Frequently Asked Questions & Answers

Answers to common questions about our services





  • Program Overview


    1. Can I file my 1040 taxes on your site? (Back to Top)

      No, our site cannot be used to file individual 1040 tax returns. Our site is for businesses that need to file the following forms with the federal and state agencies, and mail copies to the recipients: W-2, W-2C, 1099-MISC, 1099-DIV, 1099-INT, 1099-R, 1099-S, 1098, 941, 941/Schedule B, 940, and 944.


    2. Do you store my credit card information? (Back to Top)

      We adhere to PCI compliance standards that limit the accessibility of your credit card information. For increased security, FileTaxes.com does not store your credit card information, nor do we make it accessible on the site for future orders. All information is stored in a secure area for record keeping purposes only. Privacy Policy


    3. How do I find a lost password? (Back to Top)

       To retrieve your password:

      • Use the 'forgot password' link found here.
      • We email you a temporary password
      • This email will go to the email address we have on file for you

      To retrieve your User Name:

      • Please follow this link to retrieve your User ID.

       



    4. How do I pay for forms I've submitted? (Back to Top)

      We accept all major credit cards (Visa, MasterCard, Discover, and American Express) to process your filing transactions.  


    5. How much does it cost? (Back to Top)

      For information about the services and pricing we offer, please see our Services and Pricing page.



    6. What security measures does this service have? (Back to Top)

      FileTaxes.com is secured with a Network Solutions SSL Certificate. All information sent uses HTTPS encryption and is therefore protected against interception or interruption by any third party. In addition, we use Secure Sockets Layer protocol (SSL) and 128-bit encryption, which ensures that your sensitive information, such as credit card number, User ID, and password is encrypted to ensure it cannot be read or intercepted when passed over the Internet.
       


  • W-2 & 1099 Form Processing


    1. Are your forms IRS/SSA approved for filing? (Back to Top)

      The Internal Revenue Service (IRS) and Social Security Administration (SSA) have approved all of our forms for filing, certifying that they are current and accurate. We work closely with the IRS and state agencies to guarantee that the forms your employees and payees receive are approved and compliant.


    2. When can I start to file forms? (Back to Top)

      Our service is ready to accept 2013 tax year forms as of December 4, 2013.


    3. When are my filings due? (Back to Top)

      W-2/1099/1098 Form Deadlines
       
      Form Type
      Federal E-file Deadline
      State E-file Deadline
      Recipient Copy Deadline
      W-2 &1098/1099 Forms
      March 31, 2014
       
      8:00 PM EST
      2 business days before deadline

      January 31, 2014
       
      8:00 PM EST
       
      940/941/944 Form Deadlines - File by 8:00 PM EST 
      940/944 Forms
      January 31
      941 Quarter 1
      April 30
      941 Quarter 2
      July 31
      941 Quarter 3
      October 31
      941 Quarter 4
      January 31
       
       
      Please note: If date shown falls on a Saturday, Sunday or legal holiday, the due date is the next business day.


    4. How long does it take for the recipient to receive their forms? (Back to Top)

      Recipients should receive their copies within 5-7 business days after mailing. See below for the expected timeframe to process the forms.  
       
      From January 1 through January 31
      Forms received by 8:00 PM EST are guaranteed postmarked by January 31.  
       
      From February 1 through February 15
      Forms are processed at 3:00 PM EST and postmarked within 3 business days.
       
      Starting February 16
      Forms are processed at 9:00 AM EST every Monday and Thursday morning and postmarked within 3 business days.
       


    5. Am I required to file a W-3 or 1096? (Back to Top)

      Forms W-3 (summary for W-2 forms) and 1096 (summary for 1099 form types) are only required when filing on paper forms.  These forms are not required when electronically filing through this service. However, you will receive a PDF copy that you can print and retain for your records.  Do NOT mail this to the IRS/SSA or state agency.


  • Details of Services


    1. I'm a tax professional and need to file for several businesses. Do I need to set up multiple accounts? (Back to Top)

      No, you only need to create one account even if you are filing for multiple clients.  

