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Enter payroll checks

EFTPS payment file format

The Electronic Federal Tax Payment System (EFTPS) offers you the convenience of making clients' federal tax payments electronically 24 hours a day and 7 days a week. EFTPS allows tax payments to move electronically from the taxpayer's bank account to the federal government's account. The taxpayer's records with the IRS are automatically updated for each such payment.
The following image shows a typical EFTPS file from the Process EFTPS screen.
EFTPS Payment file viewer
note
For clients that are set up as household type employers, the file differs. It will include I (for individual) rather than B (for business) and it will use the code 10406 for the 1040 tax type.

File format details

EFTPS file fields and specifications
Field name
Type
Length
Details
Batch Filer ID
Numeric
9
Go to
Actions
, then
Process EFTPS
 and select the
Setup
 button.
Master Inquiry PIN
Numeric
4
Go to
Actions
, then
Process EFTPS
 and select the
Setup
 button.
File Date
Numeric
8
Must be valid date YYYYMMDD. Accounting CS set this as the date the file was created.
Filer Sequence Number
Numeric
3
Must be unique within day. Accounting CS starts with 001 and increments by 1
Payment Reference Number
Numeric
4
Must be ascending within file. Accounting CS starts with 0001 and increments by 1.
Action Code
Character
1
This is always P for payment.
Taxpayer TIN
Character
9
Retrieved from the Clients screen.
Taxpayer PIN
Numeric
4
Retrieved from the Payment Preferences section of the Vendors screen for the 94X vendors.
Taxpayer Type
Character
1
The type is generally B for business, but if the client is set up as a household type employer, the type is I for individual.
Tax Type Code
Numeric
5
The codes are as follows:
  • 940 = 09405
  • 941 = 94105
  • 943 = 09435
  • 944 = 94405
  • 945 = 09455
  • 1040 = 10406
Tax Period
Numeric
6
Must be valid date YYYYMM. This is the period for which there are liabilities. For 940, 943, 944, 945, and 1040 tax codes, the tax period is the year-end date of the liabilities. A separate file is created for each subsequent year for which there are liabilities. For 941 tax codes, the tax period is the quarter-end date of the liabilities. A separate file is created for each subsequent quarter for which there are liabilities.
Settlement Date
Numeric
8
Mist be valid date YYYYMMDD. This is the due date of the liability. If you have marked the Use transaction date as settlement date checkbox in the Process EFTPS screen, then the settlement date is the check date that appears on the checks.
Payment Amount
Numeric
15
Must be greater than 0 and less than 100,000,000. This is the amount of the liabilities that appears on the checks.
Subcategory Code 1
Numeric
3
Not a required field. If present must be valid IRS code
Subcategory amount 1
Numeric
15
Not a required field; if present, sum of subcategory amount must equal total payment amount.
Subcategory code and amount repeated up to 5
Subcategory code 5
Numeric
3
Not a required field. If present must be valid IRS code
Subcategory amount 5
Numeric
15
Not a required field; if present, sum of subcategory amount must equal total payment amount.

This article applies to:

  • PRODUCT: Accounting CS
  • Subject: Clients,Payments

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