Batch Manual FINAL 5.16 - firstcommercecu.org · The Batch Provider Software is designed as a very...

Begin using EFTPS—the safe, easy, convenient way to pay federal taxes.

User’s ManualUser’s ManualBatch Provider

A detailed technical guide to help set-up Batch Provider Software,enroll clients and makepayments to EFTPS.

EFTPS Batch Provider Software User’s Manual

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Table of ContentsTable of Contents

I. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-10a. Welcome to EFTPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1b. Who Should Use This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . .1c. Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1d. Recommended System Requirements . . . . . . . . . . . . . . . . . . . .1e. Overview of the Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2f. Navigating and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3g. Submitting and Synchronizing . . . . . . . . . . . . . . . . . . . . . . . . . . .3h. Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5i. Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-6j. Reinstalling Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7k. Software Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7l. Overall Process and Timing . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8-9m. EFTPS Batch Provider Comparison Chart . . . . . . . . . . . . . . . . . .10

II. Installation and Set-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11-13a. To Install the New EFTPS Batch Provider Software . . . . . . . . . . .11b. Instructions For Running in a Network Environment . . . . . . . . .11c. When You Launch the Software After Installing . . . . . . . . . . . . .11d. After You Install The Software . . . . . . . . . . . . . . . . . . . . . . . . . . .12e. If You Are Already Registered as a Batch Provider . . . . . . . . . . . .12f. If You Are Already Enrolled in EFTPS as a Taxpayer . . . . . . . . . . .13

III. Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-23a. Creating a New Registration (Steps 1-7) . . . . . . . . . . . . . . . . . . .15-17b. Registration Identification Number . . . . . . . . . . . . . . . . . . . . . . .18c. Master PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18d. Obtaining a Master Password . . . . . . . . . . . . . . . . . . . . . . . . . . . .18e. Creating Additional Registrations . . . . . . . . . . . . . . . . . . . . . . . . .19f. Editing a Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19g. Synchronizing Your Registration . . . . . . . . . . . . . . . . . . . . . . . . .20h. Editing a Registration’s Financial Information . . . . . . . . . . . . . . .20-21i. Editing a Master PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21j. Editing a Master Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22k. Payment Method: Master Account Versus Taxpayers’Account . . .23

IV. Enrollments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24-35a. Creating a New Enrollment (Steps 1-6) . . . . . . . . . . . . . . . . . . . .25-27b. The Taxpayer Inquiry PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27-28c. Submitting Enrollments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28d. Synchronizing Enrollments . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29e. Editing Enrollment Information . . . . . . . . . . . . . . . . . . . . . . . . . .29-30 f. Editing Enrollment Financial Information . . . . . . . . . . . . . . . . . .30-31g. Deleting an Enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31h. Terminating an Enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32i. Archiving an Enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32j. Revoking a Third Party Authorization . . . . . . . . . . . . . . . . . . . . .32-33k. Enrollment Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34l. Importing Existing Enrollments from a Text File . . . . . . . . . . . . .35M. Exporting Enrollments to a File . . . . . . . . . . . . . . . . . . . . . . . . . .35

V. Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36-42a. Creating Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37-38b. Submitting Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38c. Synchronizing Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39d. Synchronizing Payment History . . . . . . . . . . . . . . . . . . . . . . . . . .39e. Importing Payment Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39f. Duplicate Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40g. Canceling Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40h. Payment Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41i. Payments for Suspended Enrollments . . . . . . . . . . . . . . . . . . . . .41j. Exporting Payments to a File . . . . . . . . . . . . . . . . . . . . . . . . . . . .42k. Copying/Pasting Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42l. Payments Via Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

VI. User Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43-44a. Determining User Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43b. Adding Users and Defining Roles . . . . . . . . . . . . . . . . . . . . . . . .43-44c. Editing and Deleting Users and Roles . . . . . . . . . . . . . . . . . . . . .44

VII. Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45-48a. Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45b. Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46c. Email Communications and Security . . . . . . . . . . . . . . . . . . . . . .47-48

VIII. Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49-50a. Registration Failed/Invalidb. Rejected Filesc. Files/Data Won’t Synchronized. Cannot Import/Exporte. Cannot Cancel Paymentf. Cannot Edit Informationg. Lost or Misplaced Master Password or Master PIN

IX. Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51-54

X. Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55-63a. Record Layouts for Importing Enrollments . . . . . . . . . . . . . . . . .55-56b. Record Layouts for Importing New Payments . . . . . . . . . . . . . . .57c. Record Layout for Exporting Payments . . . . . . . . . . . . . . . . . . . .58d. How To Apply Proxy Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . .59-62e. Federal Reserve Bank Holidays . . . . . . . . . . . . . . . . . . . . . . . . . .62f. License Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62-65g. Confidential Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

NOTES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66-67

XI. Important Contact Phone Numbers . . . . . . . . . . . . . . . . . . . . .68

Table of Contents Table of Contents

Customer Service 1-800-945-0966(M-F, 8:30 a.m. - 8:00 p.m. ET)


Welcome to EFTPSThe Electronic Federal Tax Payment System (EFTPS) is a serviceprovided free by the U.S. Department of the Treasury. The systemhas been in use since 1996 with millions of business andindividual taxpayers and thousands of tax professionals makingpayments via the Internet, phone and through Batch ProviderSoftware. Because it’s secure, easy to use, and accurate, EFTPS hasbecome the preferred method for making federal tax payments.

Who Should Use This Guide■ Tax professionals who wish to make multiple federal tax

payments electronically for clients.

■ Taxpayers who wish to make multiple federal tax paymentselectronically for several businesses or subsidiaries.

InquiriesOne of the benefits of using EFTPS is the outstanding BatchProvider Customer Service available to answer your questions. Ifyou have any questions or need assistance with installation ortroubleshooting, call:

1-800-945-0966 Monday-Friday, 8:30 a.m. – 8:00 p.m. ET

Recommended System RequirementsFor optimal performance of the EFTPS Batch Provider Software,the following is recommended:

You will also need to have an Internet connection, either broadband(DSL or cable modem) or dial-up. Broadband recommended for Mac.

* Installation and use of Batch Provider software requires OSX withJava Runtime Version 1.4.2 or greater.

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About the Screens

I. IntroductionScreen Overview

About the ScreensMain ScreenAt the beginning of the Registration, Enrollment and Paymentsections in this manual, you will find a sample annotated screen that shows you the major functions available within that tab of the software.

WizardsTo create a new Registration or Enrollment, you will be presentedwith step-by-step Wizards that guide you through the process.Each screen within the Wizard contains specific instructionsshown with a large arrow at the top in a blue box. Each field ofinformation to be completed has a "HELP" button that givesyou detailed information about that field.

Microsoft Windows

780 MHz Intel Pentium III or equivalent

Less than 250 enrollments512 megabytes

More than 250 enrollments1 gigabyte

125 megabytes of free disk space

OperatingSystems

Processor

Memory

Disk Space

Linux

780 MHz Intel Pentium III or equivalent

Less than 250 enrollments512 megabytes

More than 250 enrollments1 gigabyte


Instructions About This Screen

Field Help Button

Welcome to EFTPSWho Should Use This GuideInquiries and System Requirements



Apple Macintosh *

1.0 GHzG4 or equivalent

512 megabytes


Overview of the SoftwareThe Batch Provider Software is designed as a very user-friendlyprogram.You can organize your taxpayer and tax paymentinformation within 5 major tabs and their sub-tabs where you:

Registration Manage your Registration(s).

User Administration Create User accounts and assign rolesand responsibilities for those whowill be using the software.

Notifications Receive messages from EFTPS andcommunicate between your Users.

Messages View a history of messagesyou receive from EFTPS.

Calendar Use a calendar for noting and scheduling activities and send and receivemessages from other users.

Enrollments Manage your enrollments.

Send Enrollments Add and submit newtaxpayer enrollments.

Enrollment Inquiry View your current taxpayerenrollments and synchronizeyour enrollments with EFTPS.

Payments Manage your taxpayer payments.

Send Payments Add and submit new taxpayments.

Cancel Payments Submit cancellations of taxpayments to EFTPS.

Payment Inquiry View your current taxpayments and synchronizeyour payments with EFTPS.

Navigation and FunctionsYou navigate the software by clicking on the various tabs.Withineach tab or sub-tab, windows of information are presented withbuttons for:

■ Add ■ View ■ Print

■ Edit ■ Copy ■ Sync

■ Paste ■ Import ■ Terminate

■ Delete ■ Submit ■ Archive

Submitting and SynchronizingThrough your broadband or dial-up Internet connection, you sendinformation to and receive information from EFTPS.

"Submit" means you are sending new enrollments and payments to EFTPS.

"Sync," or synchronization, means youreceive current enrollment and paymentinformation from the EFTPS database.

When You Submit...

■ Registrations: After you complete a new Registration, youmust Submit the Registration to EFTPS for processing. Go tothe Registration main tab. Highlight the Registration(s) youwish to submit to EFTPS. Click "Submit."

■ Enrollments: After you complete a new Enrollment, youmust Submit the enrollment to EFTPS for processing. Go tothe Send Enrollments sub-tab. Highlight the enrollment(s)you wish to submit to EFTPS. Click "Submit."

2 3

Introduction Introduction

Overview of the Software Navigation and FunctionsSubmitting and Synchronizing



"Submit"

"Sync"

Make sure you areconnected to theInternet wheneveryou "Submit" or"Sync."

Review the Text File Log...Each synchronization requestwill generate a detailedtechnical log of thetransaction that can be foundon your hard drive under theUser Profile within the EFTPSBatch Provider Software application.This serves as a reference for the transmissionshould you ever need it.

Error MessagesThose screens that require you to enterinformation will display an error message at the topof the screen if you make a mistake or do not enter required information.The message will describe the error and giveyou instructions for correcting the error so you can proceed.

StatusEach transaction you create for Registrations, Enrollments, andPayments will be assigned a status.The Status appears on thesummary listings on the Registration, Enrollments, and Payments tabs.

■ Registration and Enrollments

Active...the transaction has been completed, submitted toEFTPS, accepted and processed.

Inactive...the transaction has been archived and is notcurrently Active.This applies to Enrollments only.

Pending...the transaction has been completed, submitted toEFTPS, accepted, but not processed.

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■ Payments: After you complete a new Payment, you mustSubmit the payment to EFTPS for processing. Go to theSend Payments sub-tab. Highlight the payments(s) youwish to submit to EFTPS. Click "Submit."

When You Synchronize...

■ Registrations: Synchronize the day after you submit aRegistration.

■ Enrollments: Synchronize the day after you submit anenrollment.

■ Payments: Synchronize after you receive a messageabout the payment (usually within threehours), and synchronize again three daysafter making a payment to allow for anypayments that may be returned.

