Greenshades Electronic Filing (U.S.) screen

Use the Greenshades Electronic Filing screen to generate electronic files for certain tax and non-tax information and submit them to tax authorities.

ProContractor enables you to e-file the following tax forms and reports:

  • Form W-2
  • Form 940
  • Form 941 (including Form 941 - schedule B)
  • Form 1099
  • SUTA Reports
  • New Hire Reports
  • Form 1095-C (includes Form 1094-C)

Depending on the tax authority, you can submit electronic files automatically over the Internet, manually over the Internet, or using media, such as a CD or diskette. For most tax authorities, only one method is available. However, some tax authorities allow you to choose the submission method.

Note:
  • In order to generate files for e-filing, you must purchase ProContractor Electronic Filing from Viewpoint and then Install Greenshades Center and Validate Greenshades Center. Contact Viewpoint Sales for details on purchasing ProContractor Electronic Filing.
  • You may need a password or a PIN to e-file by Internet. Contact your tax advisor or the tax authority for details.
  • Electronic files within Greenshades Center require a company contact. Since ProContractor does not store a main contact for each company, you must add this information in the Greenshades Center after generating each file.
  • In addition to the company contact, Forms W-2 require a company contact e-mail and an MMREF Pin #.
  • You cannot not file for a future date.
Note:

For quarterly SUTA filings to work correctly for New York, the payroll tax authorities must set up as follows:

  • The code that identifies the state payroll tax authority must start with NY and the State/Province Abbreviation must be NY.
  • For New York City, the code that identifies the local payroll tax authority must be NYC and the Local Abbreviation must be NYC.
  • For Yonkers, NY, the code that identifies the local payroll tax authority must be YONK and the Local Abbreviation must be YONK.

If employees are exempt from SUTA, SUI, or SDI in a particular state, a separate payroll tax authority must be set up for those employees and linked to the primary state payroll tax authority as follows:

  • On the Electronic Filing screen, a state payroll tax authority must be defined for the SUTA/SUI/SDI exempt employees. For example, define NY2 as an additional payroll tax authority for New York.
    • In the General tab, the Report SUTA/SUI/SDI with Payroll Tax Authority field must be set to the primary state payroll tax authority. For example, when defining NY2, enter NY in the Report SUTA/SUI/SDI with Payroll Tax Authority field. The value in this field is the tax authority to be used for SUTA/SUI/SDI reporting purposes.
    • In the State Taxes tab, the SUTA, SUI, and SDI rates must be set as appropriate. For example, if employees are exempt from state disability insurance, the SDI rate should be set to 0. If exempt from SUTA, select the SUTA Exempt checkbox.
  • On the Employee screen, assign each exempt employee to the new payroll tax authority. For example, assign the exempt employees in New York to NY2.

When generating reports or filing electronically, the amounts for employees assigned to the exempt tax authority are added to the amounts for the tax authority specified in the Report SUTA/SUI/SDI with Payroll Tax Authority field. For example, the amounts for NY2 are added to the amounts for NY and are categorized under NY.

If you include Employment Training Tax (ETT) with SUTA for California and file SUTA electronically, the payroll tax authorities must be set up as follows:

  • The code that identifies the state payroll tax authority must start with CA and the State/Province Abbreviation must be CA.
  • Add 0.1 percent for the Employment Training Tax to the SUTA Rate field on the State Taxes tab.
  • Enter the Employment Training Tax rate separately in the Employment Training Tax (Reporting Only) field.

If you want to print New Jersey Family Medical Leave Insurance on Forms W-2 in box 14, the payroll tax authorities must be set up as follows:

  • The code that identifies the state payroll tax authority must start with NJ and the State/Province Abbreviation must be NJ.
  • For 2016, the SUI Rate for New Jersey must be 0.505 percent, which includes 0.3825 percent for Unemployment Insurance, 0.0425 percent for Workforce Development and Supplemental Workforce Fund, and 0.08 percent for Family Leave Insurance.
  • The Family Leave Insurance rate must also be separately entered in the Family Leave Insurance (W2 Only) field.
  • The Print SDI/SUI on W-2 field must be set to Yes.
  • A line for Box 14 Text must be set to UI/WF/SWF and the Information to Print Box 14 for that line must be set to Line Text and SUI Amount.
Note: To open the Electronic Filing screen, do one of the following in the All Tasks pane:
  • Click Employees > Quarter and Year End > Greenshades Electronic Filing.
  • Click Vendors > Year End > Greenshades Electronic Filing.