      As you file forms with this account, the site will retain the payer and recipient contact information.

      When filing a form at a later date for this same payer, all you need to do is choose the payer and recipient from the drop-down selection boxes on the form. All contact information will be filled in on the form.

       


    2. Can I file 941/944/940 forms for multiple clients? (Back to Top)

      Yes, you are required to have a separate Payer Identification Number (PIN) for each Employer Identification Number (EIN).  If you will be filing forms for multiple EIN numbers, you will need to complete a PIN Registration for each EIN.  The IRS will send the PIN to the IRS Authorized Signer via U.S. Mail within 7 – 10 days, after the PIN Registration Process is completed. Allow up to 45 days for the PIN Registration Process to complete.  

      The IRS will mail the PIN number to the client assigned to the EIN. You will need to keep in contact with your client to obtain this PIN number. 

      A separate PIN is required for each person who will "sign" the 941/944/940. If at any time in the future a new person will be "signing" the 941/944/940 for a particular EIN, a new PIN will be required to replace the old signature. Be sure to register using the employer name under which you filed for an EIN.

      The IRS will NOT ALLOW employers that are in arrears or have other tax issues to submit their 941/944/940 electronically. Therefore, registration for the PIN is also the time when the IRS grants permission to file the 941/944/940 electronically for a specific EIN.
       
      Note:
      IRS can not activate the PIN until the signed Statement of Receipt has been returned back, acknowledging that the PIN was received by the signer of the PIN Registration. The statement of Receipt should be returned within 10 days. 


    3. How do I get copies of each form for the businesses I've filed for? (Back to Top)

      Forms that have been submitted can be viewed, saved in a PDF format, or printed by selecting the "View and Print Forms" button on "Your Filing Home."  
      • Log-in
      • Go to "Form Filing History" 
      • Click  the "View and Print" forms button
      • Select the forms you wish to print or save and click "Print Selected" button


  • Data Import


    1. What versions of QuickBooks are supported for importing data? (Back to Top)

      The Data Import Tool is designed for use with 2011 or higher versions of QuickBooks Pro, Premier, or Enterprise software.  Online versions or other versions of the software are not supported.


    2. Can I import data from my accounting software? (Back to Top)

      Yes, we support importing of data from QuickBooks® and other accounting software (in CSV format).
      For detailed information, please reference our Data Import Information, or the importing from QuickBooks® section of these FAQs (below).


  • State E-filing


    1. How do I complete filings to State Agencies? (Back to Top)

      When your data includes state specific information, we will offer the opportunity to electronically file to state agencies.  If you are unsure of your state requirements, we will identify your requirements based upon the data that you provide to us.  
       
      We will guide you step by step through the entire filing process (including the state reconciliation if necessary). All you need to do is select a state e-filing service and complete the filing process.  


    2. What are State Reconciliations, and why am I required to complete them? (Back to Top)

      A reconciliation form generally requires you to reconcile the tax payments you have made throughout the year with the total tax reported on the W-2 or 1099 forms.  We will prefill all information that can be summed from the forms you’ve provided; we will highlight any additional information that will require direct input.



    3. How do I file State, City and Local forms? (Back to Top)

      FileTaxes.com DOES E-file W-2 & 1099-MISC forms to state agencies for you. However, there may be other forms that the state may require to be filed. For complete details please see State Requirements
       
      FileTaxes.com DOES NOT E-file or mail city or local copies for you. In order to comply with city and local requirements, you may need to print a copy of your W-2 or 1099 forms and mail them to these agencies.

      After you submit forms, print a Local copy from the 'Your Filing Home' page, by clicking 'Print and View Forms' in the "Form Filing History" section.


    4. Do you use the Combined Federal/State Filing Program? (Back to Top)

      We support a direct filing method which means your forms are filed directly to the state agency within two business days after submission.  This direct filing method has many advantages over the Combined Federal/State Filing Program (CFSFP).  
       