Request a Synchronization Log... In the synchronization authorization window, make sure to check the "Generate aSynchronization Log" checkbox before clicking "Submit."This will give you a report at the end of the synchronizationprocess that shows how many records were inserted and updated.

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Submitting and Synchronizing Error MessagesStatuses

(continued)

Sample of Text File

Error Message

Request a Log

the request must be re-submitted, or deleted andrecreated/resent.

Submitted...a New payment that has been submitted and iscurrently being processed by EFTPS. Payments with Submittedstatus may not be edited.

Submitted Cancel...a submitted cancellation request.

Re-Installing SoftwareIf you ever need to re-install your software, follow the proceduresoutlined on page 11. After you re-install the software, follow theprocedures to synchronize your Registration(s) first, thenEnrollments and then Payments. (See page 3.) Please note: whenyou completely re-install the software, all "Create Payment" dateswill default to the date on which you re-installed the software.

Software UpdatesYou will be notified if software updates are available.

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Pending Error...the transaction has been completed,submitted to EFTPS and is pending but an error is present.To correct the error, select the applicable Registration andclick "Edit" or, for enrollments, select the applicableenrollment and click "View."

Pending Terminate...the enrollment has been selected to beterminated, submitted to EFTPS, accepted, but not processed.This applies to Enrollments only.

Rejected...the transaction has been completed, submitted toEFTPS but rejected.

Submitted...the transaction has been completed andsubmitted to EFTPS but not yet accepted or processed by EFTPS.

Terminated...the enrollment has been selected to beterminated, submitted to EFTPS, accepted and processed.TheEnrollment is permanently removed from the EFTPS system.

Suspended...the enrollment has been suspended becauseShared Secrets information required by the ‘Third PartyAuthorization’ disclosure has not been provided. Paymentsthat were made for this enrollment prior to suspension willbe processed. However, no new payments can be made for anenrollment that is in a suspended status.

■ Payments

New... a payment that has not yet been submitted to EFTPS;a payment with a New status has no outstanding validationerrors. Payments with New status may be edited freely.

New Cancel... a New payment cancellation request.Cancellation requests cannot be edited.

Rejected...a New payment that was submitted to EFTPS andwas rejected.The payment may be edited and re-submitted.

Rejected Cancel...a cancellation request that was rejected;

6



Statuses Reinstalling SoftwareSoftware Updates

Existing Batch Providers – Using Your Existing Registration1. Using your Registration ID and Master PIN, obtain your Master

Password by calling 1-800-945-7337.

2. Install software. (See page 11.)

3. Download existing Registration by clicking "Sync" on theRegistration tab.

4. Download existing Enrollments by clicking "Sync" on theEnrollment Inquiry tab.

5. Download existing Payments by clicking "Sync" on thePayment Inquiry tab.

6. Schedule and Submit payments for clients.

• By 8:00 p.m. ET at least one calendar day prior to due date.

7. Cancel scheduled payments for clients.

• By 8:00 p.m. ET at least 2 business days beforescheduled payment date.

Overall Process and Timing

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Overall Process and TimingNew Batch Providers

1. Install software. (See page 11.)

2. Complete your Registration through the software.(See page 15.)

3. Receive by mail:

• Welcome Package with Registration Status letter containingyour Registration ID.

• In a separate mailing, your Master PIN and instructions forobtaining a Master Password by phone.

4. Obtain your Master Password by calling 1-800-945-7337.

5. Synchronize your Registration with EFTPS through thesoftware. (See page 20.)

6. Enroll clients through the software. (See page 25.)

• Within 24 hours, you will receive notification telling you ifyour enrollment file was accepted or rejected.You willreceive notification either via e-mail, if you choose thatoption during registration, or via an EFTPS message.

7. Schedule and Submit payments for clients.

• By 8:00 p.m. ET at least one calendar day prior to due date.

8. Cancel scheduled payments for clients.

• By 8:00 p.m. ET at least 2 business days beforescheduled payment date.

8

Overall Process and TimingCustomer Service 1-800-945-0966(M-F, 8:30 a.m. - 8:00 p.m. ET)

IntroductionIntroduction

11


10


To Install the New EFTPS Batch Provider Software:1. Insert the disk in your CD drive or download software from

www.eftps.gov.

2. Double-Click on the Installer icon.

3. Follow the Installation Wizard instructions.

4. Assign an Administrator’s User ID and Password that you will use to administer the Batch Provider software. This User ID andPassword are not used for submitting and synchronizing data with EFTPS, only for accessing the software.

NOTE: If you have a firewall and use a proxy server, you will need to modify the proxy settings to connect to EFTPS. Please see Appendix, page 59 for details.

Instructions For Running in a Network Environment:a. Install the software on the server first.

b. Install the software on the computers that network through the server.

c. If the computer on which the server is installed runs a local firewall, make sure that the firewall is configured to allow theother computers to access the Batch Provider product via TCP/IP to port 9092, or whichever port you have designated during installation.

Precaution:

The application must not be started more than once on a particular server.

One way to control this is to set the File Permissions on theBatchProvider.exe file to allow only one user (or a controlled set of users)to have execute permissions on the server installation. This will preventunauthorized or accidental startup of the application. A controlled set ofusers would need to coordinate startup of the application so that it is onlystarted once at any given time.

When You Launch the Software After Installing, You Will:

1. Log on using the Administrator’s User ID and Password you assigned during the install step.

To Install the New EFTPS Batch Provider SoftwareInstructions For Running in a Network EnvironmentWhen You Launch the Software After Installing

II. Installation and Set-Up

Previous EFTPS Batch Provider Software Comparedto New EFTPS Batch Provider Software

EFTPS Batch Provider Comparison Chart

Introduction

Messaging

Registration

Enrollment

Payment

User Administration

Multiple Computers

✸ Ability to receive email messages andnotification of software updates andimportant information

✸ Allows Batch Providers an automatedprocess for adding new or updatingexisting registrations. Existing BatchProviders can securely import theirexisting registration information intothe new software.

✸ Creation of enrollment file using thesoftware

✸ Ability to import enrollment files usingthe published format from the currentsoftware

✸ Edit capability✸ Real-time enrollment data✸ Ability to edit existing enrollments

✸ Creation of payment file using thesoftware

✸ Ability to import payment files using the published format from the current software

✸ Single-debit and bulk payments✸ Edit capability✸ Real-time payment data✸ Real-time payment history

✸ Can create multiple users✸ Can create different roles with

different access authorities✸ Assign user roles

✸ Can install software on multiplecomputers that share data

✸ No messaging capability

✸ No electronic registrationcapability

✸ Creation of enrollment fileoutside the software only

✸ Import function forenrollment files using onlypublished enrollment fileformat

✸ Transmit enrollment requestfile function to receive filestatus

✸ Creation of payment fileoutside the software only

✸ Import function forpayment files using onlypublished payment fileformat

✸ Transmit payment requestfile function to receive filestatus

✸ Only one user

✸ Data stored on onecomputer

FUNCTION OLD SOFTWARE NEW BATCH PROVIDER APPLICATION

(continued)

If You Are Already Enrolled in EFTPSas a Taxpayer

13


2. Use the "User Administration" tab to create any other roles andUser ID’s that you need.

After You Install the Software…If you are already a registered EFTPS Batch Provider, follow theinstructions on page 12.

If you are already enrolled in EFTPSas a Taxpayer, follow the instructionson page 13.

If you are a new EFTPS BatchProvider, follow the instructionsbeginning on page 15 to create a

new Registration.

If You Are Already Registeredas a Batch Provider...

To Use This Software With Your Current Registration...

1. Locate your existing Batch Provider Identification Number and Master PIN. If you do not have your ID and PIN, please call 1-800-945-0966.

2. Obtain your Master Password by calling 1-800-945-7337.

3. Start the application and log on using the Administrator’s UserID and Password you assigned during the install step.

4. Download existing Registration by clicking "Sync" on theRegistration tab.

5. Download existing Enrollments by clicking "Sync" on theEnrollment Inquiry tab. Use the date “01/01/0001” as the From Date in the synchronization request to ensure you download allof your current enrollments.

6. Download existing Payments by clicking "Sync" on thePayment Inquiry tab. Use the date “01/01/0001” as the FromDate in the synchronization request if you want to downloadyour complete payment history.

12

After You Install the SoftwareIf You Are Already Registered as a

Batch Provider


Installation and Set-Up Installation and Set-Up

If you are currentlyenrolled in EFTPS or youare a Batch Provider, yourpayment and enrollment/registration informationcan be synchronized with your new softwareonce you obtain a Master Password.

To Use This Software With a New Registration...


2. Perform the Express Registration process described on page 15.

3. Using the Self-Selected Master PIN you created during theExpress Registration Process and the Batch ProviderIdentification Number returned fromthis process, obtain your MasterPassword by calling 1-800-945-7337.

4. Download your new Registrationby synchronizing your Registration. Usethe date "01/01/0001" as the FromDate in the synchronization request.

If You Are Already Enrolled inEFTPS as a Taxpayer...

You can quickly register as a Batch Provider to make multiplepayments for several Taxpayer Identification Numbers (EINs orSSNs) using the Express Registration feature.


2. Perform the Express Registration process described on page 15.

3. Using the Self-Selected Master PIN you created during theExpress Registration Process and the Batch ProviderIdentification Number returned from this process, obtain your Master Password by calling 1-800-945-7337.

4. Download a new Registration by synchronizing yourRegistration. Use the date "01/01/0001" as the From Date in thesynchronization request.

See “When to Synchronize” on page 4.

If you do not have a Master Account or youchose not to have yourMaster Bank Accountverified (pre-noted), you can immediately begin to submit newenrollments.

15


14


Creating a New Registration (Steps 1-7)Click on the Registration tab. Click "Add."

Step 1 Registration InformationEnter a Description for your Registration.This Description couldbe based on the types or groups of clients for which you will bemaking payments; for example: you could have a Registration thatjust contains your 1040ES clients.You would enter "1040ES" as theDescription.You can choose to have more than one Registration.

For Provider Type, select if you are registering as a Businessmaking payments for clients or as an Individual (i.e., SoleProprietor) making payments for clients.

Express Registration…If You Are Already Using EFTPSIf you are already an EFTPS Batch Provider or have an activeEFTPS taxpayer enrollment, you may choose to speed up theRegistration process by using an Express Registration. Since youare already known to EFTPS, you do not have to be verified withthe IRS before the process continues.

Check the Express Registration checkbox.

• If you are using your existing Batch Provider Registration tocreate the new registration:

- Click on the Registration radio button.

- Enter your existing Batch Provider ID.

- Enter your existing Master PIN.

