Tax Team Registration Guide (Rev. March, 2025)

The purpose of this guide is to provide instructions and resources to successfully complete a client tax registration request in a timely manner.

1. Request of Request and Setup (7 days)
1. On receipt of client request, create new entry on the Client Registration Tracker located on Tax Teams channel (Teams/Tax Dept/General/Files/Client Registration Tracker).
2. Create a Tax folder (if there is not one already) in the client’s Implementation folder on the I drive. Save all registration confirmations and tax enrollment documentation in this folder, including POA’s, authorizations, and agency documentation.
3. Follow up on any questions the client may have.
4. Communicate there maybe client action needed on their part. Hint: review the UKGPS Tax Guide, KB # 316132, Appendix H; Client Involvement, TPA, POA – Client Action Required.
1. Registration Processing (5 days)
   1. Complete application/use client email address. For agencies that require the establishment of an online account and/or a unique email address, use the client contact email address. This is to prevent confusion in the future if a client leaves our service and needs to access the account. In general, we want to use client contact email information.
      1. Save a copy of any confirmations, including a copy of the completed form. Save in client tax folder on I drive.
      2. Once application is completed, submit billing. The standard billing is $250 per agency. Create task for Billing Specialist to input amount and detail on next invoice.
   2. If EIN/account information is available immediately, move to enrollment process.
   3. If EIN/account information is mailed or emailed to client, inform client of next steps. Create task in ticket for follow up weekly. Agencies may take up to 6 weeks to process in some cases.
   4. Follow up with client on a weekly basis on status until client receives documentation.
   5. For agencies that determine that a client is not subject at the time due to entity type and or employee count.
      1. Notify the client and explain that if it’s due to employee count, they are responsible for notifying us if they hire enough employees and to submit a new registration request.
      2. Add the tax code to UKG as Active, with Exempt status so no wages or liabilities calculate, and MasterTax coding is set to Do Not Send to MasterTax and Return Only. Refer to a Tax and Banking Specialist for help.
   6. Enrollment (5 days)
      1. Review UKGPS Tax Guide for state setup tips. This can be found in KB #316132. Refer to the corresponding states as needed.
      2. Update systems (UKG and MasterTax with PTS setup). Just as establishing the agency account, ensuring that the account is properly set up and enrolled in our tax service is equally important to prevent the risk of future penalties. If a client needs to perform additional action items at this point, it is vital that it is communicated to the client as soon as possible.
         1. Follow New Tax Audit process.
      3. Review MasterTax for any client action needed to complete enrollment and TPA access; MasterTax Payroll Tax Workspace/Extra/Instructions/EFT Requirements & e Filing Requirements. Check for any client instructions. Include when sending POA’s/authorizations. If we have the account access, complete the steps for the client.
      4. Create POA’s/authorizations and send them to client.
         1. Inform client to return signed forms to us in 5-7 business days. Instruct them not to strike out and replace any pre-printed information on the forms; this can cause the form to be rejected by the agency. If they require changes, update our systems, and recreate the forms. The forms need to be signed by an officer or owner of the organization. Create a task for follow up.
         2. Continue to follow up weekly until the forms are received. Inform the client we cannot make any tax payments or file returns until complete POA’s/authorizations are received.
      5. Receipt of POA’s authorizations from client.
         1. Review for completeness.
      6. Mail/upload POA’s/authorizations with agency.
   7. Back work (1 day)
      1. Target internal SLA for completing Back Work (Prior filings and/or payments) is 30 days from enrollment completion. Weekly processing target is 3 requests completed in a week.
      2. If only payments are needed: verify if any past due payments need to be processed. Run Deposit History reports in MasterTax. Confirm if they prefer to have PayNW process the past due payments. Inform and have client acknowledge they are responsible for all penalties and interest associated with processing.
         1. Create task for the Tax and Banking Specialists to process any cash collections and deposits needed.
         2. Complete billing: standard billing is $85 for late tax payment processing: create task for Billing Specialist to input amount and detail on next invoice.
         3. Follow up with client when tasks are completed.
      3. If returns and payments are needed: verify if any past due returns need to be processed. Review prior quarters tax return checklist to determine what returns, if any, need to be filed. Confirm if they prefer to have PayNW process the past due returns. Inform and have client acknowledge they are responsible for all penalties and interest associated with processing.
         1. Re-assign ticket (Projects/Back Work) for the Tax and Banking Specialists to process. Include any detail needed.
         2. Complete billing: standard billing is $150 per late tax return. Create task for Billing Specialist to input amount and detail on next invoice.
         3. Follow up with client when complete.
      4. Review overall registration request for completeness. (1 day)
         1. EIN/systems setup complete.
         2. Agency enrollment complete/client has been provided account access information.
         3. All back work completed.
         4. All documentation saved in clients tax folder and checklist updated.
         5. Follow up with client on any remaining questions, if needed. Close ticket.

Link to Procedure