Skip to main content

Solutions

Products

Recommended products

Questions? We are here to help.
Contact us

Purchase

Questions? We are here to help.

Resources

Estimates

Preparing, reviewing, and filing federal and state estimates

Federal and state estimates are filed with the taxing authority using a three-step process: prepare, review and file.
In ONESOURCE Trust Tax, it is likely that you will remit 990-PF estimated tax payments from two different tax years for each payment due date. The tax year begin date of each account determines the tax year in ONESOURCE Trust Tax where payment submission occurs. For example, in October 2022, estimated tax payments are due for accounts with a tax year end of October 2022, January 2023, April 2023 and May 2023. Payment submission for accounts with an October 2022 tax year end occurs in tax year 2021. Payment submission for accounts with tax years ending in January, April and May 2023 occurs in tax year 2022.
The
Can initiate electronic tax payments (EFTPS)
 user right must be granted to you before you can file federal and state estimates.

Preparing an estimate filing

Estimate filings can be prepared for the following:
  • 1041 Federal EFTPS
  • 990-PF Federal EFTPS
  • California
  • Maryland
  • Massachusetts
  • Michigan
  • Minnesota
  • New York
  • Pennsylvania
  • Wisconsin
  • State files and supporting documents (a combined California, Maryland, Michigan and Minnesota estimate filing)
To prepare an estimate filing:
  1. Review the tax year drop-down list to ensure you are preparing an estimate filing in the appropriate tax year.
  2. Select
    HOME
    ,
    Admin
     then
    Estimate Payments
    .
  3. Complete one of the following under the
    Estimate Type
     collapsible section:
    • Ensure
      1041
       is selected if you are preparing a 1041 Federal EFTPS filing, a State files and supporting documents filing, or are individually preparing a California, Maryland, Massachusetts, Michigan, Minnesota, New York or Pennsylvania filing.
    • Select
      990-PF
       if you are preparing a 990-PF Federal EFTPS filing.
  4. If you are preparing a 990-PF Federal EFTPS filing, select the payment due date from the
    Payment Due Date
     drop-down list. This drop-down list is under the
    Estimate Control
     collapsible section. After the payment due date is selected, the
    Prepare and File
     collapsible section is automatically updated with any previous 990-PF Federal EFTPS filings for that month.
  5. The ability to prepare and file 990-PF estimates is activated on the first of the month prior to the payment due date selected in the
    Payment Due Date
     drop-down list. For example, if
    Sep 2019
     is selected, then the ability to prepare and file 990-PF estimates will be accessible as of August 1 for payments due on September 15.
  6. Under the
    Estimate Control
     collapsible section, review the routing number and checking account number displayed in the
    ACH Debit Instructions
     group box. If either number is incorrect, change it by highlighting the numbers then typing the correct routing number and/or checking account number. Select
    Save
     if you want to save the changes. The routing number and checking account number are used to remit estimated taxes for both 1041 and 990-PF accounts.
  7. Under the
    Prepare and File
     collapsible section, enter a settlement date using the MM/DD/YYYY format in the
    Settlement Date
     field.
  8. For 1041 and 990-PF Federal EFTPS filings, the settlement date is the date you request the IRS to withdraw the funds from your organization's ACH debit account to pay for the estimated tax due. To account for any delays in the filing request, enter a settlement date that is at least one business day after the date you file 1041 or 990-PF federal estimates. The settlement date cannot be a Saturday, Sunday or a government holiday.
  9. Select Run for the filing you want to prepare. For example, to prepare a 990-PF Federal EFTPS filing, select Run for the
    Federal EFTPS
     row. The following graphic shows the 1041 federal and state estimate filings:
  10. A request is initiated that determines the taxpayers and their payments for the filing. For a 1041 or 990-PF Federal EFTPS filing, the
    Settlement date if different
     column displays the settlement date you entered if no errors are detected in the finished request. For state filings, the
    Preparing Status
     column initially displays
    Preparing
    , but will indicate if any issues are detected in the request.
  11. To see whether the processing status changed, select
    Refresh
     or Refresh grid data at the bottom of the grid. If no errors are detected in the finished request,
    Complete
     displays in the
    Preparing Status
     column, File displays in the
    File
     column and the
    Date Added
     and
    Added By
     columns are updated to indicate that the file is prepared. If
    Complete with errors
     or
    Needs Attention
     displays, use the Request Status and History page to review the errors. The errors associated with
    Complete with errors
     display under the
    Request Errors
     collapsible section, and the errors associated with
    Needs Attention
     display under the
    Current Events
     section.

