Revised: 01/05/2017
Payroll Summary
Go to Reports>>Check Registers>>Check Register - Detailed
Enter the Year Begin date…(for example: 01/01/20XX)
Enter the beginning date and ending date for the quarter in the next 2 fields (Start Date and End Date)
Place a check mark in the “Grand Total Page Only” checkbox. Note: The box for "Print Tax Liability Summary" should already be checked.
Print or preview the report
941 Form Processing
SetupIf you have not used the 941 process before, go to Settings>>Payroll Settings.
Open the 941 Information tab
Complete all of information fields
Select your Deposit Frequency: Monthly, Quarterly, or Semiweekly
Click Save
Close the Payroll Settings view
941 Report
Go to Reports>>941 Processing>>941 Report
This report may be run for any date range: the year, a Quarter, a Pay date, etc, for informational purposes.
For Quarterly tax reporting, enter the first day of the quarter as the Start Date and the last day of the quarter as the End Date.
Print or Save this report for your records
Review the report
Note: The last page of the report is the grand total page. If a HIRE ACT section is included on the report, there are employees still enrolled in the Hire Act. This Act is no longer available. These employees' SS benefits will need corrected. Please call the Horizon Helpdesk for assistance at (814) 535-7810.
Pull 941 Information
Go to Reports>>941 Processing>>Pull 941 Information
View and Edit 941 Information
Go to Reports>>941 Processing>>View/Edit 941 Information
Enter or select the Quarter Ending date. This is the last day of the reporting quarter: such as 3/31/2013. Press the tab key to open the pulled information
General Information: Review and correct any incorrect information. Incorrect information may also need updated at System>>Company Information or at Settings>>Payroll Settings>>941 Information.
Wage Information: Normally this information should not be altered. It should match the information on the 941 Report you printed previously.
Adjustments: Enter any Adjusting amounts for Sick Pay, Group-Term Life, and COBRA. The "Total Deposits" amount will default to the deposits that should have been made. Make sure this amount agrees with your actual deposits made for the quarter. If not, you should change the amount here. Make sure to hit the "Apply" button if it is highlighted when you are done with this section.
If an adjustment is to be made to the Fraction of Cents, place a checkmark in the Fraction Override box and enter the appropriate amount.
Note: There are no Federal guidelines as to the limit you are allowed to have on the “fraction of cents” line on form 941. Using the Horizon 941 process will cause your fractional adjustment to be zero in 1 of 2 circumstances:
Your Fraction of Cents adjustment is $2.00 or more
Changing the Wage Information amounts or Total Deposits causes the Fraction of Cents adjustment to recalculates as $2.00 or more
If you feel the fractional adjustment should be an amount other than zero, check the Fraction Override box and enter the amount. Make sure to hit the Tab key twice until the Balance Due or Over Payment recalculates.
Do not remove the Fraction Override check mark. This may cause the Fraction of Cents to recalculate.
Click the Save button when done.
Also select an Overpayment Action, when applicable, as either "Apply to Next Return" or "Send a Refund." If there is no overpayment, "Undefined" or "N/A" should be selected.
Liability Details: This tab will show the totals for each check date recorded in the quarter.
Note: Corrections may be made to this information. When complete, the "Total Liability" shown on the right must match the "Total Tax After Adjustment" on the Adjustment tab. Generally, you should not need to make changes on this tab unless you entered Adjustments in the previous step.
Print 941 Quarterly Form
Go to Reports>>941 Processing>>Print 941 Quarterly Form
Note: If page 2, Part 5 of the form displays "941 NOT BALANCED - INVALID FORM" in the signature box, then your "Total Liability" on the Liabiilty Details tab in the View/Edit 941 Information program does not match the "Total Tax After Adjustment" on the Adjustments tab. Correct the amounts in the View/Edit 941 Information program (go to Reports>>941 Processing>>View/Edit 941 Information) and reprint the form. Amounts cannot be corrected on the form.
PA Unemployment Report
Go to Reports>>Unemployment Reports>>State Unemployment
Enter the appropriate date range for the quarter (Start Date and End Date)
Enter the State Code…ie PA
Select the PAUC Deduction Code from the drop down list
Print or Preview the report
Benefit Weeks Report
Go to Reports>>Unemployment Reports>>State Benefit Week
Enter the appropriate date range for the quarter (Start Date and End Date)
Enter the State Code…ie PA
Select the PAUC Deduction Code from the drop down list
Hit the “Calculate Benefit Weeks” button
Pay date range…for the starting and ending pay date, enter a date 2 weeks before the start of the quarter as the beginning date and 2 weeks after the end of the quarter as the ending date
Time card date range…enter the 1st and last day of the quarter for the beginning and ending dates
Hit “Calculate”
Print or preview the report
Note: The current PA UC rules states that a credit week is any calendar week from Sunday thru Saturday in which the employee earned $116 or more.
