Chapter 3: Refunds and Compliance |
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3.4 940 Certification - Daily - Overview
TWC receives periodic requests from employers, employers' designated representatives, other sections of the Tax Department and the IRS for re-certification of TWC tax accounts. These requests come in the form of letters, E-mails, fax, and telephone calls.
Tax is responsible for safeguarding the confidentiality of tax data. Open Records request procedures must be followed when releasing information. Mailing to the address of record is preferred; faxing the documents is not preferred, unless identity can be verified.
3.4.1 940 Certification - Daily - Preliminary Review
The request should include both the FEID and TWC account numbers to ensure the accuracy of the request. Once identity and numbers are verified the following screens should be reviewed before processing the request:
SER: Check to ensure there were wages during the requested year.
STS: Check for the first wages date and the last wages date if appropriate.
Check if there are any reports due.
Check if there is any money due for the year requested.
Check for predecessor and successor accounts, and if they are approved if there are any debits on those accounts.
Verify the address of record for mailing purposes.3.4.2 940 Certification - Daily- Request Processing
Statements are sent to the IRS certifying taxable wages, tax rate, and contributions paid in a calendar year by using the AFC screen. The statement is ordered by keying:
Requestor's unit number, (e.g 5510)
The two-digit year (99, 00, 01)
Account number.3.4.3 940 Certification - Daily - Multiple Accounts/Multiple Years
Multiple accounts may be entered only when requests are for the same year.
Multiple year requests require completion of the input for one year and starting the screen again for the next year
3.4.4 940 Certification - Daily - Zero Wages - Reinstate Quarters
If there were zero wages for the period or during the period, a zero certification will be produced for that period.
It may be necessary to re-instate a quarter so that the statement can be processed. Periods of time may be re-instated by use of the "Request For Reinstatement of an Archived Account" (TAI) screen. Re-instate an account or a quarter by entering:
1. "A" for the total account, "Q" to re-instate specific quarters
2. Enter the starting quarter, i.e. 2/99, 1/00
3. Enter the ending quarter, i.e. 3/98, 4/98
4. Enter a "Y" or "N" if re-instating the document log is desired.
Statements will be mailed the following business day to the address of record and the IRS as the normal course of business. Faxing of the form will only be done on a case by case situation.
