Tax Forms and eFiling by Aatrix

Access this form using Activities>Payroll>Tax Forms and eFiling by Aatrix®.

Use this form to filter the data to produce or eFile print-ready W-2 and W-3 forms, as well as 1094 and 1095 forms for employees, and Federal and State agencies.

First, select the Form Type, State, and Form, then use the Form Description to verify that you are using to view and/or print W-2 information. Next, select the Date Range.

For Federal 1095/1094-C or 1095/1094-B forms, accept the default for Full-time Employees option in order to calculate using Payroll hours. Or select Calculate using Web/Imported Timesheet Hours if the HR Management module is owned and used.

You can filter the data, and then click OK to begin the output process. The system creates a data file (.auf), which Aatrix® uses to populate the forms. You can create, verify, and print your state tax forms on plain paper. Or eFile them, for a fee — no printing, folding, or mailing required. You can also create, calculate, and verify your W-2 tax information, then choose to print and distribute your employee copies in-house with the government mandated plain perforated paper or let Aatrix® handle the rest. Aatrix® will produce and mail your employees their W-2s plus post employee W-2s for employee electronic download (in case they lose their W-2) and Aatrix® will file the State and Federal copies including the W-3. You now have the choice of printing the W-2 and W-3 Federal and State copies on plain paper or eFiling them with only the State eFile charge being applied.

For 1099 instructions, see article 4461 or article 4471 for W-2 instructions, in the Knowledgebase.

MIP manages tax form updates automatically for you; therefore, the Form Updates button is not available. See Nonprofit Online.

The system uses the employee's hired date and terminated date to determine whether to include them in the AUF file. If an employee is terminated before the end of the year, the employee information for that year will be included in Aatrix. If the employee is terminated before the reporting year, that employee's information will not be included in Aatrix. Also, if an organization switches to the Payroll Link module during the calendar year all payroll history for the year will be ignored since it is a partial year.

 

Select Form

  • Form Type: Select from the following Federal, State, or History.
  • State: If the State Form Type was selected, select the abbreviated State.
  • Form: Select a form for Federal or State.
  • Form Description: A description of the selected form displays.

Form Updates: If available, use this button to check for Aatrix® updates and the most current forms; as there may be Aatrix® software and/or form changes.

Full-time Employees Calculate using Payroll Hours, Calculate using Web Timesheet Hours: If available, accept the default option to calculate full-time employees using the Calculate using Payroll Hours if the Payroll module is owned. If the HR Management and/or EWS modules are owned and are importing or using Web Timesheets, select Calculate using Web Timesheet Hours. Full-time Employees option is only available when Select Form: Form Type Federal and Form 1095/1094-C or 1095/1094-B were selected. See FTE Rate for more information about how the system calculates full-time employees.

Select Date Range

  • Period Type: Select a period type, such as One Year, One Quarter, or Date Range.
  • Period: Select a period, such as 1st Quarter or January.
  • Year: Enter a year or accept the current year default.
  • Date From: If Daily or Date Range Period Type was selected, enter a date or accept the default date.
  • Date To: If Date Range Period Type was selected, you are required to specify the date range. Enter a date or accept the default date.

Filters: Use the filter to limit which items are included in the data file. Note that processing tax files in smaller batches could result in multiple charges from Aatrix.

  • Available Filter, Selected Filter: Select an item in the Available Filter column, and then click the Mover ( > ) to move it to the Selected Filter column.
  • Once an item is in the Selected Filter column, set up its filtering criteria. Then, the data is limited to what falls within the designated filter criteria.
  • Compares To: Select an operator. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which items are displayed in the Available Items table.
  • Criteria 1: Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you can use "%" to represent any number of characters.
  • Criteria 2: Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.
  • Your data is designed to print on plain paper and government mandated plain perforated paper available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering.
  • In order for Aatrix to notify your employees when their W-2s are available via email, you will need to verify that each employee has the Issue employee W-2 electronically using Aatrix® check box selected and that the Employee W-2 Email address was entered correctly on the Maintain>Payroll>Employee Information - W-2 Tab.
  • In order for Aatrix to notify your employees when their 1095 B or Cs are available via email, you will need to verify that each employee has the Issue Electronic Form 1095 check box selected and that the Employee Residence Email address was entered correctly on the Maintain>Payroll>Employee Information - Address Tab.
  • Use Reports>Payroll>History>Taxes for a comparable employee count. Set up the report by selecting the following: Content Tab - Employee ID (such as Employee ID, Employee Name, or Social Security Number), Tax Type, Jurisdiction, and Employee Count; Filter Tab - Tax Type = SUTA; and Options Tab - Summarize Amounts check box. The report displays the number one in the column for each employee row and sums the total at the end of the column.
  • When filtering data, select Operators to determine which data to display. Also, view a list of Filter Examples that are useful throughout the system and examples of How to Use Wildcards characters with Like and Not Like.