Create Magnetic Media File for Unemployment
Go to Maintain>>State Taxes
Open the State browse. There should be 2 records for each state, a M (Married) and a S (Single), select and review them. The S (Single) record should have the 7 digit UC ID Number entered in. When entered here, the number will automatically pull into the Unemployment Export. Enter your company's UC Max and UC Percentage here also as well as your State ID. Verify that this is your correct UC Account Number with no hyphen, no R or M indicators. Do not drop the leading zero, if applicable.
Go to Utilities>>Payroll Exports>>Unemployment Export
State Code: Enter your State Code, ie PA for Pennsylvania
Deduction Code: Select your Deduction Code for PA UC
Start Date: Enter or select the beginning of the quarter as the Start Date
End Date: Enter or select the end of the quarter as the End Date
U.I Account #: Your UC account number will automatically populate. It should not contain a hyphen or letters. Correct if needed in the State Tax Table under the S (Single) account.
File type: Should be seat as PA Comma Separated (for internet upload)
File Path: this is the location where the file will be saved.
Use the Browse to select a folder to save in: Example: C:\Users\name\Documents\Horizon
File Name: the correct File Name using your U.I. Account # will be inserted. Do not alter this file name. Name will be similar to FILEUPLOAD_UC2-2A_UCID567.CSV
Contact Information: These are required fields in the file enter as all capital letters, no periods or hyphens
Full Name - do not use periods, commas, or hyphens
Title (not required)
Contact Phone and Extension if applicable - do not use hyphens: Example 8145357810
Email Address
Press the Create File button on the Quick Links bar, File will be save in folder selected above in File Path
Send the file per your State's instructions
For Pennsylvania go to www.paucemployers.state.pa.us
Remember to run the UCMS File checker before uploading to look for any errors.
The UCMS File Validation Tool, can be found by logging into the UCMS website at
www.UCTax.PA.Gov
and navigating to Quarterly Reporting.
Verify that your file has been processed. Login at www.paucemployers.state.pa.us two business days after submission of the file to verify that the tax and/or wage data submitted has been processed and is posted to the employer's UC account. If the data is not posted, contact the Office of Unemployment Tax Services (UCTS) e-Government Unit at 1-866-403-6163, option 1, or in the Harrisburg area at 1-717-787-7679, option 1.
See Also: How to Read the PA UC File
LST Reports
Go to Reports>>Deduction Reports>>By Vendor Code
Use this report to report taxes by paper or by typing amounts on the Tax Collector's Web Sites.
Leave Vendor Number and Name blank
Enter the Start and End Date for the quarter
In the box for Pattern Match, enter the 1st and 2nd letters for your LST Deduction Code and "??"
For Example: LS??
Print or Preview the report
Export the LST Report
Before creating the export file, especially if this is your first export of LST or if you have added new LST tax deductions this quarter:
Go to Maintain>>Deduction/Benefit Master
Select the LST tax code
Review the settings for this code: Mandatory should be checked, Category should be LST Tax
Open the Work Site Address tab and complete all fields for name, address and phone
Open the Work Site Setup tab and complete all fields
Press the Save button
Repeat for each LST deduction code and then do the Export:
Go to Utilities>>Payroll Exports>>LST Tax Export
Use this export utility to upload your local tax information to your tax collector.
Verify that the Company information is complete and correct
Changes can be made here for incorrect information but the information cannot be saved. Changes can also be made by going to Settings>>Company Information. Changes made in this program can be saved. Close and reopen the Local Tax Export program to see changed information.
Select the Deduction Code or leave blank for all or to select a Vendor.
Only Deductions Codes that have been setup in the Deduction/Benefit Master with a Category of LST Tax will be available.
If a Deduction Code is selected, do not select a Vendor.
Select a Vendor or leave blank if a Deduction Code was selected.
All LST Deduction Codes that have this vendor saved on the Deduction/Benefit Master>Accounts Payable Interface tab will be used in this export.
Use this option to export all deduction codes that are reported to a particular tax collector in one file.
Enter the Start and End Dates for the quarter
Enter your contact information in the File Parameter Section
In File Name under "Output Information" enter a complete location file path and name to save this report to.
Example: C:\hztemp\LSTtax.txt
This will create the file "LSTtax.txt" on your computer's C:\ drive in the hztemp folder. You may choose any location and file name.
