Payroll tax deposits

Tax deposits are the periodic deposits you make with federal, state, and local tax jurisdictions for taxes withheld from employee pay and/or for employer taxes. ActivityHD needs this information to generate tax deposit reconciliation reports (such as the US 941 quarterly report and the USA Tax Liability Report). A tax deposit can be linked with its associated payment in Accounts Payable. If the AP invoice was created in Payroll and you have the Payroll to AP interface, you can view the payroll check lines which contributed to each part of the tax deposit.

Tax deposits can be entered manually or created automatically. For automatic creation, you must have the Payroll to AP interface installed.

Create a manual tax deposit

If you do not use the Payroll to AP interface but want to record tax deposits so that you can prepare Form 941 or other tax forms, you can use the Tax Deposit window to input tax deposit information.

To create a manual tax deposit:

In the Navigation pane, highlight the Payroll/Human Resources > Government > Tax Deposits folder.
Click . The New Tax Deposit window opens.
In the Deposit Type field, select the tax deposit type.
Enter the Deposit Date of the tax deposit.
Enter the Liability Date of the tax deposit. This date is used to calculate the "Total deposits for this Quarter" for Form 941.

Example

If the taxes for a September payday are deposited during October, the liability date falls in September and the deposit date falls in October.
In the Amount field, enter the amount of the tax deposit.
Enter a Description of the tax deposit.
If you received a confirmation number when you submitted the tax deposit, enter that number in the Confirmation # field.
If the tax deposit was paid through Accounts Payable, select the AP Payment used to pay the tax deposit.
The Fields table includes a row for each field defined on the tax deposit type. For each row, enter the Amount of the tax deposit which corresponds to the given field name.

Note

The total of tax deposit amounts in the table must equal the value specified in the Amount field at the top of the window.
When you finish, save the new tax deposit record.

Automatically create a tax deposit

Note

Automatic tax deposit creation requires that you have the Payroll to AP interface enabled.

To create a tax deposit with the correct tax deposit type, ActivityHD looks at the check lines linked to all invoices on the payment, then it looks at the AP control on the linked check lines, then it finds the tax deposit type on the AP controls it finds. If only one tax deposit type is discovered, ActivityHD creates the tax deposit.

Setup

Before you can create tax deposits automatically for a tax jurisdiction, the following items need to be in place:

An AP vendor record for the tax jurisdiction.
An appropriate built-in or user-defined tax deposit type.
An AP control in Payroll that references the vendor from step 1 and the tax deposit type in step 2.
On the segment items which contribute to the tax deposit, the AP control must be set to the control defined in step 3. Ensure that the segment items are assigned to the correct built-in groups.

Tax deposit creation

To create a tax deposit:

Process a payroll run.
In the Navigation pane, highlight the Payroll/Human Resources > Checks > Check Lines folder.
In the HD view apply the "Ready to Post to AP" filter plus the "? AP Control" filter. When prompted for the AP control, enter the code for the AP control you created in step 3 of setup. The filtered results represent the tax deductions and employer contributions that will comprise the tax deposit.
Select all the records showing in the HD view, then right-click and select Reports > Check Lines Listing from the drop-down menu.
Run the Check Lines Listing grouped by PRCode and then print or preview it and verify that it is correct.
With the filtered check lines still selected, click to run the Post Payroll Check Lines to AP wizard and create an AP invoice for the tax deposit.
On the "View AP Invoices" page of the wizard, verify the amount of the invoice.
Double-click the invoice to open it in the AP Invoice window, then select the PR Check Lines tab and verify that the check lines which are represented on the invoice are correct.
Merge and pay the invoice.
On the "View Payments" page of the Pay Invoices wizard, verify the payment amount.
Double-click the payment to open it in the Payment window, then select the PR Check Lines tab and verify that the check lines which are represented on the payment are correct.
Merge the AP payment. Merging the AP payment automatically creates a new tax deposit.