- Enter a self-selected Master PIN to use for this Registration.

• If you are using your existing EFTPS Taxpayer Enrollment tocreate the new registration:

- Click on the Enrollment radio button.

- Enter the Taxpayer Identification Number (EIN or SSN) that you wish to register with in theBatch Provider EIN/SSN field.

- Enter your EFTPS online PIN.

- Enter your EFTPS online Password.

- Enter a self-selected Master PIN to use for this Registration.

Skip to Step 3 to continue your registration.

Creating a Registration (Step 1)

Registration

Registration Screen Overview

Registration Screen Overview

III. Registration

Log InExit

5 MainTabsHelp

Summary Listingof Entries

Sync Button

Submit Button

Can Arrange ColumnsIn Ascending AndDescending Order

Can Drag And Drop Columns To

Re-Order Position

Changes To BankingInformation

RegistrationFunction Buttons

•From each taxpayer’s account.- If you decide to make tax payments from eachtaxpayer’s account, you will enter that bank accountinformation when you enroll them.

•From both Master Account and taxpayers’ accounts.- Enter a Master Account and taxpayers’ accounts as described above.

Step 6 Disclosure Information Check one or more of the Disclosure Authorization forms that younow have or will have on file with the IRS.

To make federal tax payments on behalf of clients, you must havea signed authorization from the taxpayer.

Step 7 Authorization AgreementsYou are presented with languagethat indicates you are responsiblefor submitting and handling taxinformation on behalf of taxpayers.

•You must sign the Registrationrecord with an electronicsignature, which is your nameand title, signifying you havethe authority to execute thisRegistration.

Submitting RegistrationAfter you enter your registrationinformation, go to the Registrations tab. Here you will see a listing of the new Registration you entered.You can reviewor change anything before submitting.

To send your Registration to EFTPS, make sure you are connected tothe Internet. Click "Submit." A window will appear asking you toconfirm your request. Click "Submit."

You will receive an immediate system response from EFTPS tellingyou if your Registration was accepted or rejected. If everything was

Step 2 Name and TINEnter your company name exactly as it appears on your taxdocuments and your Employer Identification Number (EIN) if youare registering as a business, or your Social Security Number (SSN)if you are registering as an individual.

Step 3 Contact InformationEnter your contact information:•Name •Address •City, state, zip code•Phone number •Email address (optional)The mailing address you enter will be verified by EFTPS and may be modified

slightly to match IRS records..

Step 4 Email NotificationYou can choose to receivean automated emailnotification of acceptedand/or rejected files.

If more than one personshould receive an email, youcan enter as many as threeemail addresses. If you donot wish to be notified viaemail, do not check eitherof these boxes. In that case,an EFTPS message will besent to you via theSoftware’s messagingcapability for each acceptedand/or rejected file.

Step 5 Financial Institution Information

You can have tax payments made:

•From a Master Account.

- If you decide to use a Master Account for payments,just complete the requested bank account information.

- If you want your bank to confirm that the accountnumber you enter is a valid bank account number,click "YES" under Pre-Notification Option.Pre-Notification is optional.

If you select Pre-Notification, the account will notbecome active for EFTPS for approximately 10 days.

Email Addresses

17


16


Creating a Registration (Step 5-7)Creating a Registration (Step 2-5)

RegistrationRegistration

Signature

(continued)(continued)

Creating Additional RegistrationsThe EFTPS Batch Provider Software allows you to maintain severalRegistrations. For example: you may want one Registration thatcontains all your business clients, and a separate Registration thatcontains all your individual clients.

To add a Registration:

•Click on the Registration tab.

•Click "Add." Follow the 7 steps to complete a new Registration(see page 15).

You will receive a new Master PIN for each Registration you add.You will also need to obtain a Master Password for each Registrationyou add. Follow the steps outlined on page 18.

Editing a RegistrationTo edit a Registration:

If you have just entered a "New" Registration, you can edit all of the Registration information before submitting to EFTPS. Once theRegistration has been successfully submitted, and processed byEFTPS, you can edit all of the Registration information (except the financial information) using the "Edit" button. To edit theRegistration’s financial information, you must use the "Edit Fin"feature (see page 20).

•Click on theRegistration tab.

•From the summary list of Registrations, clickon the Registrationyou wish to edit.

•Click "Edit."

Within the Edit Registrationwindow you are presentedwith the 7 areas ofinformation you may edit.

•Click on the tab you wish to change.

•Edit the information and click "Save."

accepted, the Batch Provider Registration Identification Number will bedisplayed on the Registration summary listing and the status of theRegistration will appear as "Submitted." At this point, the Registration islocked and cannot be edited until the Registration process is complete.

Registration Identification NumberWithin 10 calendar days of submitting your Registration you willreceive a Welcome Packet along with a Registration status letter thatcontains your Registration Identification Number. Keep yourRegistration status letter in a safe place.

Your Welcome Packet is mailed to the contact name and addressyou entered on your Registration.

Master PINWithin 10 days of submitting your Registration, you will receiveyour EFTPS Master PIN in the mail, along with instructions forobtaining a Master Password that you use to log on for secureaccess to EFTPS through your software.

Your Master PIN is mailed to the address of record on file with the IRS.

If you do not receive your Master PIN within 10 days, please callCustomer Service at 1-800-945-0966.

Obtaining a Master PasswordTo obtain your Master Password call: 1-800-945-7337

You will be asked to enter your Registration Identification Number andMaster PIN. The voice response system will read your Master Password.

After you obtain your Master Password, you should return to themain Registration tab, select the Registration listing and click"Sync." Make sure you are connected to the Internet.Aftercompleting the authorization window by entering your Master PINand Master Password, click "Submit." Your Registration will besynchronized with EFTPS.

NOTE: Your Master Password will expire after 6 months of inactivity and one year from password assignment. Toobtain a new Master Password, call 1-800-945-7337.

Registration Registration

19


18


Creating Additional RegistrationsEditing a Registration

Registration Identification NumberMaster PIN

Obtaining a Master Password

RegistrationRegistration

7 Areas to Edit

(continued)

Registration

•The Registration’s status will appear as Active–Edited on thesummary list of Registrations.

To send the Registration changes to EFTPS, select the Registration, thenclick "Submit" on the main Registration tab window. You will bepresented with a window that asks for your Master PIN and MasterPassword. Enter that information and click "Submit." Make sure youare connected to the Internet.

Synchronizing Your RegistrationOnce you obtain your Master PIN and Master Password, you will be able to synchronize your Registration with EFTPS.

Select the Registration to synchronize from the Registration summarywindow and click "Sync." You will be presented with a window thatasks for your Master PIN and Master Password. Enter that informationand click "Submit." Make sure you are connected to the Internet.

When synchronization is complete, click "OK" to return to the main Registration tab.The status of your Registration will appear as "Active" and can be used to enroll your clients.

Editing a Registration’sFinancial InformationTo edit a Registration’s FinancialInformation:


•From the summary list of Registrations, click on the Registration you wish to edit.

•Click "Edit Fin."

•Edit the information.

•Click "Save."

This financial information change will appearas a new row in the bottom half of theRegistration workspace. To send this Registrationfinancial information change to EFTPS:

Registration

21


20


Editing a Registration’s Financial InformationEditing a Master PIN

•Click on the change that you wish to send to EFTPS.

•Click "Submit" in the changes to banking informationsection of the window.

You will be presented with a window that asks for your MasterPIN and Master Password. Enter that information and click"Submit." Make sure you are connected to the Internet.

The system will prevent you from changing the financialinstitution account if you are removing the Master Bank Accountand you have enrollments that use only this account.

To view the enrollments and payments impacted by a Registrationfinancial information change:

•Click on the change that you wish to review.

•Click "Impacts" in the changes to banking informationsection of the window.

Editing a Master PINTo edit a Master PIN:


•From the summary list of Registrations, click on theRegistration you wish to edit.

•Click "Edit Master PIN."

•Enter the information.Your new Master PIN must be 4numeric digits and cannot be 0000 or 9999.

•Click "Submit." You will be presented with a window thatasks for your current and new Master PIN and MasterPassword. Enter that information and click "Submit." Make sure you are connected to the Internet.

•The Master PIN changes immediately. The next time yousynchronize or submit you must use the new Master PIN.

Synchronizing Your RegistrationEditing a Registration’s Financial Information


NOTE: If you have futurepayments that are scheduled to be made from the accountyou are changing, the systemwill prevent you from changingthe financial institution account.To rectify this you may do thefollowing:

1. Select a different effectivedate for your accountchange to take place(beyond when you havepayments scheduled);

or…2. Cancel the pending

payments and re-schedulethem for a date after yournew account will take effect.

(continued)(continued)

Payment Method: Master Account VersusTaxpayers’ Accounts

You have the option of making client payments from taxpayers’bank accounts, from a Master bank account that you maintain,or both.

•If you choose to make tax payments from your clients’bank accounts, you enter the clients’ bank accountinformation when you enroll each client.You can makepayments from both a Master Account and a taxpayer’saccount.

•If you choose the Master Account option, you enter yourfinancial institution information during Registration.

You may change the payment method at any time:

•Select the Registration or Enrollment record from the mainRegistration or Enrollment tab.

•Click "Edit Fin."

•Edit the information.

•Click "Save."

To send the Registration or Enrollment changes to EFTPS, click"Submit" on the main Registration or Enrollment tab window.You will be presented with a window that asks for your MasterPIN and Master Password. Enter that information and click"Submit." Make sure you are connected to the Internet.

Payment Method: Master Account Versus Taxpayers’ Account

23


22

Editing a Master PasswordCustomer Service 1-800-945-0966(M-F, 8:30 a.m. - 8:00 p.m. ET)


Editing a Master Password•Your Master Password must be at least 6 characters long, butno more than 12 characters long.

•You can use a combination of the following character types:

- Uppercase Alpha [A, B, C, etc.]

- Lowercase Alpha [a, b, c, etc.]

- Numeric [1, 2, 3, etc.]

- Special Characters [i.e., !, @, #, $, *, +, -]. The percent(%) and the underscore (_) may NOT be used asSpecial Characters.

•Make sure that the password contains at least one characterthat is either a Numeric or a Special Character. For example:"R179$pSk" or "GonewtW!nd".

To edit a Master Password:


•From the summary list of Registrations, click on theRegistration you wish to edit.

•Click "Edit Password."

•Enter the information.

•Click "Submit." You will be presented with a window thatasks for your Master PIN and new Master Password. Enterthat information and click "Submit." Make sure you areconnected to the Internet.

•The Master Password changes immediately. The next timeyou synchronize or submit you must use the new MasterPassword.