Press the Create File button on the Quick Links bar to process and save the file.
Go to your Tax Collector's Web site and upload the file from where you saved it. Select the upload format of PA Standard Format.
Local EIT Reports
For Pennsylvania Local Tax
Go to Reports>>Deduction Reports>>Local Tax Report
Use this report to report taxes by paper or by typing amounts on the Tax Collector's Web Sites.
Select the Deduction Code or leave blank for all. Only Deduction Codes setup with a Category of PA Local WorkSite will be available for this report.
Enter the Start and End Dates for the quarter
You may select Employee Number or Name to sort by
Print or preview the report
Export the Local EIT Report
Go to Utilities>>Payroll Exports>>Local Tax Export
Use this export utility to upload your local tax information to your tax collector
Verify that the Company information is complete and correct
Changes can be made here for incorrect information but the information cannot be saved. Changes can also be made by going to System>>Company Information. Changes made in this program can be saved. Close and reopen the Local Tax Export program to see changed information.
Select the Deduction Code or leave blank for all or to select a Vendor.
Only Deductions Codes that have been setup in the Deduction/Benefit Master with a Category of PA Local WorkSite will be available.
If a Deduction Code is selected, do not select a Vendor.
Select a Vendor or leave blank if a Deduction Code was selected.
All "PA Local WorkSite" Deduction Codes that have this vendor saved on the Deduction/Benefit Master>Accounts Payable Interface tab will be used in this export.
Use this option to export all deduction codes that are reported to a particular tax collector in one file.
Enter the Start and End Dates for the quarter
Enter your contact information in the File Parameter Section
In File Name under "Output Information" enter a complete location file path and name to save this report to.
Example: C:\hztemp\Ltax.txt
This will create the file "Ltax.txt" on your computer's C:\ drive in the hztemp folder. You may choose any location and file name.
Press the Create File button on the Quick Links bar to process and save the file.
Go to your Tax Collector's Web site and upload the file from where you saved it. Select the upload format of PA Standard Format.
Go to Reports>>Deduction Reports>>By Vendor Code
Leave Vendor Number and Name blank
On the right hand side, enter a check mark in Local Taxes Only
Enter the Start and End Dates for the quarter
Print or Preview the report
Recurring AP
NOTE:
If you are using the AP Wizard during Process Payroll - you may not need to do recurring AP through the Financial module. Recurring AP may be skipped.
Open the Horizon Financial Module:
Pull
If you are using the Recurring AP feature to print deduction checks or to enter electronic payments continue as follows:
Go to Recurring>>Pull Payroll Information to Recurring
Select the group for Quarterly Payroll and enter the beginning and ending dates for the quarter
Enter the voucher date, which would be the date you are printing the tax checks
Hit “Pull”
When the process is complete, close the “Pull Payroll Information” view
Review Recurring AP
Go to Recurring>>Recurring AP Edit List
Select the Pay Group for the account you are using to print the checks
Under Frequency Selections, select the Type = “Variable”, the Group = “Quarterly Payroll”, and the Next Date from and to, should be the voucher date entered above
Print or preview the list and compare the check amounts to the reports you printed for the quarter
If the amounts do not agree, they can be edited in Recurring Accounts Payable Entry
If the amounts agree, go to Activities>>Recurring>>Recurring Accounts Payable>>Post Recurring AP Transactions
Enter the same Pay Group and Frequency selections that were used to print the edit list
Under date information, enter the date of the checks in the Invoice Date and Transaction Date fields.
Press the Post button on the Quick Links bar
This will post the vouchers that are now ready for the Check Printing Process
Printing Your Tax Checks
In the Financial module:
Go to Check Processing>>Check Processing Wizard
Enter the Checkbook ID and Pay Group, Payment Date and Check Date…normally these should be the same dates.
If you have already selected the tax vouchers to pay, assure that your ID is checked as having vouchers to process in the Process Vouchers Already Selected by and click Next
Note: If vouchers were not selected the window will be blank
Select or unselect vouchers to pay if needed
Preview or Print the Pre-Check report and review
Click Next
Verify the starting check number and your check printer and hit Print Checks.
Once the checks have been printed, hit Next to move to the Verification Screen.
If checks did not print correctly, checkmark any checks that did not print correctly, hit “Clear” or "Void", then “Back” to reprint the checks…make sure to re-verify the next check number.
Once all checks have printed correctly, hit Next. If you are using ACH to pay Vendors in this check run you will be taken to the ACH printing screen. Print ACH slips the same as check printing. Unprinted slips will not post as paid.
Click Finish to post
You will be asked to print your register (Recommended).