Example: Automatically create tax deposits for state unemployment tax payments

Form 940 requires you to report SUTA taxes paid on time and SUTA taxes paid late. ActivityHD calculates the amount of SUTA paid on time from the total of tax deposits where (1) the deposit is one of the built-in state unemployment types (xxSUTA), (2) the liability date is in the tax year, (3) the deposit date is on or before the Form 940 due date (January 31 of the following year), and (4) the deposit is flagged as "Paid". Accordingly, the calculation of SUTA taxes paid late follows the same criteria except that the deposit dates come after the Form 940 due date.

To automatically create tax deposits for a particular state:

Create an AP control using the appropriate built-in state tax deposit type.
Associate the AP control you created in step 1 with the appropriate segment item.
Post Tax.TXSUTA check lines to AP invoices.
Merge and pay the AP invoices.
Merge the AP payment. The tax deposit is created automatically in this step.
Mark the newly created tax deposit as "Paid".

Mark a tax deposit as paid

Tax Deposits Listing

Purpose

The Tax Deposits Listing provides a list of the tax deposits recorded in Payroll.

Content

For each tax deposit included on the report, the listing shows:

tax deposit type - deposit date
total tax deposit amount
tax paid indicator
confirmation number
tax amounts by field name.

In addition, you can include one or more of the following:

field detail (field name, source, result)
memos
timestamps
custom fields.

The following total appears on the report:

deposit totals by tax type (if you do not include field detail).

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Government > Tax Deposits folder.
Start the report set-up wizard.
- To report on all or a filtered subset of tax deposits:
  1. Right-click the Tax Deposits folder and select Select and Report > Tax Deposits Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected tax deposits:
  1. In the HD view, select the tax deposits to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular tax deposit from the Tax Deposit window:
  1. In the HD view, locate and double-click the tax deposit to report on. The Tax Deposit window opens with the tax deposit loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Field Detail
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Memos
- Timestamps
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Tax deposits
Tax deposit types
Checks
Check lines

Tax Deposit Record ID

Deposit Type

The tax deposit type for this tax deposit. Tax deposit types define the fields to track for calculating the tax deposit.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Deposit Date

The date of the tax deposit.

Liability Date

For a manual tax deposit, enter the liability date of the tax deposit. If the tax deposit was created through the AP Payment Merge process, this date is derived from the check lines associated with the AP payment. The liability date is used to calculate "Total deposits for this Quarter" for Form 941.

Instance

Indicates the numbered instance of the tax deposit for the specified deposit type and date.

Amount

The amount of the tax deposit.

Description

A description for the tax deposit.

Confirmation #

Enter the confirmation number that verifies that the tax payment was received.

AP Payment

For automatically generated tax deposits, this field shows the AP payment record for the tax deposit. If you are entering a manual tax deposit and it was paid by an AP payment, select the payment record.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

PR Check Lines Filter by Field

This field controls how the data in the PR Check Lines tab is filtered. By default, all check lines for the tax deposit are shown. To only see check lines for a particular tax deposit field, select the field name from the drop-down list.

Paid

Mark this checkbox to indicate the tax deposit has been paid. When you mark the tax deposit as paid, the tax deposit record is locked to prevent further changes.

Tax Deposit tab

Fields

The Fields table shows the components of the tax deposit calculation.

Name

Displays a field name defined on the tax deposit type. The field name represents a check line group that calculates the check line for the named tax.

Source

The source amount for calculating the tax deposit amount. The source name is designated on the check line group associated with the field.

Result

The result amount of the tax deposit calculation. The result name is designated on the check line group associated with the field.

Amount

Enter the actual amount of the tax deposit made with respect to the current field. The default amount is the field's result amount. The total of all tax deposit amounts in the table must equal the value in the Amount field at the top of the window.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

PR Check Lines tab

The Payroll Check Lines pane shows the Check Lines HD view filtered to show all check lines for the selected tax deposit.

Double-click a row in the pane to drill down to its record in the Check Line window.

Tip

To filter the list of check lines to only show check lines for one of the fields defined in the Fields table on the Tax Deposit tab, select the field from the PR Check Lines Filter by Field drop-down list.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Common accesses available on tax deposits

Access	A user with this access can...
Change	Use the mass change action on tax deposits.
Change Logs
Custom Fields	Create and edit custom fields for tax deposits.
Data	Have read-only access to tax deposits from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete tax deposits.
Edit	Edit tax deposit records.
Export	Export tax deposit records from ActivityHD.
Import	Import tax deposit records into ActivityHD.
New	Create new tax deposit records.
Read	Have read-only access to tax deposit records.
Report	Run reports with tax deposit information.
Report Designs	Create and edit report designs with tax deposit information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to tax deposits.
Shared Filters	Create and edit shared filters on tax deposits.
Visible	View the Tax Deposits folder in the Navigation pane.