      This service supports direct state filing for W-2, 1099-MISC, 1099-INT, 1099-DIV and 1099-R forms.  CFSFP does not support W-2 forms. Additionally, direct filing supports most filing scenarios (including withholding) and provides prompt status updates.


    5. Do I need a state ID to file and how do I obtain one? (Back to Top)

      Yes, in most cases, you are required to have a state ID to file.  You can find your State ID number or Account Number by looking at the documentation received from the state when you registered with them.  If you have pre-printed tax returns or payment forms sent to you by the state, your ID would also be on the forms. Note that you may have more than one ID with a state.  For example, the unemployment tax ID may be different than the withholding tax ID.  Otherwise, you must contact the state directly to obtain this number.



  • Responsibilities after Filing Forms


    1. What can I do in the Form Filing History section? (Back to Top)

      The 'Form Filing History' section is where you can review forms that you have previously submitted for filing (view current year and two years prior). It provides filing status updates, transaction receipts and multiple reports that can be downloaded. You can also print copies of your submitted forms and send emails to recipients with a link to a secure web service where the recipient can retrieve their forms.


    2. How do I print forms that I've already filed? (Back to Top)

      1. Go to "Your Filing Home"
      2. Click on "Form Filing History" section
      3. Click on the "View and Print Forms" printer icon
      4. A list of your forms that you've already filed will be displayed  
      5. Select the checkboxes of the forms you would like to print and click Print Selected button


    3. How do I check the status of my filings? (Back to Top)

      1. Go to "Your Filing Home"
      2. Under "Form Filing History" 
      3. Click on "Check Status"
      4. From there you can view the status reports of all your electronic filings
      In addition, you will receive email updates when a status has changed and filing statuses can be tracked from our iPhone app.
       
      Statuses 
       
      Federal (includes W-2, 1099, & 941/944/940)
      • Federal Filing Order Confirmed  
      • Federal Filing Sent to Agency 
      • Federal Filing Accepted 
       
      State
      • IL Filing Order Confirmed 
      • IL Filing In Process 
      • IL Filing Sent to Agency 
      • IL Filing Completed
       
      Recipient Copy
      • Recipient Mailing Order Confirmed 
      • Recipient Mailing Sent
       


    4. What reports are available? (Back to Top)

      We offer a "Summary Report" (similar to a 1096 or W-3 form) that gives summarized totals of your filings and a "Detail Report" that provides a .CSV file of all of the data included in your filing.
       
      To create these reports:
      1. Go to "Your Filing Home"
      2. Click "Form Filing History"
      3. Click the "View & Print Forms" printer icon on the batch you want to run the report on
      4. Click "Next"
      5. Select the report you want "Summary Report" or "Detail Report"
      6. Click "Download"
      Your selected report will be displayed, you now have the option to print or save a report.


  • Form Corrections


    1. What type of information can I correct? (Back to Top)

      You can correct previously filed W-2 forms regardless of whether you initially filed them with our site.  You can submit a W-2c form for the current filing year and up to three years prior.  The W-2c form can only be used to correct recipient personal information errors and incorrectly reported dollar amounts.
       
      The IRS supports two filing scenarios for correcting a 1099.  Visit the Knowledge Base for more details on 1099 corrections.  


    2. Is there a deadline for filing corrections? (Back to Top)

       You can correct a filing up to three tax years after the March 31st deadline.  


    3. Do I have to pay to file corrections? (Back to Top)

       Yes, corrections do require a payment.  Filing a corrected form is the same price as if you were to file a new form.  


    4. How do I correct forms that I've already submitted? (Back to Top)

      W-2 Corrections
      FileTaxes.com does offer the W-2c form for filing. From "Start New Forms" section, select "Start Form" then choose the "W-2c" form type and complete the filing process.  
       
      1099 Corrections
      FileTaxes.com does offer the ability to file 1099 corrections ONLY when you filed the form originally on our site. You can correct a 1099 form you previously filed on our site by going to the 'Form Filing History' section.   
       
      941/944/940 Corrections
      FileTaxes.com DOES NOT offer the ability to file corrected 941/944/940 forms at this time. 


