file formats are located on the web site under “Business Resources”. You need to create a sample file then log in to e-file Business. Go to the “Administration” page, where you can test the format of your sample file by clicking the “Test File Upload” Button. Select the information File Type, either Earned Income Tax (EIT) or Local Service Tax (LST). Click “Browse” and locate your sample file on your computer or network, then click on the “Upload” Button. If the format matches what is expected, you will receive a message indicating the format is accepted.

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Using the Earned Income Tax (EIT) / Local Service T ax (LST) Section The “Earned Income Tax (EIT) / Local Service Tax (LST)” Section is currently the heart of e-file Business. This was specifically developed to help you save time and money. Home – Returns you to main e-file Business page Upload (CSV) – If you have successfully uploaded a test file (as described in the previous section), then this button will appear with the approved file type. Manual Entry Page – This option allows you to directly enter personnel, wage and tax withholding information. Make Payment – This option allows you to make a payment against a tax entry already submitted, either an uploaded file or via manual entry. Thanks for using e-file Business. The benefits of using e-file Business include:

- Secure – information transfer is encrypted and protected…better than paper or fax. Remember NEVER email tax or personnel information as email is unsecure!

- Save time – Time is money. This system saves time and reduces expenses.

- Reduces Errors – information is input directly by you only ONCE, reducing the chance for

mistakes due to multiple handling and data entry

- Convenient – e-file Business provides a history of your tax withholding and payments and is accessible at ANY TIME.

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Uploading a File Many companies use accounting systems which can produce files of various formats. To save you time, we have developed a feature which securely allows those businesses to upload these files directly into the e-file Business. The result is fewer errors and more time available for other tasks. To upload a file, click on the “Upload CSV” button. In the example shown, the customer is approved for uploading Comma Separated Values or CSV files.

Click Browse and locate the file on your computer or office network. When ready, click the Upload button next to the Browse button.

If the format is correct, the file will be uploaded and will appear in the display window. If there is problem with the format, an error message will appear and an email will be sent further describing the error(s) encountered. Consult the file format guidance on the web site if the error condition persists. NOTE: This system allows the same file to be uploaded, but that may not be what you intended. Be careful to avoid uploading duplicate files. The file upload process is repeated every time you want to submit wage and Earned Income Tax or Local Service Tax information. Again, this is only one method to report tax and withholding data. It has great advantages for businesses which already have or can easily produce data files. Another method for entering tax and withholding information is to use the manual entry screen.

Select the File Type (EIT for Earned Income Tax or LST for Local Service Tax)

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Manual Entry of Information As mentioned, it is usually more efficient and beneficial to companies to upload Tax files, but many

businesses prefer to directly enter employee and tax withholding data. The Manual Entry Screen provides a way to do this. On this page, you can retain your roster of workers and easily enter their wage and tax withholding information. The initial blank screen is shown. As the pop-up window notes, once you have entered employee information, it will remain and not have to be re-entered.

When you click on “Add Employee”, a pop-up box will appear asking for the employee’s social security number. If that social security number matches one in our records for that business, then the person’s name and address is retrieved and added into the manual entry screen. Please repeat this process until all employees are listed. If the social security block is left empty or contains a social security number not associated with that business, then a blank employee line is created and all of the employee information must be entered. The first field is defined by each business and can be used to hold a business-unique employee number, department, etc. This user-defined field is optional, but may be helpful for referring to a specific individual, as this field can be sorted. The list of employees can also be sorted by Social Security Number (SSN) or Last Name. When all fields are complete, click the “Done” button. If you need to remove an employee record, click on the “Remove” button.

Sort by SSN, Last Name or the user-defined field

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Employee information remains once entered, making future updates easy. Select the correct “Tax Year” and “Quarter”. You will also need to give your submission a name (e.g. “2010 Q4”).

When all information is correctly entered, click on the “Submit Withholding” button. Each “Submit Withholding” will create at least one new transaction entry on the main EIT / LST screen. If Earned Income Tax and Local Service Tax information were provided, then two files will be created -- one with the EIT information and the other with LST information.

Type the correct dollar values in the “Wages”, “EIT”, and “LST” boxes.

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Making Payments To make a payment, you must have already created transactions by either uploading files or submitting a manual entry submission. From the main EIT / LST screen, click on the “Make Payment” button.