Reviewing estimate filing information

Estimate filing information is reviewed from a register or by accessing the data file on the Documents and Data Files page. If you notice an error, correct the source taxpayer information or payment amount, reprocess the account's estimates then prepare the filing again. A federal or state estimate filing can be prepared as many times as is needed to ensure the taxpayers and payment amounts are correct.
Using a register
1041 and 990-PF Federal EFTPS, New York and Pennsylvania filing information as well as summary and taxpayer detail for State files and supporting documents filings can be reviewed from a register.
To use a register to review estimate filing information:
  1. From the Register Listing page, select Run for one of the following registers:
    • EFTPS Taxpayer Payment Detail
      -For federal 1041 filing information.
    • EFTPS 990-PF Taxpayer Payment Detail
      -For federal 990-PF filing information.
    • State Electronic Payment Filings
      -For New York, Pennsylvania or Wisconsin filing information.
    • State Files and Supporting Documents
       or
      State Files and Supporting Documents Taxpayer Detail
      -For State files and supporting documents filing information.
  2. Review the taxpayer and payment amounts to ensure they are correct. If you notice an error, correct the source taxpayer information or payment amount, reprocess the account's estimates then prepare the filing again.
  3. Select
    Close
     when you finish reviewing the filing information.
Using the documents and data files page
The following state estimate data files are available for review from the Documents and Data Files page:
  • California
  • Maryland
  • Massachusetts
  • Michigan
  • Minnesota
  • New York
To use the Documents and Data Files page to review a state estimate data file:
  1. Select
    HOME
    ,
    Admin
     then
    Documents and Data Files
    . The Documents and Data Files page displays, showing you the PAN level documents and data files for all types and all years.
  2. Locate the state estimate data file you prepared in the applicable tax year category and estimate filing subcategory. The description is
    File to be transmitted to state taxing authority
    . The
    State
     column indicates the state the estimate data file is for.
  3. Select the
    File Name
     link for the state estimate data file you want to review. A message displays, asking if you want to open or save the file.
  4. Complete one of the following:
    • Select
      Open
       to open the file. WinZip opens. You can extract the data file or double-click it to open the application associated with the .TXT extension and display the file's contents.
    • Select
      Save
       to export the file. The Save As screen displays. You change the file name and save the file to the location you want to save it.
  5. Review the details of the state estimate data file to ensure the taxpayers and payment amounts are correct. If you notice an error, correct the source taxpayer information or payment amount, reprocess the account's estimates then prepare the filing again.