You will have a unique Master Password for each EFTPSMaster PIN. Do not disclose your Master Password or PIN to unauthorized individuals.

25


24


Creating a New Enrollment (Steps 1-6)•Click on the Enrollments tab.

•The Send Enrollments sub-tab will be displayed.

•Select the Registration to be used for this enrollment from theactive “Registration” list.

•Click "Add."

There are 6 steps to enrolling a client…

Step 1 TIN and Name•Indicate in the type field if you are enrolling a business orindividual client.

•Then enter the name and EIN or SSN.

Make sure you check the box to indicate you have a DisclosureAuthorization on file for the client.

Step 2 Disclosure AuthorizationIndicate the form of disclosure authorization you will have on filefor this taxpayer. If this is an individual enrollment and you willhave a Third Party Authorization on file, then you must completethe Shared Secrets information at the bottom of the page.

Every taxpayer for whom you will be submitting EFTPS payments isrequired to provide authorization permitting the Batch Provider toexchange information with IRS. An electronic third party authorizationmay be completed during this enrollment which will generate anEFTPS Individual Enrollment with Third Party Authorization,Form9783T. This authorization requires a 5-digit self-selected Signature PIN.The taxpayer’s Date of Birth and Prior Year Adjusted Gross Incomemust be provided for authentication. This electronic authorization willbe transmitted to the designated U. S.Treasury Financial Agent prior tosubmitting the taxpayer’s initial payment.

Step 3 Contact InformationEnter the contact information for the taxpayer, including:

•Address•City, state, zip code•Telephone number•Email (optional)

Creating a New Enrollment (Steps 1-3)

Enrollments

Enrollment Screen Overview

*Only New, Rejected and Pending Error enrollments are shown onthe Send Enrollments sub-tab. All other enrollments (Submitted,Active, Incomplete and Inactive) can be accessed through theEnrollment Inquiry sub-tab.

Enrollment Screen Overview

IV. Enrollments

5 MainTabs 2 Sub-Tabs

ActiveRegistration

Summary Listingof Entries*

Submit Button

EnrollmentFunctionButtons

Can Arrange ColumnsIn Ascending AndDescending Order

Can Drag And Drop Columns To

Re-Order Position

(continued)

27



Step 5 Optional Tax Form Limits

You have the option to set amount limits for the Tax Forms youwill be paying for this taxpayer to prevent possible overpayment.

For example: if you know that a client’s Form 941 payment usuallydoesn’t exceed $5,000, you may want to enter that as a limit.

Then when making a Form 941 payment for that client, a warningmessage will appear if you exceed $5,000.

•You may override the warning and proceed with payment if you wish.

•You can change the limits at any time by editing thetaxpayer’s enrollment record and submitting the change toEFTPS. (See page 29.)

Step 6 Self-Select Enrollment PIN/Taxpayer Inquiry PIN

Enter a self-selected PIN to protect unauthorized payments for this client. This is optional. You may use the same PIN for multipleclients. The Enrollment PIN must be 4 numeric digits and cannotbe 0000 or 9999.

•If you do not enter a PIN, the system will generate one for you.

You can also elect to have an Inquiry PIN sent to your client.

•The Taxpayer Inquiry PIN will allow the client to check theirpayment history online (www.eftps.gov) or by phone. TheInquiry PIN will not give the taxpayer the ability to make orcancel payments (See below).

If the enrollment requires Third Party Authorization, the 9783Tform will be presented for printing and signing after thecompletion of this step.

The Taxpayer Inquiry PINWhen enrolling clients, you can elect to have an Inquiry PIN sentto any or all of your clients. This Inquiry PIN:

• Allows the client to check their payment history online or by phone.

Creating a New Enrollment (Steps 5-6)The Taxpayer Inquiry PIN

Enrollments

Creating a New Enrollment (Steps 3-4)

By entering this information here, you’ll have all your clientinformation in one place, including their EFTPS tax payment history.

Step 4 Financial Information

Indicate how you will be making payments for the client:

•Debit (for business and individual taxpayers)

-From taxpayer’s account: enter the client’s bank account information

Pre-Notification option:As an option, you can have the bank confirm that theaccount number you entered is a valid bank accountnumber by clicking "YES" under the Pre-NotificationOption. This process will take approximately 10 days.

If you decide to skip pre-notificationyou will be able to begin using EFTPSfor this taxpayer more quickly, but you are responsible for the accuracyof the account information.

-From a Master Account:you will use the bank account information you supplied in your BatchProvider Registration. You will not enter the financial information in this step.

•Credit (for business taxpayers only) clients enrolled using thecredit method of payment cannot make payments using theBatch Provider Software. Contact your financial institution forassistance with making payments via the credit method.

Pre-Note Option

(continued)

You can send up to 1,000 enrollments in one transaction.

26

Enrollments

28 29



Synchronizing Enrollments

Enrollments can take anywhere from 30 minutes to up to 6 businessdays to be completely processed by EFTPS.You should synchronizeyour enrollment database the day after you submit an enrollment.

To synchronize your enrollment status go to the Enrollment tabthen the Enrollment Inquiry sub-tab. Select the desired Registration,and click "Sync." After entering your Registration authorizationinformation in the display window, and entering a date in the"From Date" field, click "Submit" to connect to EFTPS and updateyour database with the processed enrollments. Make sure you areconnected to the Internet.

Editing Enrollment Information (excluding Financial Information, see page 30)

With Enrollment Edit, you can make changes to the followingareas of taxpayer enrollment information:

1. Contact Information (The Enrollment contact information is not sent to EFTPSand is meant for your use only.Changes to this informationdo not need to be submitted to EFTPS.)

2. Payment Thresholds

3. Enrollment PIN

4. Request a new Inquiry PIN.

5. Disclosure Authorization Information.

To edit an existing enrollment:

•Click on the Enrollment main tab.

•Select the correct sub-tab:

- If this enrollment has not been sent to EFTPS,click on the Send Enrollments sub-tab.

- If this enrollment has been sent to EFTPS, click on the Enrollment Inquiry sub-tab.

Synchronizing EnrollmentsEditing Enrollment Information

Enrollments

• Does not allow the client to make or cancel payments with this PIN. They will only be able to check theirpayment history.

Clients will receive a special PIN mailing from EFTPS explainingthat their tax professional has requested they receive the InquiryPIN for viewing their payment history online or by phone.

The mailing will include a PIN letter and instructions on how toobtain an Internet Password so clients may access EFTPS online atwww.eftps.gov.

To obtain an Internet Password, clientsshould call: 1-800-982-3526.

Clients should have their PIN letter available when they call as they will be requested to enter:

•The last 8 digits of the Enrollment Trace Number located on their letter.

•PIN.

•Taxpayer Identification Number (EIN or SSN).

Submitting EnrollmentsAfter you have entered all yourenrollments:

•Go to the Send Enrollments tab. Here you will see a listingof the new enrollments you entered.You can review orchange anything before submitting.

•Highlight the Enrollments you are ready to submit.

•Click "Submit," enter your authorization information then click"Submit" again to send your enrollment information to EFTPS.Make sure you are connected to the Internet.

You will receive an immediate email or message from EFTPS tellingyou if your enrollment file was accepted or rejected.

The Taxpayer Inquiry PINSubmitting Enrollments

Enrollments

(continued)

Last 8 Digits

30 31



- If this enrollment has been sent to EFTPS, click onthe Enrollment Inquiry sub-tab.

•Choose the appropriate Registration from the ActiveRegistration list.

- If you are on the Enrollment Inquiry sub-tab,execute a search that will find the enrollment thatyou wish to edit.

•Highlight the enrollment you wish to edit and click "Edit."

You are presented with a tabbed summary of all the taxpayer’senrollment financial information that you may edit.

•Edit the necessary information.

•Click "Save" after all changes are complete.

•Go to the Send Enrollments sub-tab. The enrollment youhave edited will appear. Highlight this enrollment.

•Click "Submit" on the Send Enrollments tab to send yourchanges to EFTPS. Enter your Registration authorizationinformation. Click "Submit" again. Make sure you areconnected to the Internet.

The next time you synchronize your enrollments with EFTPS, the

changes will appear in the taxpayer’s enrollment record.

Deleting an EnrollmentOnly enrollments that have not been submitted to EFTPS may be deleted.

To delete an existing enrollment:

•Click on the Enrollments main tab.The Send Enrollments sub-tab will be active.

•Highlight the enrollment you wish to delete.

•Click "Delete" at the bottom of the page.

Editing Enrollment Financial InformationDeleting an Enrollment

Enrollments

•Choose the appropriate Registration from the ActiveRegistration list.

- If you are on the Enrollment Inquiry sub-tab,execute a search to find the enrollment you wish to edit.

•Highlight the enrollment you wish to edit.

•Click "Edit" at the bottom of the page.

•Click "Save" after all changes are complete.

•Go to the Send Enrollments sub-tab. The enrollment youhave edited will appear. Highlight this enrollment.

•Click "Submit" on the Send Enrollments tab to send yourenrollment changes to EFTPS. Enter your Registrationauthorization information. Click "Submit" again. Make sureyou are connected to the Internet.

The next time you synchronize your enrollments with EFTPS, thechanges will appear in the taxpayer’s enrollment record.

Editing Enrollment Financial InformationTo modify the enrollment’s financial information, you must use theenrollment Edit function. With this function, you can edit thefollowing areas of taxpayer enrollment information:

1. Payment Method (Credit or Debit).

2. Use of Master or Taxpayer account.

3. Bank Routing and Transit Number.

4. Bank Account Number.

5. Enrollment PIN and Taxpayer Inquiry PIN.

To edit the financial information for an existing enrollment:

•Click on the Enrollments main tab.

•Select the correct sub-tab:

- If this enrollment has not been sent to EFTPS, clickon the Send Enrollments sub-tab.

Editing Enrollment Financial Information

Enrollments

(continued)

Archiving an Enrollment

33


Terminating an EnrollmentTerminating an enrollment allows you to remove the enrollmentfrom future enrollment and payment transactions.Terminationpermanently removes the enrollment from the EFTPS system.

To Terminate an enrollment:

1. Open the application.

2. Click the Enrollments tab.

3. Click the Enrollment Inquiry sub-tab.

4. Use the search parameters to locate the enrollment youwish to Terminate.

5. Click "Search."

6. Select the enrollment you wish to Terminate.

7. Click "Terminate." Confirm that you wish to terminatethe enrollment.

8. Go to the Send Enrollments sub-tab. There you will seethe enrollment listed.

9. Highlight the enrollment and click "Submit." Follow theinstructions on the authorizations.

Archiving an EnrollmentThere may come a time when taxpayers you have enrolled are nolonger active.You can archive—or make inactive—those taxpayerswithin your database.This allows you to refine enrollment andpayment reports, because inactive enrollments will not bedisplayed on the normal inquiry search results.