A list of unpaid transaction will appear. If there are no unpaid transactions, a message to that effect will be displayed. Select the transactions you wish to pay by clicking the checkbox(es). You may select and pay multiple files with one payment action, but all files selected will be paid with the same payment type. Multiple payments are required if you want to pay some transactions with a credit card and others with a check. Once all files to be paid are checked, click the desired Payment option button (ACH for Automated Clearing House, traditional Paper Check, or major Credit Card).

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Making an ACH Payment Automated Clearing House (ACH) or electronic payment method withdraws the payment total from the bank account provided on the ACH Payment screen. In addition to the normal Name and Address information, enter the Bank Name and Routing Number. The Account Number is also required. The “Tax”, “Penalty, Interest and Fees” and “Total Due” numbers are provided automatically by the e-file Business system. Once all information is entered and verified, click the Submit button.

You will be asked to confirm the ACH payment. Verify the information and click “Yes”.

An ACH Payment Receipt is created the by the system when the ACH payment is processed. We recommend you PRINT THIS PAGE for your records.

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Making a Paper Check Payment Selecting the “Paper Check” payment method automates the filing, but enables you to make a payment using a traditional check, if this is your normal payment process.

This option prepares pre-filled printable Payment Vouchers based upon information in the uploaded and selected files. Verify the information and print the voucher or vouchers by clicking Print Voucher. Select your printer and print the documents. You MUST click “Finish” to complete the process. NOTE: Although a “Thank You -- payment being processed” is displayed, your transactions will not be listed as “paid” until your check and voucher are received and processed.

Remember to mail your vouchers and check to the address on the voucher. Keystone Collections Group 546 Wendel Road Irwin, PA 15642-4582

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Making an Credit Card Payment You now have the new option of making an electronic payment using a major credit card. The Credit Card payment screen is very similar to the ACH Payment screen. In addition to normal Name and Address information, select a Credit Card Type and enter the Card’s Number, Expiration date, and Verification Number (from the card’s back). “Tax”, “Penalty, Interest and Fees” and “Total Due” numbers are provided automatically. Note: A small convenience fee is added for credit card payments. Verify all information and click “Continue” . At this time, only credit cards accepted are MasterCard, Visa, and Discover.

A confirmation screen will appear. Verify the information and click “Yes”.

Note: There is a 2.7% processing fee with a minimum of $1.00 charged by First Data Corporation to use a credit card to make a payment.

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Additional Help – Employer Help Line Thank you for using Keystone’s e-file Business application. More information and instructions are available on the e-file Business web site. Please Log In to access these items. If you have question, please call our Employer Help Line at (888) 328-0558, Monday through Friday 8:00 AM till 4:00 PM.

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Frequently Asked Questions (FAQs)

Q: How long does it take to approve my new account registration?

A: Although our average processing time is much shorter, it can take up to 3 business days to approve a new account request due to the verifications that we perform before account approval.

Q: Who can I call for additional help?

A: If you have additional questions or problems, please call our Employer Help Line at (888) 328-0558, Monday through Friday 8:00 AM till 4:00 PM.

Q: Are there extra charges for making payments thr ough this system?

A: There are no additional costs associated with using e-file Business. First Data Corporation does charge a 2.7% processing fee (with a minimum or $1.00) when making a credit card payment.

Q: What is the mailing address for making a check payment?

A: Remember, if making a check payment to include the pre-printed vouchers with your check. The address should be on the voucher and should read Keystone Collections Group, 546 Wendel Road, Irwin, PA 15642-4582

Q: Where can I find more information about upload file formats?

A: Specifications and example files are available in the “Payroll Withholding” section of the “Business Resources” web page.

Q: Can I send in my end of year Reconciliation wit h my 4 th Quarter payment?

A: No, use e-file Business for your payments and withholdings, but you need to sign and mail the Reconciliation paperwork.

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Q: Why doesn’t e-file Business accept negative num bers (in the case of overpayment).

A: Keystone Collections Group is a collections agency, not a taxing authority. As such, money received for tax payment is sent to the appropriate taxing authority. Overpayment issues should be resolved directly with the responsible taxing authority.

Q: Can I get an e-file Business account without ou r Federal ID number (we are a new business and have not received it yet )?

A: Unfortunately, the Federal ID number is a critical piece of information for the registration process. Please register for a new e-file Business account after your business has obtained your Federal ID number.