Filing an estimate filing

To file an estimate filing:
  1. Review the tax year drop-down list to ensure you are filing an estimate filing in the appropriate tax year.
  2. Select
    HOME
    ,
    Admin
     then
    Estimate Payments
    .
  3. Complete one of the following under the
    Estimate Type
     collapsible section:
    • Ensure
      1041
       is selected if you are filing a 1041 Federal EFTPS filing, a State files and supporting documents filing, or are individually preparing a California, Maryland, Massachusetts, Michigan, Minnesota, New York, Pennsylvania or Wisconsin filing.
    • Select
      990-PF
       if you are preparing a 990-PF Federal EFTPS filing.
  4. Under the
    Prepare and File
     collapsible section, select File for the estimate filing you want to file. You can have multiple 990-PF Federal EFTPS payment requests for the same due date.
  5. Review the list of accounts included in the filing then select OK. One of the following happens:
1041 and 990-PF Federal EFTPS estimate filings
Federal estimate filings are automatically transmitted to the TFA for further processing with the IRS. You cannot cancel this request once you select File. Once the IRS receives your estimate filing, it uses the information in the file to withdraw the funds from the checking account number specified in the ACH debit instructions. The IRS also credits the accounts where the estimated taxes were paid electronically with the payment received. You cannot undo the filing and prepare a new filing.
990-PF accounts included in an accepted filing are excluded from any subsequent 990-PF Federal EFTPS filings for the specific due date.
Run the following registers for the current quarter to monitor the filing process and ensure that the accounts included in the filing were accepted by the taxing authority:
  • EFTPS Payment Confirmation
    -For 1041 Federal EFTPS filings, use this register view information for each transaction set that was transmitted to the IRS. A transaction set includes a maximum of 1000 accounts. The information includes the total payment amount, confirmation date and adjusted payment amount due to rejections. If a payment account is rejected, the
    Adjusted Amt
     column shows the payment amount that was rejected. If payments were rejected for multiple accounts, the issue may be that the checking account or DDA account that was set up to hold the estimated tax was inaccessible to the US Department of the Treasury. If a payment for a 1041 account was rejected, review the
    EFTPS Taxpayer Payment Detail
     register to determine the reason for rejection.
  • EFTPS Taxpayer Payment Detail
    -For 1041 Federal EFTPS Filings, use this register to view the accounts included in the quarterly payment transmission to the TFA and their corresponding payment information, including the payment amount, confirmation date and reason for rejection (if any).
  • EFTPS 990-PF Payment Confirmation
     or
    EFTPS 990-PF Taxpayer Payment Detail
    -For 990-PF Federal EFTPS filings, use these register to view payment confirmation details.
If a 1041 account's estimate was rejected, prepare and print a payment voucher for the account, write a check for the account's payment and file the voucher and check with the IRS. See Preparing and Printing Payment Vouchers for Rejected 1041 Federal EFTPS Payments.
990-PF payment files
For 990-PF fiscal accounts, the Documents and Data Files page includes the 990-PF payment files for each month. To access 990-PF payment files, select
HOME
,
Admin
 then
Documents and Data Files
. Open the tax year category then open the
Folder: Estimate Filing-EFTPS 990-PF Estimate Payments
 category. The Comments column indicates the respective month for each file. The files are grouped together by file extension in the following order:
File Extension
Description
*.edi
A file transmitted to the TFA or IRS.
*.csv
A payment report that includes the details fo the file transmitted to the TFA. *.csv files can be extracted.
.xml
An estimate back-end file.
California or Michigan estimate data files
The ONESOURCE Trust Tax Production department transmits the estimate data files to the state taxing authority the day after the deadline for the current quarter. This marks the filing as completed. You currently cannot have any of the filings set as
Filed
 before you can prepare a new filing.
Run the following registers for the current quarter to review information for each of the state filings created by the filing request:
  • State Files and Supporting Documents
    -Lists information for each state filing created by the filing request. The information includes the total payment amount for each state filing.
  • State Files and Supporting Documents Taxpayer Detail
    -Lists the accounts included in the quarterly payment filing. This register can include California, Maryland, Massachusetts, Michigan and Minnesota and their corresponding payment amount.
For California, you are responsible for mailing a paper check to the state taxing authority. The estimate data files that are transmitted by ONESOURCE Trust Tax are on the Documents and Data Files page. To help the state reconcile the accounts and payment amounts, print and mail these documents along with a paper check to the state taxing authority.
For Michigan, you are responsible for mailing paper check with the MI-1041-ES to the state taxing authority, as Michigan state doesn't accept fiduciary estimated payments electronically.
Maryland estimate data files
To file a Maryland estimate data file, download the three files included on the Documents and Data Files page. Save the three documents to a disk then mail the disk along with a paper check to the address listed on Form 504D (Estimate Payment Media Transmittal Form). You can find Form 504D on page two of the State Summary Report.pdf file.
Run the following registers for the current quarter to review information for each of the state filings created by the filing request:
  • State Files and Supporting Documents
    -Lists information for each state filing created by the filing request. The information includes the total payment amount for each state filing.
  • State Files and Supporting Documents Taxpayer Detail
    -Lists the accounts included in the quarterly payment filing. This register can include California, Maryland, Massachusetts, Michigan, and Minnesota and their corresponding payment amount.
Massachusetts estimate data files
ONESOURCE Trust Tax does not transmit the estimate data file to the state taxing authority. Rather, the file is available for download on the Documents and Data Files page. After downloading the file to a local or network drive, use MassTaxConnect to login and upload the file. When uploading an estimate data file, select the
upload bulk files
 link and select
Fiduciary Estimate (Form 2-ES)
 as the file type.
The state taxing authority processes files at 10 A.M., 1 P.M., 4 P.M. and 7 P.M. (ET). The processing results display in MassTaxConnect about 15 minutes after processing completes. After processing completes, review MassTaxConnect to determine if there are errors in your uploaded file.