Inactive enrollments can be made Active again (and usedimmediately).The Active/Inactive status is only a designation of anenrollment within your Batch Provider software, and does notaffect the enrollment's status with EFTPS.

Revoking a Third Party AuthorizationA taxpayer can revoke the Third Party Authorization agreement. Toterminate the enrollment and revoke the third party authorization,the taxpayer can write “REVOKE” across Form 9783T and send a

32

Terminating an EnrollmentArchiving an Enrollment

Enrollments


Enrollments

copy of the form to the Batch Provider/Third Party and/or EFTPSCustomer Service. The copy must include a current taxpayersignature.

Archiving Active EnrollmentsTo make an Active enrollment Inactive (archiving the enrollment):




4. Use the search parameters to locate the enrollment youwish to Archive (make inactive).

5. Click "Search."

6. Select the enrollment you wish to Archive.

7. Click "Archive."

Viewing Archived EnrollmentsTo view Archived Enrollments:




4. Choose the "All Archived Enrollments" on the Queryoption within the Query Inputs.

5. Click "Search."

Activating Archived EnrollmentsTo make an Inactive enrollment Active:




4. Choose the "All Archived Enrollments" on the Queryoption within the Query Inputs.

5. Click "Search."

6. Choose the enrollment you wish to make Active.

7. Click "Activate."

Importing Existing Enrollments from a Text FileTo import existing enrollments from a text file, afterlogging on:

•Click on the Enrollments tab.The Send Enrollments sub-tab will be active.

•Click "Import" on the Send Enrollments sub-tab.

•Use only Fixed Width Field Format. (See Appendix for recordlayout format.)

•Select the file you wish to import from the existing files onyour computer.

•Click "Open" and the file will be imported into your EFTPSEnrollments database and be displayed on the SendEnrollments tab.

Exporting Enrollments to a FileTo export existing enrollments to a file, after logging on:

•Click on the Enrollments tab, then on the Enrollment Inquiry sub-tab.

•Perform query, as described in the Enrollment Inquiry sectionto display the enrollments you wish to export to a file.

•Click "Export" on the Enrollment Inquiry sub-tab.

•Choose the appropriate format:

- Fixed Width Field Format.

- Comma Separated Format.

•Select an existing file from the displayed file browser, orcreate a new file to house the enrollment information.

•Click "Open" and the enrollments will be exported to theselected or new file. (The enrollment information exportedinto this file is described in the Appendix (page 55-56).The format is the same as the enrollment import recordlayout format.)

Importing Existing Enrollments from a Text FileExporting Enrollments to a File

35


Enrollment InquiriesYou can query your EFTPS enrollment database by using a variety of search criteria.This function allows you to search and create agroup of enrollments, then either print a report or export theenrollment information to another file format on your computer.

Under the main Enrollments tab:

•Click the Enrollment Inquiry sub-tab.

•Search criteria available:

■ Type of Query (General, All Active, All Archived Enrollments,Requiring Disclosure Authorization)

The search criteria that can be used for a General Query are:

■ EIN/SSN

■ Taxpayer Name

■ RTN

■ Bank Account Number

After you enter your search criteria:

•Click "Search." In the lower window,you are presented withthe search results of the enrollments that match your criteria.

You may View, Edit, Export,Archive,Terminate or Print any and allof the enrollments listed in the search results.You can also arrangethe columns of information in ascending or descending order byclicking on the desired column heading.

34

Enrollment Inquiries

Enrollments


Enrollments

■ Status

■ User ID

■ Processed (Enrollment) Date

Search Criteria

37


36


Creating Payments•Click on the Payments tab. The Send Payments sub-tab will be displayed.

•Select the Registration for these payments from the ActiveRegistration list.

•Click "Add."

In the Add Payment screen, you will enter or select all theinformation that pertains to the payment you will be scheduling.

•Enter the EIN/SSN of the taxpayer for whom you will bemaking a payment.

•Or click "Select" next to the EIN/SSN field.This will bringup a dialog box that displays all of your current activeenrollments.You can use the Go button to search for a givenEIN/SSN. Highlight the applicable EIN/SSN from this list andclick "Select."

Once you enter the EIN/SSN, the remaining taxpayerinformation will be pre-filled for you.

Next:•Select the Tax Form.

•Select the Tax Type.

•Select Audit Adjustment (if applicable).

The Payment Detail will then appear for the Tax Form and TaxType you are paying:

•Enter the payment amount separating dollars and cents witha decimal point.

•If appropriate, select the Tax Period Month to which thispayment applies from the drop down menu. Enter the TaxPeriod Year for the payment.

•Enter the Settlement Date, or select the future date from thecalendar provided.

Creating Payments

Payment Screen Overview

Payment Screen Overview

V. Payments

Function/ChangesTo Payment Information

Selected Payment

Total

Can Arrange Columns In Ascending And Descending Order

Can Drag And Drop Columns To Re-Order Position

Used To MakeBulk PaymentsFrom A Master

Account

Payment Entries Summary

Submit

Active Registration Applied To These

PaymentsPayments Sub-Tabs

Payments

• Deadline for tax payments: 8:00 p.m. ET at least onecalendar day prior to due date.

• You can send up to 5,000 payments in one transaction.

(continued)

38 39



Synchronizing PaymentsAfter you receive the email or message informing you that yourfile was accepted, you should go to the Payments main tab andthe Payment Inquiry sub-tab to select the Registration used forthese Payments. Then click "Sync." After entering your MasterPIN and Master Password into the authentication window thatappears, and entering the earliest date for which you want toretrieve the payment information, click "Submit." Your databasewill be updated with the latest information about the processedpayments from EFTPS.

If a payment is rejected, you can make corrections or changes and re-send the payment(s).

You should synchronize your payment database againwithin three days after you Submit a payment. This willallow you to check for any payments that may be returned.

Synchronizing Payment HistoryIt is recommended that when synchronizing your payment history,you place a timeframe around that request, i.e.,“from January 2007– March 2007,” rather than automatically synchronizing your entiredatabase each time.As your payment history grows, the time ittakes to synchronize your payment history will also increase andrequire significant time to process.

When you submit a synchronization request, the EFTPS systemwill cue up your request. If your request has not been met after30 minutes, it will be dropped from the cue, and you will need to

make another request at a different time.

Importing Payment DataThe Batch Provider software allows you to import paymentinformation from another file.

•Click "Import" in the Send Payments screen.

Synchronizing PaymentsSynchronizing Payment HistoryImporting Payment Data

Your imported files must be in the same format as the data stored in the software. (See Appendix on page 57 for file format.)

If you wish to store the current payment details as the defaultinformation for this taxpayer, check the box at the bottom of thisscreen. Otherwise, the last payment made for this taxpayer will bedisplayed the next time you add a new payment for the client.

•Click "Save."

•The payment now appears in the Send Payments window.

If you wish to view, edit or delete a payment, highlight thepayment.Then click "View," "Edit," or "Delete" from thebuttons at the bottom of the screen.

Submitting PaymentsAfter you enter all the information for scheduled payments, thesepayments will appear in the Send Payments sub-tab.

The blue arrows at the bottom of the screen show you:

•Number of payments selected to be sent.

•The total dollar value of these payments

•If you wish the payments to be withdrawn as a singletransaction from your Master Account, click on the BulkDebit Payments check box.

Once you have reviewedand finalized yourpayments, select thepayments you wish tosend to EFTPS, make sureyou are connected to theInternet, click "Submit"and follow the instructions on the authorizationscreens.

Your payments will be processed by EFTPS and within 3 hours you will receive an email or message telling you if your file was accepted or rejected, and why.

Creating PaymentsSubmitting Payments

Payments Payments

NOTE: You can make as many payments as frequently as you like.

40 41



Click on the Payment Inquiry sub-tab. From this screen, you canquery your payment database based on any one or a combinationof search criteria:

■ General Query (all search criteria can be used)

■ Search by Timeframe (30-60-90-180-365 days or 16 months)

The search criteria that can be used for a General Query are:

■ EIN/SSN

■ Tax Form

■ EFT Number

■ Status of the Payment (returned, scheduled, etc.)

■ Payment Amount

■ User ID (any of the user ID’s you have created)

■ Settled Date (or range of dates)

Before performing a search, make sure:

•You are connected to the Internet, then

•Select the Registration you wish to use from the ActiveRegistrations list.

•Click "Sync" to update the payments for this Registration inyour database. Complete the authorization information, entera date in the "From Date" field, and click "Submit" tobegin synchronization.

Once you have synchronized your database, enter your searchcriteria. Click "Search."

You are then presented with a listing of payments that match yourcriteria. From this screen you can highlight the payment(s) you wish to view.You can sort the payments by the column headings,Print or Export all of the displayed payments, or Copy any payment.

Payments for Suspended EnrollmentsPayments with a status of “scheduled” that were made with anenrollment before it became suspended will be processed asnormal. However, no new payments can be made with anenrollment that is in a suspended status.

Payment InquiriesPayments for Suspended Enrollments

Duplicate PaymentsTo make sure you have not inadvertently entered duplicate payments:

•Click "Duplicates" on the bottom of the Send Payment sub-tab.

•The system will highlight any payments considered to be duplicates.

•You may then change payment information by editing,choosing to override the duplicate warning, or deleting the duplicate payments.

•Click "Refresh" to remove the duplicates from the displayed payments.

Canceling PaymentsA scheduled payment may be cancelled provided the settlementdate is at least two business days in the future.

To cancel a payment:

•Click on the Payments tab.

•Click on the Cancel Payments sub-tab.

•Select the Registration you wish to use from the ActiveRegistrations list. All payments that are eligible forcancellation for that Registration will be displayed.

•Highlight the payment(s) you wish to cancel.

•Make sure you are connected to the Internet.

•Click "Cancel."

•Complete the authorization information and click "Submit."

•Click "Refresh" on the main Cancel Payments screen afterthe payment cancellation transmission is complete. Thepayment status will appear as "Submitted." When yousynchronize your payments after the cancellation date, the

status of the payment will appear as "Cancelled."

Payment InquiriesYour EFTPS Batch Provider Software contains a robust search tool under the main Payments tab.

Duplicate PaymentsCanceling Payments

Payments Payments

The User Administration section of the Batch Provider software allowsyou to set roles and responsibilities for multiple users of the software.

Determining User RolesIf your EFTPS Batch Provider Software will be used by more thanone person, you may want to define the levels of access for eachof the users.This feature:

•Allows you to control who can view, update, add or removepayments from the database.