The following built-in filter is available for tax deposits:

Filter Name	Effect
? Deposit Type	Prompts for a deposit type and lists tax deposits with a deposit type that contains the specified search string.
Unpaid Tax Deposits	Lists the tax deposits which have not been paid.

Purpose

The USA Tax Liability Report shows your income tax, social security, Medicare, and total tax liability.

Content

For each total or subtotal on the report, the report shows:

number of checks
number of employees
income tax liability
employee social security liability
employer social security liability
total social security liability
employee Medicare liability
extra Medicare liability
employer Medicare liability
total Medicare liability
total tax liability.

In addition, you can include one or more of the following:

taxable wages
liability by check.

The following totals appear on the report:

grand totals
check count
employee count.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Checks folder.
Start the report set-up wizard.
- To report on all or a filtered subset of checks:
  1. Right-click the Checks folder and select Select and Report > USA Tax Liability Report from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected checks:
  1. In the HD view, select the checks to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select USA Tax Liability Report from the drop-down menu.
- To report on a particular check from the Check window:
  1. In the HD view, locate and double-click the check to report on. The Check window opens with the check loaded.
  2. Click and select USA Tax Liability Report from the drop-down menu.
Select the Options tab.
In the Subtotal by section, mark the checkbox(es) for the subtotal(s) to show on the report. Your options are:
- Day
- Month
- Quarter
- Year
To show wages subject to each tax, mark the Include Taxable Wages checkbox.
To subtract group totals for "3rdPartySickPayTax", "3rdPartySickPaySS", and "3rdPartySickPayMed" from the tax liabilities, mark the Subtract Third-party Sick Pay checkbox.
To show liability breakdown by check, mark the Include Checks checkbox.
If you mark the Include Checks checkbox, the Employee Order field is enabled. Select how to sort employee checks on the report. Your options are:
- Code. Use the employee code.
- First Name First
- Last Name First
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Employees
Checks

Purpose

The Check Lines Listing provides a list of check lines recorded in Payroll.

Content

For each check line included on the report, the listing shows:

PRCode and description
batch - entry number
for garnishments, the garnishment record number
work date
source
rate
result.

In addition, you can include:

memos.

The following totals appear on the report:

employee totals (check line count, pay, deductions, tax, source, result) or PRCode totals (check line count, source, result)
report totals (check line count, pay, deductions, tax, source, result).

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Checks > Check Lines folder.
Start the report set-up wizard.
- To report on all or a filtered subset of check lines:
  1. Right-click the Check Lines folder and select Select and Report > Check Lines Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected check lines:
  1. In the HD view, select the check lines to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Check Lines Listing from the drop-down menu.
- To report on a particular check line from the Check Line window:
  1. In the HD view, locate and double-click the check line to report on. The Check Line window opens with the check line loaded.
  2. Click and select Check Lines Listing from the drop-down menu.
Select the Options tab.
In the Group By field, select how to group check lines on the report. Your options are:
- Employee
- PRCode
In the Include field, select the information to include on the report. Your options are:
- Detail
- Totals Only
In the Employee Order field, select the sort order for employee records on the report. Your options are:
- Code - Base the sort order on the employee code.
- First Name First
- Last Name First
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
To include check line memos on the report, mark the Include Memos checkbox.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Employees
Checks
Check lines

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Payroll tax deposits

Create a manual tax deposit

Automatically create a tax deposit

Setup

Tax deposit creation

Mark a tax deposit as paid

Tax Deposits Listing

Purpose

Content

Print the report

Data extensions

Tax Deposit Record ID

Tax Deposit tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

PR Check Lines tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

Tax deposits security

Common accesses available on tax deposits

Tax deposits filters

Purpose

Content

Print the report

Data extensions

Purpose

Content

Print the report

Data extensions