The error message, "Transmitter record does not match file sender", displays if the EIN in the payment file does not match the EIN of the user name you used when you logged in to MassTaxConnect.
The state taxing authority creates one ACH debit for the total amount due for all of the accounts listed in the estimate data file. The debit is processed on the settlement date entered when the request to prepare the estimate data file was submitted. If a payment does not clear due to insufficient funds or incorrect account information, the checking account is marked as invalid. Until you reactivate the account using MassTaxConnect, any payments against the checking account are rejected.
Run the following registers for the current quarter to review information for each of the state filings created by the filing request:
  • State Files and Supporting Documents
    -Lists information for each state filing created by the filing request. The information includes the total payment amount for each state filing.
  • State Files and Supporting Documents Taxpayer Detail
    -Lists the accounts included in the quarterly payment filing. This register can include California, Maryland, Massachusetts, Michigan, and Minnesota and their corresponding payment amount.
Minnesota estimate data files
ONESOURCE Trust Tax does not transmit the estimate data file to the state taxing authority. Rather, the file is available for download on the Documents and Data Files page. After downloading the file to a local or network drive, use Minnesota e-Services to login and upload the file. When uploading a payment file, do not change the default settings for the file type or the file layout.
After the records in the payment file are processed, the results display in Minnesota e-Services. There should be no failed records. If there are failed records, review the associated error messages then contact the ONESOURCE Trust Tax Support team at 1-888-706-1041.
Minnesota creates an ACH debit for each payment in the file. The debit is made on the settlement date entered when the request to prepare the estimate data file was submitted.
Run the following registers for the current quarter to review information for each of the state filings created by the filing request:
  • State Files and Supporting Documents
    -Lists information for each state filing created by the filing request. The information includes the total payment amount for each state filing.
  • State Files and Supporting Documents Taxpayer Detail
    -Lists the accounts included in the quarterly payment filing. This register can include California, Maryland, Massachusetts, Michigan, and Minnesota and their corresponding payment amount.
New York estimate filings
note
ONESOURCE Trust Tax no longer supports bulk estimated tax payments for New York. You no longer need to download estimate files from the Documents and Data Files page then upload it to New York's Online Tax Center .
New York estimate filings are transmitted by ONESOURCE Trust Tax on an account-by-account basis to the state taxing authority. The filings are transmitted to the state taxing authority through the IRS' Modernized e-File (MeF) platform. New York estimate filings include estimated tax payments, the routing number and account number.
You cannot undo the filing and prepare a new filing.
Run the following registers for the current quarter to ensure that the accounts included in the filing were accepted by the taxing authority:
  • State Electronic Payment Filings
    -Lists information for each transaction set that was transmitted to New York, Pennsylvania or Wisconsin. A transaction set includes a maximum of 1000 accounts. The information includes the total payment amount for each transaction set. New York draws estimated tax payments on the due date rather than the settlement date entered in ONESOURCE Trust Tax. Currently, the
    State Electronic Payment Filings
     base register shows a settlement date for New York quarterly estimated tax payments in the
    Settlement Date
     column. Ignore the settlement date shown for New York quarterly estimated tax payments.
  • State Electronic Payment Taxpayer Detail
    -Lists the accounts included in the quarterly payment transmission to the state. This register can include New York, Pennsylvania and Wisconsin, and the corresponding payment information, including the payment amount.
Pennsylvania estimate filings
Pennsylvania estimate filings are transmitted to the state taxing authority. You cannot undo the filing and prepare a new filing.
Run the following registers for the current quarter to monitor the filing process and ensure that the accounts included in the filing were accepted by the taxing authority:
  • State Electronic Payment Filings
    -Lists information for each transaction set that was transmitted to New York, Pennsylvania or Wisconsin. A transaction set includes a maximum of 1000 accounts. The information includes the total payment amount for each transaction set.
  • State Electronic Payment Taxpayer Detail
    -Lists the accounts included in the quarterly payment transmission to the state. This register can include New York, Pennsylvania and Wisconsin, and the corresponding payment information, including the payment amount.
Pennsylvania requires an ACH credit for estimated tax payments. Submit your payment on the settlement date to:
Accounting Number: 1008984627Bank Routing Number: 043000096PNC Bank#3 PNC Plaza620 Liberty AvenuePittsburgh, PA 15265
You do not need to notify the state taxing authority when your ACH payment is made.
Your ACH credit can pay the total estimated tax for more than one payment, but the ACH credit must exactly match the amount in the payment file. If there is not an exact match, the state taxing authority will not be able to post payments to the individual accounts included in the payment file.
note
Estimated tax payments and balance due payments cannot be combined.
Wisconsin estimate filings
Wisconsin estimate filings are transmitted by ONESOURCE Trust Tax on an account-by-account basis to the state taxing authority. The filings are transmitted to the state taxing authority through the IRS' Modernized e-File (MeF) platform. Wisconsin estimate filings include estimated tax payments, the routing number and account number.
You cannot undo the filing and prepare a new filing.
Run the following registers for the current quarter to ensure that the accounts included in the filing were accepted by the taxing authority:
  • State Electronic Payment Filings
    -Lists information for each transaction set that was transmitted to New York, Pennsylvania or Wisconsin. A transaction set includes a maximum of 1000 accounts. The information includes the total payment amount for each transaction set.
  • State Electronic Payment Taxpayer Detail
    -Lists the accounts included in the quarterly payment transmission to the state. This register can include New York, Pennsylvania and Wisconsin, and the corresponding payment information, including the payment amount.

This article applies to:

  • PRODUCT: ONESOURCE Trust Tax