•Allows you to set User Passwords for each user, giving yougreater control over your database.

The software contains three pre-defined roles:

1. "Admin"–this should be the main administrator of theprogram who has full access to the complete functionalityof the program.

2. "Manager"–can do everything except set up the software.

3. "User"–can view and update information, but cannot add

or remove information.

Adding Users and Defining RolesTo add a User:

•Click on the main User Administration tab.

•Click "New" under Users.

•Enter the User ID for the person.This can be a description or nickname.

•Enter the full name of the user.

•Select the User Role (Administrator, Manager, User).

•Set a User Password for this person.

•Click "Save."

Determining User RolesAdding Users and Defining Roles

43


Exporting Payments to a FileTo export existing payments to a file, after logging on:

•Click on Payments tab, then on the Payment Inquiry sub-tab.

•Perform your query, as described in the Payment Inquirysection to display the payments you wish to export to a file.

•Click "Export" on the Payment Inquiry sub-tab.

•Choose the appropriate format:

- Fixed Width Field Format. The payment informationexported into this file is the same as the PaymentImport format described in the Appendix (page 57)for the import payment record layout format.

- Comma Separated Format. The payment informationexported into this file is described in the Appendix(page 58).

•Select an existing file from the displayed file browser, orcreate a new file to house the enrollment information.

•Click "Open" and the file will be exported to that file.

Copying/Pasting PaymentsIf you wish to copy payments and paste them into the SendPayments tab, highlight the payments in the Payments Inquirytab and click "Copy." Then go to the Send Payments tab andclick "Paste." These payments will then appear in the SendPayments tab.

Payments Via PhoneIf you are away from your office or computer and need to make apayment for a client, you can make your payment by phone.All youneed is the payment information, and the taxpayer’s enrollment TINand PIN.The payments you make by phone will appear in yourEFTPS database when you synchronize your payments with EFTPS.

Call the EFTPS Voice Response System at 1-800-555-3453 (forbusinesses), 1-800-315-4829 (for individuals).Available 24/7.

42

Exporting Payments to a FileCopying/Pasting Payments

Payments Via Phone

Payments


VI. User Administration

44 45



The Notifications section of the Batch Provider software contains a tabshowing any messages you may receive from EFTPS, and a Calendar formaking notes, sending notes to other users, and indicating payment dates.

Messages

EFTPS will communicate with you to:

•Provide the status of your files.

•Send you special announcements.

•Alert you to software updates.

These communications will appear on the Messages screen underthe Notifications tab.

To check for new messages:

•Click on the Notifications tab.

•Click on the Messages sub-tab.

•Choose the Registration for which you want to receivemessages from the "Registration" drop down list.

•Click "Sync," enter your authorization information and click "Submit."

•If any new messages are received, they will be displayed atthe end of your current messages.

To read messages:

•Click on theNotifications tab.

•Click on theMessagessub-tab.

•Select the message you wish to read.

•Click "View."

Messages

VII. Notifications

You have the flexibility to determine the levels of access and thefunctions each of the user types can perform by defining Roles for each person.

To Define a Role:

•Click on the main User Administration tab.

•Click "New" under Roles. Here you enter the Role Name(Administrator, Manager, User).

•Enter a description for the Role that defines what the persondoes, i.e., File Manager, Data Entry, Payment Scheduler, etc.

•Check the assignments for the Role, i.e., what functions theycan perform within the software for Setup, Registration,Enrollment, Payment, File Query, and Reporting.

•Choose Add, Delete, Edit or View for each function.

•Click "Save."

Editing and Deleting Users and RolesThrough the User Administration main tab, you can edit and delete Users and Roles:

•Highlight the User or Role.

•Click "Edit" or "Delete". Follow the instructions on the screens.

Adding Users and Defining RolesEditing and Deleting Users and Roles

User Administration

Each time you log on, one of the first things you should dois check for any new messages.

47


46


Email Communications and SecurityYou have the option of receiving email communications fromEFTPS on the status of the files you send. During the Registrationprocess, you can specify up to 3 email addresses for receivingmessages.

Please be assured that your email addresses are used for EFTPSBatch Provider Software communications only and will not beshared with anyone.

As a matter of security…

•You will not receive email messages from EFTPS containingany specific account information, such as Registration ID,PIN, or dollar amounts.

•EFTPS will not request any account or personal informationvia an email.

•If you receive an email that appears to come from EFTPS andit requests personal information, please contact EFTPS BatchProvider Customer Service at 1-800-945-0966 immediately.

Email Communications and Security

Notifications

To delete a message:

•Click on the Notifications tab.

•Click on the Messages sub-tab.

•Select the message you wish to delete.

•Click "Delete."

CalendarTo help you keep track of payment due dates and holidays, and togive you a place to communicate with other users of yoursoftware, there is a Calendar under the Notifications tab.

Here you can:

•View dates by month, week or day for up to 3 years in advance.

•Use the arrowsat the top ofthe calendar, togo forward orback by month(< >) or byyear (<< >>).

•View by weekand day.

You can also:

•Add notes orappointments to any given date by double-clicking on thedate. A scheduling window will appear where you canrecord activities or schedule future activities.

•View federal holidays and notes you have added.

Double-click on any date, and a separate window will open toreveal the information for that date.

Calendar

Notifications

Troubleshooting

49


The email messages you will receive from EFTPS will look like this:

48

Email Communications and Security

Notifications


VIII. Troubleshooting

PROBLEM POSSIBLE SOLUTION

Registration Failed/Invalid

Rejected Files

Files/Data Won’tSynchronize

CannotImport/Export

Cannot CancelPayment

If you receive a message or notification that your Registration is invalid,there could be a number of reasons. Please check the following:

• Make sure you entered the business name exactly as it appearson your tax return.

• Make sure your address is correct.• Make sure the TIN you used is the correct TIN for the business

name you entered.

If you need additional assistance, call EFTPS Batch ProviderCustomer Service at 1-800-945-0966, M-F, 8:30 a.m. – 8:00 p.m. ET

If you receive a message or notification that your enrollment orpayment file(s) were rejected, log on to the software and perform aSync request to receive further details.


If you attempted to synchronize your data and the process failed, trythe following:

• Make sure you are connected to the Internet.• Verify that you are entering the proper Registration

Authorization Credentials (Registration ID, Master Password,Master PIN).

• Make sure the "From Date" field includes the date theenrollment or payment was submitted.

• Make sure you have selected an Active Registration from theRegistration list.


If you have problems Importing enrollment or payment files…

• Make sure you have selected an Import file that is formattedas Fixed Field Width.

• Make sure you are importing a Text (.txt) file.• Review the File Formats in the Appendix.

If you have problems Exporting payment files…• Make sure you have highlighted the payment(s) to be exported.• Make sure the ".txt" extension appears at the end of the file name.

Only payments that are scheduled to settle at least 2 business daysin the future may be cancelled.

• Make sure you have highlighted the payment you wish tocancel.

• Make sure you are connected to the Internet.• Make sure to click "Cancel" in the "Cancel Payments" window.

Important Terms to Know1. ACH Trace Number – The unique number found on every

EFTPS debit payment.

2. Administrator’s User ID and Password – The ID andPassword you create when you install the software.These arethe keys for administering the software, not for sending orreceiving information from EFTPS.

3. Archive – You can archive—or make inactive—enrollmentswithin your database.This allows you to refine enrollment andpayment reports, because inactive enrollments will not bedisplayed on the normal inquiry search results. Inactiveenrollments can be made Active again (and used immediately).The Active/Inactive status is only a designation of anenrollment within your Batch Provider software, and does notaffect the enrollment's status with EFTPS. Note: Enrollmentswith outstanding payments (either New or Submitted) cannotbe Archived.

4. EFT Number – The unique Electronic Funds Transfer numberassigned to payments and cancellations for tracking purposes.This number is your receipt for the transaction.

5. EIN – Employer Identification Number. The unique 9-digitnumber used to identify a business taxpayer.

6. Email Notification – Receiving email messages is optional.After you send enrollments or payments to EFTPS, the systemwill respond with a secure email noting if your file wasaccepted or rejected.You can have up to 3 email addresses thatcan receive notifications.You enter or add those emailaddresses as a part of your Registration.

7. Enrollment PIN – Every enrollment entered into the softwarereceives a unique Personal Identification Number (PIN) foradded security. Self-selecting a PIN for an enrollment isoptional. If a PIN is entered, it must be 4 numeric digits, andcannot be 0000 or 9999, and may not duplicate anotherTIN/PIN combination within the system.

51


50


Glossary

IX. Glossary

Troubleshooting

Troubleshooting

PROBLEM POSSIBLE SOLUTION

Cannot EditInformation

Lost or MisplacedMaster Password or Master PIN

The software has 3 pre-defined Roles:

1. "Admin"–the main administrator of the program has full accessto the complete functionality of the program.

2. "Manager"–can do everything except set up the software.3. "User"–can view and update information, but cannot add or

remove information.

Depending upon how the User and Role functions were assignedwithin the software, it may be that you do not have the correctprivileges set to edit information.

To verify that you have the authority to View, Update, Add or Removeinformation, check the following:

• Click on the User Administration tab.• Highlight your Role.• Click Edit.• Here you will see the abilities that have been set for your Role.

If you are not the Administrator of the software, you cannot makechanges to the tasks of the Role. Check with the Administrator ofthe program.

If you lose, forget, or misplace your Master Password,call the Batch Provider VRS to obtain a new Master Password. Call 1-800-945-7337. Please have your Registration ID and PINavailable when you call.

If you lose, forget, or misplace your Master PIN, call EFTPS BatchProvider Customer Service to request a new PIN. Customer Serviceis available Monday-Friday, 8:30 a.m. – 8:00 p.m., ET. Call 1-800-945-0966. Please have your Registration ID availablewhen you call.

13. Pre-Note – Short for pre-notification. Pre-note is theverification process to make sure the bank account numberyou enter is a valid number. EFTPS will contact the financialinstitution for the account you are using and ask them to verifythat the number is a valid account number. This processrequires 10 days.

14. Registration Authorization Information – This is thewindow that appears before you send information to EFTPS. Itasks for your Registration ID, Master PIN and Master Password.By entering this information, you are authorizing thetransaction.

15. Role – Pre-defined roles are present in the software.These are:"Admin," "Manager," and "User." Each has specific levels ofresponsibilities and authority.

16. RTN – Routing Transit Number. A unique 9-digit bankidentification number that is part of every ACH transaction andidentifies a specific financial institution.

17. SSN – Social Security Number. The unique 9-digit taxpayeridentification number assigned to an individual taxpayer.

18. Settlement Date – The business date on which funds arewithdrawn from the designated bank account. Payments mustbe scheduled by 8:00 p.m. ET at least one calendar day prior tosettlement date.

