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How do I generate Quarterly Tax Reports?

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What quarterly report needs to be generated?

The L&I Report needs to be generated after the end of every quarter.  The report can be ran every pay period for review, but L&I only requires a single quarterly payment.

Go to Advanced Payroll > Payroll Control Center     

  1. Click Pay Cycles tab
  2. Click Labor & Industries

  1. Select Quarter for an entire quarter or change date
  2. Select Employee Group or Employee Class if desired.
  3. Check Employee Detail for employee Wage, Hours, Class and Cost info. to show on report
  4. Select AP Group if using group function in AP. This automatically populates in pay cycles when assigned to an AP Group.
  5. Click Print BARS Splits to include distributions in report.

  1. To add non-employee costs, such as volunteer hours, click Add Non Emp

  1. Enter L&I Class
  2. Enter total quarter Hours for all non-employees in that class.
  3. Select expense Distribution

Non-employee costs are automatically saved when added and will populate on the report regardless of quarter selected.  Make sure to review non-employee costs for every quarter!

  1. Click Preview,Printer or PDF to review,print or report.

After the report has been generated:

  1. Click BARS Splits to review L&I Expense codes by employee
  2. Click Create AP.
  1. Log in to appropriate agency websites to report and initiate transactions.
  2. Go to Accounts Payable, pay the taxes to the General Ledger.
  3. Print Checks

Beginning with the 4th quarter 2022 Unemployment reporting, the SOC (Standard Occupational Classification) codes will be reported with the unemployment data.

When filing the 3rd quarter 2022 unemployment report, you may need to choose EAMS 5 as the Export To selection in SBX in order for the upload file to be accepted by the ESD site. The ESD site may show warnings or alerts if your SOC fields in SBX are empty or invalid.

In each employee's payroll account, the SOC code needs to be added. Click here for information on how to add the SOC code to employee records in Advanced Payroll.

Click the following link to betaken to the SOC code website at the US Bureau of Labor Statistics to see the codes needed for each employee record.   https://www.bls.gov/soc/2018/major_groups.htm

The Unemployment Report generates a paper copy for review and an electronic output file to upload to the state's online reporting system.

Go to Advanced Payroll > Payroll Control Center

  1. Click Pay Cycles tab
  2. Click Unemployment

  1. Select Quarter for an entire quarter or change date range to include desired paycheck dates.
  2. Select Employee if desired to show on report.
  3. Select Export To for export a file: Beginning with the 4th quarter reporting for 2022, select EAMS 5 for online reporting which includes the SOC requirements.  Reporting prior to reporting 4th quarter 2022, select WebTax. Use UI Fast Tax only if the UI Fast Tax Program has been downloaded.  
  4. Select Payroll Group if desired.
  5. Select AP Group if using group function in AP. This will automatically populate if pay cycles are assigned to an AP Group.
  6. Check Employee Detail, Entry Detail, and BARS Splits for additional details on the report.
  7. Click Preview, Printer or PDF to print or save report.

After previewing or printing the report, the information necessary for online reporting will populate on the right side of the window.  Enter Penalty if any penalty has been incurred before producing the AP.

After the report has been generated

  1. Click Bars Splits to review Unemployment expense codes by employee.
  2. Click Create AP
  1. Log in to appropriate agency websites to report and initiate transactions.
  2. Go to Accounts Payable, pay the taxes to the General Ledger.
  3. Print Checks

Go to Advanced Payroll > Payroll Control Center   

  1. Click Pay Cycles tab
  2. Click 941

  1. Select Quarter for an entire quarter.
  2. Click Preview,Printer or PDF to review, print or save report.

Monthly tax payments will be listed and compared to the quarter Total Cost.  Any unpaid difference shows up as Amount Due.

  1. Click Create AP to record payment for the additional tax due.
  1. Log in to appropriate agency websites to report and initiate transactions.
  2. Go to Accounts Payable, pay the taxes to the General Ledger.
  3. Print Checks

How do I fill out IRS Form 941?

  1. FWT Wages -->Box 2
  2. Withheld --> Box 3
  3. SS Wages --> Box 5a Column 1
  4. Period Total SS Cost --> Box 5a Column 2
  5. Med Wages --> Box 5c Column 1
  6. Period Total Med Cost --> Box 5c Column 2
  7. Period Total Total Cost --> Box 6
  8. Total Cost Rounding Error --> Box 7 (Negative or positive needs to be reversed from the BIAS 941 Report.  If rounding error shows -0.10, it goes on the IRS form as 0.10)
  9. Total Cost (1st line of totals) --> Box 10
  10. Tax Payments --> Box 11
  11. Amount Due --> Box 12

Always double check the math on IRS Form 941.  Manually run the calculations for Box 5a Column 2, Box 5c Column 2, Box 6, Box 10, and Box 12 or 13, whichever needs to be used.

Congratulations, you are done!
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