Payment Processing Checklist

Payment Preview Prep:

1.

Review for NSF

a.       Franchise changes Legal Company Status to NSF and submits tickets in HubSpot placing tax liabilities on hold pending receipt of funds. Log on P&I spreadsheet for documentation and follow-up

b.       Review for any NSF’s that have been funded. Review for ticket updates. Update P&I spreadsheet accordingly.

2.

Review for Missing Payment Methods

a.       In each payment processing selection do not change any filters and select Next. In the next screen sort by Payment Method by clicking twice. This will bring any blank payment methods to the top. These, if any, will require correction on the Tax Maintenance Screen before the payment can be selected for processing.

Payment Filters:

1.

Payment Filter: Payment Processing:

a.       Date Type = Due Date

b.       From Date = Beginning of the Current Year

c.        To Date = 7 Business Days from Today’s Date

d.       Select Check Box “Allow payments with “Applied For” EINs to be automatically selected”.

b.       Deselect Check Box “Include payrolls with impound date after today”

c.        On Fridays Select Box “Automatically select payments where tax period end date is greater than today” to include period end dates that land on the weekend.

d.       Select Next

2.

Payment Preview Process:

a.       Select Preview Payments. If any warnings are received for tax codes that require special processing, select OK.

b.       On the next screen select Export for the following reports, if applicable:

-          Payment Preview

-          Bulk Payment Preview

-          Payment Preview Errors/Warnings

c.        Review the Payment Preview Report for the following data and process correction if needed

-          Payment Methods are accurate

-          Payment Frequencies are accurate

-          Review the Applied For Tax Codes to verify if an applied for payment is okay to send per the agency requirement

-          Review the Period End Dates – Do not process Period End dates that are in the future

-          Review for any late payments and notate accordingly

-          Review EIN Column for the following and correct if necessary:

     * EIN Format Alignment based on agency EIN Formats

     * Invalid Data in the EIN Field

d.       Review the Payment Preview Errors/Warnings Report

-          Review the errors generated by the system and process corrections if needed

*Example – Missing EFT PIN Number

*Example – Agency requires electronic payment method

4.

Processing Payments:

a.       When preview process and applicable corrections are complete using the same selections in Step 1 return to the payment preview screen.

-          **Deselect “Allow payments with “Applied For” EINs to be automatically selected

-          Select the Applied For Payments that are okay to be processed

-          Deselect any tax codes that have any special processing requirements and process in a separate batch

-          Select Process Payments

3.

Navigate to Payment History Menu – Final Reports

a.       Batch Reports – Payment Process, Payment Summary, Positive Pay if applicable

b.       Payment Files – Tax Payment Recon, Tax Positive Pay Export, ACH File

c.        Forms Status Summary – Forms Printed, Forms Pending, Forms With Errors

d.       E-File Status if applicable:

-          This option will generate if the payment processed requires a correlating efile to be generated.

e.       Add Notes Box – Option to add notes

f.         Save final reports in designated folder or shared drive

g.       Provide Positive Pay and ACH File to appropriate internal department, if applicable

4.

Payment Filter: Zero Return Processing

a.       Repeat Steps 1 thru 4, review below to Date Range Exception

b.       In the zero return processing you cannot exceed a 31 day period.

-          To Date = 7 Business Days from Todays Date

-          From Date = 31 days prior of the “To Date”

5.

Payment Filter: Amended Return Payment Processing

a.       Repeat Steps 1 thru 4, review below for Date Range Exception

a.       From Date = Leave Blank

b.       To Date = Leave Blank

c.        Select All Check Boxes and Select Next

6.

Payment Filter: Adjustment Payment Processing

a.       Repeat Steps 1 thru 4, review below for Date Range Exception

a.       From Date = Leave Blank

b.       To Date = Leave Blank

c.        Select All Check Boxes and Select Next