19. Submit – Submit means you are providing information toEFTPS via the software and a secure Internet connection.

20. Sync – Synchronization means you receive current enrollmentand payment information from the EFTPS database via a secureInternet connection.

21. Taxpayer Inquiry PIN – A 4-digit Personal IdentificationNumber assigned and sent to an enrolled taxpayer at yourrequest. The Inquiry PIN allows clients to check theirpayment history. They cannot make or cancel payments, onlyreview information. An Internet Password is also required toview payments online.

Glossary

53


8. Express Registration – Is available only if you have anexisting Batch Provider Registration or an EFTPS Internetenrollment. Express Registration allows you to generate a newRegistration using the name and TIN of an existing EFTPSInternet enrollment or Batch Provider Registration.When youselect Express Registration during the Registration process, thesystem will prompt you to self-select a Master PIN and enterthe Password and PIN from the previous Registration orenrollment. Once you complete and submit all the requiredRegistration information, the system will send back a newBatch Provider Registration ID. You then call the EFTPS BatchProvider Voice Response System (VRS) at 1-800-945-7337 toobtain a new Master Password so you can send and receiveenrollments or payments.

9. Internet Password – A Password obtained by an enrolledtaxpayer that may be used in conjunction with a TaxpayerInquiry PIN to view their payment history online atwww.eftps.gov. Taxpayers call 1-800-982-3526 to obtain anInternet Password.

10. Master Account – You can choose to make payments forclients from a single Master Bank Account that you maintain.This account would be one that you manage and for whichyou have responsibility.

11. Master Password – The Master Password is used inconjunction with your TIN and Master PIN to provide you withthe greatest level of security in sending and receiving EFTPStransactions. It is case-sensitive, with 6 – 12 characterscontaining at least one special or numeric character (except %and _ underscore) using both upper and lower case.

12. Master PIN – A four-digit Personal Identification Numberassigned by EFTPS. The Master PIN is one of two authenticationkeys (with the Master Password) that allow you to protect yourBatch Provider account. You are responsible for protecting theMaster PIN – do not give out this authentication information toanyone and store any references to this PIN in a securelocation. The Master PIN must be 4 numeric digits and cannotbe 0000 or 9999.

52

Glossary

IX. Glossary


Glossary

a. Record Layout for Importing Enrollments

55


22. Threshold Amount – An optional feature of the enrollmentprocess. You can set dollar amount limits for each tax type youare paying for a client to warn you of a potential overpayment.When you make a payment for that client and tax type, thesystem will compare your payment amount against your statedlimit and provide a warning if you exceed the limit. You mayoverride the warning if you wish.

23. TIN – Taxpayer Identification Number.A nine-digit EmployerIdentification Number (EIN) for a business, or a nine-digitSocial Security Number (SSN) for an individual.

24. User – A person designated to use the software by theAdministrator.

25. User ID – The description or nickname of a person using the software.

26. VRS – Voice Response System. The automated telephonesystem used to obtain a Password.

54

Glossary

Glossary


X. Appendix

a. Record Layout for Importing EnrollmentsEnrollment data can be imported using the Import functionality.Click "Import" and choose a text file from the file browser to beimported.

Imported files must conform to the length and validation rulesoutlined below. No more than 750 enrollments can be importedat one time. Imported enrollments will be saved to the SendEnrollments grid with a status of New.

(continued)

Field Name

Batch Filer ID

Master Inquiry PIN

File Date

Filer Sequence Number

Enrollment Number

Action Code

Taxpayer Name

Taxpayer Type

Taxpayer TIN

Taxpayer PIN

Secondary TIN

Country Code

State

Zip Code

Signature Equivalent

Remittance Method

Type

Numeric

Numeric

Numeric

Numeric

Numeric

Char

Char

Char

Numeric

Numeric

Numeric

Char

Char

Numeric

Numeric

Char

Length

9

4

8

3

4

1

35

1

9

4

9

2

2

9

4

1

Field Edits

Must be 9 digits

Must be 4 digits

Must be valid date YYYYMMDD

Must be unique within day

Must be ascending within a file

Must contain valid value A = Add T = Terminate

Must contain at least 2 characters

Must contain valid values B = Business I = Individual

Must be 9 digits

Blank unless action code equals "T"

Must be blank

Must be non-blank, using ISO countrycodes

Must be valid state if country code = US

Must be non-blank if country code = US,and at least 5 digits.

Must contain "8655" (confirms 8655 has been submitted to IRS)

Must contain valid value C = EFTPS ACH CreditD = EFTPS ACH Debit

57


56


b. Record Layout for Importing New Payments

Appendix

Primary Input Method

Master Account Flag

Routing Transit Number

Account Number

Account Type

Pre-note Account

Char

Char

Numeric

Char

Char

Char

1

1

9

17

1

1

D = EFTPS

Must contain valid value if remittancemethod equals "D", else equal blank P = PC B = Batch V = Voice

Must contain valid value if remittancemethod equals "D", else equal blank Y = Use Batch Filer Account N = Use Taxpayer Account

If Master Account flag equals "N" and ifremittance method equals "D", else equalblank. Must contain 9 digits

If Master Account flag equals "N" and ifremittance method equals "D", else equalblank

If Master Account flag equals "N" and ifremittance method equals "D", else equalblank. Must contain valid value C = CheckingS = Savings

If Master Account flag equals "N" and ifremittance method equals "D", else equalblank Must contain valid value Y = Yes, Pre-note account N = No, Batch Filer assumes responsibility

for accuracy

Field Name Type Length Field Edits

a. Record Layout for Importing Enrollments

Appendix

b. Record Layout for Importing New PaymentsPayment data can be imported using the Import functionality.Click"Import" and choose a text file from the file browser to be imported.

Imported files must conform to the length and validation rulesoutlined below. No more than 750 enrollments can be importedat one time. Imported payments will be saved to the SendPayments grid with a status of New.

Field Name

Batch Filer ID

Master Inquiry PIN

File Date

Filer Sequence Number

Payment ReferenceNumber

Action Code

Taxpayer TIN

Taxpayer PIN

Taxpayer Type

Tax Type Code

Tax Period

Settlement Date

Payment Amount

Subcategory code 1

Subcategory amount 1

Subcategory code andamount repeated up to 5

Subcategory code 5

Subcategory amount 5

Type

Numeric

Numeric

Numeric

Numeric

Numeric

Char

Char

Numeric

Char

Numeric

Numeric

Numeric

Numeric

Numeric

Numeric

Numeric

Numeric

Length

9

4

8

3

4

1

9

4

1

5

6

8

15

3

15

3

15

Field Edits

Must be 9 digits

Must be 4 digits

Must be valid date YYYYMMDD

Must be unique within day

Must be ascending within a file

Must contain valid value P = Payment

Must be 9 digits

Must be 4 digits

Must be valid valueB = BusinessI = Individual

Must be valid tax type code

Must be valid date YYYYMM

Must be valid Settlement Date YYYYMMDD

Must be greater than 0 and less than100,000,000

Not a required field, if present must bevalid IRS code

Not a required field; if present, sum ofsubcategory amount must equal totalpayment amount

Not a required field, if present must bevalid IRS code

Not a required field; if present, sum ofsubcategory amount must equal totalpayment amount

d. How to Apply Proxy Settings

File Configuration:

If you have a firewall and need to use a proxy server to connectoutside of that firewall, you will need to place the address of yourproxy server in one of the EFTPS Batch Provider software files onyour hard drive. Check with your Network Administrator to obtainthe specific proxy server address, port, and any realm, user name,or password information.

Application File System:

Before beginning, make sure you have the following propertyvalues from your Network Administrator:

■ Proxy Host Name

■ Proxy Port

Also determine whether the following are required on yournetwork, and obtain the proper values:

■ Proxy Realm

■ Proxy Username

■ Proxy Password

FILE 1 — Application Properties file

1. Close the EFTPS Batch Provider application while modifying the file.

2. Open the application.properties file located in APPLICATION_HOME/conf directory.

3. Modify proxyPort=

proxyHost=

useProxy=

as shown in the sample on the next page. The proxyRealm,proxyPassword, and proxyUserName are not always required.Your Network Administrator should be able to determine whichproperties are needed and what the values should be.

59


c. Record Layout for Exporting Payments (Comma Separated File Format)The comma separated payment export file includes the fieldsbelow in the following order:

■ EIN/SSN

■ Taxpayer Type Code, B(Business) or I(Individual)

■ Electronic Funds Transfer (EFT) number

■ Original EFT Number (used for payments returned from the ACH banking system)

■ Cancellation EFT Number (used for cancelled payments)

■ Bulk Debit Trace Number

■ Bulk Debit Cancellation Number

■ Payment Input Method (batch, phone, credit, etc.)

■ Tax Form

■ Tax Form Description

■ Tax Type

■ Tax Period

■ Total Payment Amount

■ Settlement Date

■ ACH Trace Number

■ Payment Status

■ Transaction Code

■ Input Date

■ Input Time

■ Cancellation Date

58


c. Record Layout for Exporting Payments

Appendix

d. How To Apply Proxy Settings

(continued)

Appendix

powerupdate.app.dont.launch.on.exit.code=powerupdate.app.product.name=PowerUpdate\\u0020for\\u0020Java\\u0020APIpowerupdate.app.product.code=0267aaf632e87a63288a08331f22c7c3powerupdate.user.http.proxy.authentication.enabled=falsepowerupdate.app.installed.versionid=4powerupdate.app.user.cancel=truepowerupdate.app.installed.version=0.0powerupdate.user.http.proxy.enabled=truepowerupdate.user.http.proxy.authentication.password=powerupdate.app.launch.on.exit.code=powerupdate.user.http.proxy.port=8080powerupdate.user.client.code=powerupdate.app.company.name=properties.version=2.0powerupdate.app.ui.mode=AWTpowerupdate.user.connection.timeout=60000powerupdate.user.http.proxy.host=cacsecvr01.fdcsg.1dc.com

FILE 3 — Product file


2. Open the product.app.pu.properties file located inAPPLICATION_HOME/lib/ext.

3. Modify powerupdate.user.http.proxy.enabled=powerupdate.user.http.proxy.port=powerupdate.user.http.proxy.host=

as shown in the sample below.Your Network Administrator should be able to determine if other properties should be changed.