  • Common Form-Specific Questions


    1. How do I pay the balance due on a 940, 941, or 944? (Back to Top)

      941/944 Payments
      Due to IRS limitations, the maximum payment amount that can be processed through the site is $2,500.00. The IRS requires that the balance due payment equal the balance due amount shown on Line 14 of the 941 or Line 13 of the 944. If the amounts do equal, the form will be rejected by the IRS.
       
      Payment by check is accepted, by entering your Routing Transit and Bank Account Numbers. At this time it is not possible to make balance due payments via debit or credit cards.
       
      To pay the balance due amount on the 941/944 form:
      1. To make a payment, input the data on the 941/944 form (and Schedule B if needed).
      2. Enter data in all applicable fields.
      3. Click Next.
      4. If there is balance due less than $2500.00, the following message will be displayed: "You have a balance due.  Would you like to submit payment with your file?"
      5. Click Yes.
      6. Enter the Routing Transit and Banking Account Numbers.  The type of account and the phone number fields are also required.
      7. Click Continue.
      8. Click Continue again to save the form to the Forms In Progress section.
       
      ------------------------------------------
      940 Payments
      Due to IRS limitations, the maximum payment amount that can be processed through the site is $500.00. The IRS requires that the balance due payment equal the balance due amount shown on Line 14 of the 940. If the amounts do equal, the form will be rejected by the IRS.
       
      Payment by check is accepted, by entering your Routing Transit and Bank Account Numbers. At this time it is not possible to make balance due payments via debit or credit cards.
       
      To pay the balance due amount on the 940 form:
      1. To make a payment, input the data on the 940 form (and Schedule A if needed).
      2. Enter data in all applicable fields.
      3. Click Next.
      4. If there is balance due less than $500.00, the following message will be displayed: "You have a balance due.  Would you like to submit payment with your file?"
      5. Click Yes.
      6. Enter the Routing Transit and Banking Account Numbers.  The type of account and the phone number field are also required.
      7. Click Continue.
      8. Click Continue again to save the form to the Forms In Progress section.
       
       
       


    2. What is a PIN and where do I obtain one? (Back to Top)

      A Personal Identification Number (PIN) is an IRS requirement for the electronic filing of 940, 941, and 944 forms. It is used in place of your signature on these electronic documents.
       
      If you have lost your PIN number, please contact the IRS at their toll-free number (866.255.0654) to obtain it.
       
      If you have not requested a PIN in the past, you can file a PIN Apllication on FileTaxes.com  electronically, for free.
       
      1. Log into your account.
      2. Click Start New Forms.
      3. Click Start Form.
      4. Click the Employer PIN Application button beneath the form type.
      5. Enter the necessary Employer information and click the Send PIN Application button.
      6 .Once the Statement of Receipt is received, complete the required information and return it within 10 days.
       
      The IRS will send the PIN to the IRS Authorized Signer via U.S. Mail within 7-10 days, after the PIN Registration Process is completed.  Allow 45 days for the PIN Registration Process to complete.  The IRS cannot activate the PIN until the signed Statement of Receipt has been returned back, acknowledging that the PIN was received by the signer of the PIN Registration.  The Statement of Receipt should be returned within 10 days.
       
      You are required to have a separate PIN number for each EIN. If you will be filing forms for multiple EIN numbers, the IRS suggests that you file to become a Reporting Agent.  A Reporting Agent will be given a 5 digit PIN to use when filing for multiply companies.  For further information regarding becoming a Reporting Agent, please visit the “What is the Difference Between Filing as a Taxpayer vs Reporting Agent?” knowledge base document.
       


    3. Who is the payer/recipient on a 1098 form? (Back to Top)

      The 1098 Mortgage Interest Statement Form is formatted slightly different than many other 1099 forms. On the 1098 form, the Recipient is considered to be the Lender and the Payer is considered to be the Borrower.
       
      The Recipient/Lender section is listed first on the form and the Payer/Borrower section is listed second.