American Payroll Association (APA) Basic Guide to Payroll, 2013 Edition
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The IRS has posted information on its website for taxpayers and preparers regarding Federal Tax Deposit (FTD) coupons, Form 8109-B. It includes information on how to obtain blank coupons, handling address changes, and a same-day wire transfer option.
The IRS is frequently asked how a taxpayer can obtain a blank FTD coupon, Form 8109-B. While the IRS noted that blank coupons are available under certain circumstances, they should be used only in an emergency situation and not on a continuing basis.
Authorized individuals can obtain either four or eight blank coupons through their Local Taxpayer Assistance Center (TAC), depending on the employer's deposit frequency. Employers can also call (800) 829-4933 to request that coupons be mailed to them. Another option for obtaining up to 25 blank coupons is to write to the IRS National Distribution Center on company letterhead.
Comment: The IRS notes that one in seven paper coupons is rejected for employer identification number and business name errors. It is important when completing a blank Form 8109-B to ensure the business name line matches IRS records. Moreover, the IRS encourages employer and preparers to consider using the Electronic Federal Tax Payment System (EFTPS).
In order for a taxpayer to ensure they receive the FTD coupon book in case of a new business mailing address or location, they can notify the IRS of the new address by filing Form 8822. Employers can also have the FTD coupon book sent directly to a branch office, tax preparer or payroll provider that is making its deposits by showing that address on Form 8109-C.
The IRS receives a number of Form 8109-C forms with no address. For tax professionals and payroll providers it is important to obtain the FTD coupon book from their clients and immediately send in the Form 8109-C with the address where future coupon reorders are to be sent.
If an employer is unable to obtain a paper coupon in time to make a required deposit, a same-day wire transfer may be an option. Employers should check with their financial institution to find out if this service is offered and if there are any applicable fees associated with using this method to make a payroll deposit. (www.IRS.gov.)
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