Sample product.app.pu.properties file WITH modified proxy settings:#These are com.zerog.u2d.client.properties.AppProperties properties.#Mon Oct 10 18:15:17 EDT 2005powerupdate.user.http.proxy.authentication.username=powerupdate.app.dont.launch.on.exit.code=powerupdate.app.product.name=EFTPSBatchProviderpowerupdate.app.product.code=c4ca4238a0b923820dcc509a6f75849bpowerupdate.user.http.proxy.authentication.enabled=falsepowerupdate.app.installed.versionid=5powerupdate.app.user.cancel=truepowerupdate.app.installed.version=0.0powerupdate.user.http.proxy.enabled=truepowerupdate.user.http.proxy.authentication.password=powerupdate.app.launch.on.exit.code=powerupdate.user.http.proxy.port=8080powerupdate.user.client.code=powerupdate.app.company.name=properties.version=2.0powerupdate.app.ui.mode=AWTpowerupdate.user.connection.timeout=60000powerupdate.user.http.proxy.host=cacsecvr01.fdcsg.1dc.com


61


Sample application.properties file with modified proxy settings:#stored#Mon Nov 21 10:30:24 MST 2005SoftwareID=00000010networkedServer=falsepanel.info.background.color=207,228,255window.gov.eftps.batchprovider.ui.MainFrameTabbed.height=621build.number=200510261611dbPortNumber=http.timeout=300000build.date=10/26/2005 04\:11 PMdbServerName=SoftwareName=Eftps Batch ProviderproxyRealm=db.driver=com.pointbase.jdbc.jdbcUniversalDriverproxyPassword=ProcessType=Twindow.gov.eftps.batchprovider.ui.MainFrameTabbed.y=0networkedClient=falseversion.number=0.9.9.9.8window.gov.eftps.batchprovider.ui.MainFrameTabbed.x=0proxyPort=8080panel.error.background.color=255,255,194db.url=jdbc\:pointbase\:embedded\:batchproviderdbgov.eftps.batchprovider.rao.hostUrl=https\://192.168.85.10\:8452/servicespanel.dialog.background.color=242,244,252proxyHost=cacsecvr01.fdcsg.1dc.comuseProxy=trueproxyUserName=window.gov.eftps.batchprovider.ui.MainFrameTabbed.width=923

FILE 2 — PowerUpdate file

The second and third files that need to be modified to accommodate aproxy server are for the PowerUpdate process.


2. Open the powerupdate.app.pu.properties file located in APPLICATION_HOME/conf directory.

3. Modify powerupdate.user.http.proxy.enabled=powerupdate.user.http.proxy.port=powerupdate.user.http.proxy.host=

as shown in the sample below. Your Network Administrator should be able to determine if other properties should be changed.

Sample powerupdate.app.pu.properties file WITH modified proxy settings:#These are com.zerog.u2d.client.properties.AppProperties properties.#Mon Oct 10 18:15:17 EDT 2005powerupdate.user.http.proxy.authentication.username=

60


Appendix


Appendix

(continued) (continued)

62 63



e. Federal Reserve Bank Holidaysf. License Agreement

Appendix

Using the configured proxy settings:

After these three files have been modified and saved, you can openthe application and begin using it.When you Synchronize, Submit,or Cancel, the proxy settings you modified will be used for theconnection to EFTPS.

Any Problems

If you cannot connect to EFTPS with the newly configured proxysettings, first re-check the proxy configurations to make sure theyare correct. If you are still having problems connecting, pleasecontact EFTPS Batch Provider Customer Service: 1-800-945-0966,

Monday – Friday, 8:30am – 8:00pm.

e. Federal Reserve Bank Holidays Tax payment transactions will not be processed through theFedACH or Fedwire Funds® on the following Federal Reserve Bank Holidays:

■ New Year’s Day ■ Martin Luther King Jr. Day

■ President’s Day ■ Memorial Day

■ Independence Day ■ Labor Day

■ Columbus Day ■ Veteran’s Day

■ Thanksgiving Day ■ Christmas Day

f. License AgreementThis EFTPS software is protected by the United States CopyrightLaws and is the proprietary property of First Data Technologies,Inc. ("we" or "us").Your use of this software is subject to the termsand conditions of the following End User License Agreement:

End User License AgreementImportant: Read this End User License Agreement ("Agreement")carefully before proceeding to install the EFTPS software. Bycontinuing with the installation, you are accepting and agreeing tothe terms stated here. If you do not want to be bound by theterms of this Agreement, discontinue the installation.

f. License Agreement

Appendix

(continued) (continued)

In consideration of your use of the EFTPS software ("Software") andother good and valuable consideration, you and we agree as follows:

1. License Grant. We are the owners of all right, title and interestin the Software and all user documentation and other accompanyingmaterials ("Documentation").We hereby grant to you, and you accept,a nonexclusive, nontransferable, license to use the Software for thesole purpose to permit you to process and send data to EFTPS.Youmay make one copy of the Software and Documentation for backupand archival purposes. Except as expressly set forth above, or asotherwise required as an essential step in the utilization of theSoftware contemplated by this Agreement, you may not copy, modify,reprogram, translate, reverse engineer,decompile,disassemble, assign,sublicense, transfer, pledge, lease, rent, attempt to use the Software ona standalone basis or otherwise share the Software or Documentation.You shall not remove, conceal or otherwise alter any copyright,trademarks or other proprietary or identifying notices, legends,symbols,labels, or markings that appear on the Software or Documentation orare used in association with the Software or Documentation.

2. Our Rights. You acknowledge and agree that we retain all titleand ownership of the Software and Documentation and all copies ofthem and that we do not convey any title or ownership interest toyou.Any rights with respect to the Software and Documentation notexpressly granted herein shall be reserved by us and our licensors andwe do not convey any proprietary rights or other interest therein toyou other than the license granted or permitted hereunder.

3. Term. This Agreement will begin as soon as you completelyinstall the Software.You may terminate this Agreement at any timeby returning all copies of the Software and Documentation to us.We may terminate this Agreement upon your breach of any termof this Agreement. If we do terminate this Agreement for yourbreach, you agree to return any and all copies of the Software andDocumentation to us.

4. No Warranty. We have not tested the Software on all thecomputer systems on which it may be used. Because a problemcould be caused by factors outside our control (such as a failure ofyour personal computer or of the communications network), we

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7. U.S. Government Restricted Rights. As defined in FederalAcquisition Regulation ("FAR") section 2.101, Defense FederalAcquisition Regulation ("DFAR") section 252.227-7014(a)(1) andDFAR section 252.227-7014(a)(5) or otherwise, the Software,Documentation and any other software and accompanyingdocumentation provided hereunder are "commercial items,""commercial computer software" and/or "commercial computersoftware documentation." Consistent with DFAR section 227.7202and FAR section 12.212, any use, modification, reproduction, release,performance, display, disclosure or distribution thereof by or for theU.S. Government shall be governed solely by the terms of ourstandard commercial license agreement and shall be prohibitedexcept to the extent expressly permitted by such agreement.

8. Severability. If any court of competent jurisdiction declaresany term of this Agreement void or unenforceable, the other termsof this Agreement will still be effective.

9. No Waiver. If either you or we fail to enforce any rights grantedby this Agreement or to take action against the other party for anybreach of this Agreement, that failure to act shall not be deemed awaiver by that party as to subsequent enforcement of rights orsubsequent actions in the event of future breaches.

10. No Export. You shall use the Software only in the UnitedStates.You shall not download or otherwise export the Softwareor underlying information or technology into any other country.

11. Entire Agreement. You acknowledge that you have readthis agreement, understand it and agree to be bound by itsterms and conditions. This agreement is the complete andexclusive statement of the agreement between you and us andsupersedes any prior proposal, representation or agreementbetween you and us regarding your use of the Software and theDocumentation.


Appendix

cannot and do not guarantee that the Software will performproperly on any given system.

We are providing the Software and Documentation to you "as is"and we disclaim any and all other warranties, whether expressor implied, including, without limitation, any warranty ofnoninfringement and any implied warranties of performance,merchantability or fitness for a particular purpose.

The Software and Documentation are subject to change withoutnotice to you.

5. Limitation of Liability. In no event will we or our suppliersor our or their directors, officers, employees, agents orsubcontractors be liable to you for any damages (includingamong others consequential, incidental, indirect, special,punitive or exemplary or the like) damages arising out of youruse or inability to use the Software or Documentation, includingbut not limited to any loss of profits or revenues, loss ofgoodwill, failure to realize expected savings, commercial oreconomic loss, or lost or damaged data, howsoever arising, evenif such damages were foreseeable or we or our suppliers wereadvised of the possibility of such damages. Some states do notallow the limitation or exclusion or liability for incidental orconsequential damages, so the above limitation or exclusionmay not apply to you. Neither we or our suppliers will be liableto you for damages or expenses arising from changes inoperating characteristics of hardware or software which aremade after the release of the products; or damages arising fromthe use of the products with other software.

To minimize your loss or damage due to inaccessibility of thecommunications network when many users are transmitting taxpayments at the same time, you should process your tax paymentsin advance of the due date or warehouse your transaction fortransmission on a certain date.

6. Governing Law. This Agreement shall be construed andgoverned in accordance with the laws of the State of New Yorkexcluding its conflict of law provisions.


Appendix

(continued)

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NotesNotesAppendix

Confidential Information

CONFIDENTIAL INFORMATIONEFTPS information is subject to the Privacy Act of 1974, Public Law93-579, December 31, 1974 (5 U.S.C. 552a).Any officer or employeewho by virtue of his/her employment or official position, haspossession of, or access to, agency records disclosure of which isprohibited by the Privacy Act or regulations established thereunder,and who knowingly discloses in any manner to any person oragency not entitled to receive it, shall be guilty of a misdemeanorand fined not more than $5,000.00.Willful disclosure of any taxpayment information for a purpose and to the extent unauthorizedfor performance of work constitutes a felony, punishable uponconviction by a fine of as much of as $5,000.00 or imprisonment foras long as five years, or both, together with the costs of prosecution.Any such knowing or negligent unauthorized disclosure of taxpayment information may also result in an award of civil damages inan amount not less than $1,000.00 plus costs with respect to eachinstance of unauthorized disclosure.The unauthorized inspection ordisclosure of such information, maintained either in hard copy orelectronically, may result in a misdemeanor conviction with a fine ofup to $1,000 and/or imprisonment up to one year, plus civildamages of $1,000 or actual damages, whichever is greater.

Notes

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Important Contact Phone Numbers

EFTPS Batch Provider Customer Service8:30 a.m. – 8:00 p.m. ET, Monday-Friday

1-800-945-0966

EFTPS Batch Provider Master Password VRS

1-800-945-7337

EFTPS Taxpayer Internet Password VRS

1-800-982-3526

EFTPS Taxpayer Customer Service24 hours a day, 7 days a week

Business: 1-800-555-4477Individual: 1-800-316-6541

XI. Important Contact Phone Numbers

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