Time to File Your ACA Information Returns with the IRS

Now that the deadline for Paper Filing your ACA Information Returns (February 28, 2017) has come and gone, it is time to focus on making sure your Employee copies of the 1095-C forms have been furnished, either in person or postmarked, by Thursday, March 2, 2017.

And for those of you who must, or who have chosen to, file your returns electronically, you are in the final stretch of meeting your deadline to upload your files to IRS e-Services by March 31, 2017.

If you have missed the paper filing deadline, or if you haven’t already obtained your TCC from the IRS, you have the next 31 days to process your electronic submission. And since the IRS e-Services registration seems to still be an area of some confusion, we would like to remind you again that TWO responsible employees in your company must register for a user account on e-Services in order to properly process your ACA Application for TCC.

Also as a reminder, Datatech will NOT be filing any electronic information returns on behalf of our customers for 2016 reporting. We have been encouraging preparation for these deadlines in earnest since November 2016. We also have a much larger customer base using the HRM software this reporting year, and we do not have sufficient personnel to handle these kinds of requests. Additionally, the electronic file functions of your HRM Software are much better utilized if you process your own information returns.

For more information and step-by-step instructions to help you through the entire 1095-C and 1094-C process, please click on the Movie Clapboard icon in your Datatech programs to open our Support Videos training website. Once there, scroll down and click on the Annual Training link located underneath the Human Resource Management heading.

This opens the training page dedicated to the Webinar we held back in November 2016 regarding 1095-C and 1094-C Preparation. After the page opens, click on the large green button to Download a PDF of the Webinar pages. Note that there are seven sections to the training, including preparing TIN Validation Notices.

If you focus on sections two through six, and watch the associated videos for these sections, you should still be able to complete the process by the March 31, 2017 deadline. But the IRS e-Services Registration and subsequent ACA Application for TCC should be your first priorities, since these will take a few weeks to complete. After reviewing these training materials, please feel free to send specific questions to support@datatechag.com.

IRS Issues TCC Status Alert

As we know that this problem has already affected some of our customers, please be aware that the IRS has issued the alert shown below. You may use the following link to go directly to the IRS site.

https://content.govdelivery.com/accounts/USIRS/bulletins/18a392a 

UPLOADING ACA ELECTRONIC FILES

Some of our customers have reported issues with being able to find the IRS upload pages for either Test files or Production files. Here is a new link to open the IRS site where you can select which channel you want to use and then log in to upload your files, obtain your Receipt ID, and then check the status of your submission and (in the case of Production files) Download your Acknowledgement file.

After clicking on the link below an IRS web page will open. Scroll down on the far right-hand side under the header UI Channel Link, and then choose either the AIR UI Channel Login – AATS (Testing) for uploading Test files, or AIR UI Channel Login – Production for uploading your actual production files.

https://www.irs.gov/for-tax-pros/software-developers/information-returns/affordable-care-act-information-return-air-program 

Datatech expands Support/Training pages

Fresno, California – In an effort to help our clients grow in their learning and make the most of their software purchase, we continue to expand and reorganize the Support/Training videos pages of our website. Supporting clients with our friendly Support and Training staff on the phone, online and in person is an extremely important part our overall mission to provide leading software solutions in ag cost-accounting, payroll, inventory and sales and excellent customer service.

Time is money and we strive to help clients simplify their daily cost accounting and payroll entry to save hours in the workday. Datatech client Cindy Kramer from Farmex and Sundance Orchards in Sanger, California says Datatech has given them their time back, “The more we explore it(Datatech Software), the more we are freed up from what we were doing before.” Farmex and Sundance made the jump from doing their accounting, inventory and sales by hand with spreadsheets to Datatech’s ‘The Shipper’s Office’ software with payroll, “Following the information for payables and receivables on the office side is so much easier than it was for the employees. I recommend it to anybody. For us it was a quantum leap!”

To aid Farmex and Sundance Orchards and all our clients, Datatech’s Support/Training videos have now been re-organized into sections such as ‘Payroll’; ‘Webinar Training’; ‘Accounts Payable’ and ‘Human Resource Management.’ These sections include training videos for refreshers on initial training with Datatech’s Training Manager, Hannah Tarrats, and many topics to help clients refresh their learning for various training in quarterly and annual reporting. Knowledge is power.

The new ‘Accounts Payable’ section includes the first webinar training video on ‘Bank Reconcilement Training’ for new clients and those that would like a refresher for their monthly reconciliation process. Clients will now also find a new training video on a recent software update that allows for creating new rules for piece work ‘break’ line items in Datatech’s payroll software. Just another way Datatech is being responsive to your needs and requests.

These training videos are available 24/7, 365 days a year on DatatechAg.com/Support. 

Ready? Get set! Learn! It’s that easy.

Datatech software clients are found across America as farmers, growers, labor contractors and produce packers, shippers and brokers; and they’ve been enjoying time savings and greater efficiency with their daily payroll, cost accounting, real time inventory and sales solutions since 1980.

Bank Reconciliation Training

Datatech –  Training Manager Hannah Tarrats will conduct an online webinar on February 21, 2017 at 2:00 p.m. PST. Improve your knowledge with Datatech.

This webinar will cover the bank reconciliation process, including entering and tracking outstanding checks from your previous software, and tools & tips for finding and fixing discrepancies.

After registering, you will receive a confirmation email containing information about joining the webinar.

Register now on the link below for this webinar:

https://attendee.gotowebinar.com/register/3303917373421428737

After registering you’ll receive a confirmation email with information about joining the webinar.

View System Requirements

Hope to ‘see’ you there!

 

Datatech Training Webinar – Payroll Reports & Fixes

Datatech – Time for another informative webinar with Hannah Tarrats on Feb 23, 2017 at 2:00 PM PST.

This webinar will cover the most common payroll reports, exporting payroll data and common fixes that will further your knowledge of Datatech Payroll software.

Register now on the link below:

https://attendee.gotowebinar.com/register/5670843751115999745

View System Requirements

After registering, you will receive a confirmation email containing information about joining the webinar.

Hope to ‘see’ you there!

Insidious scams force warning

FRESNO, Calif. – Several scams out there, but these two are particularly scary.  Security leaders at the IRS are warning payroll and HR departments about a W2 phishing scam that appears to come from executive management seeking sensitive employee data. And an alert from the Better Business Bureau warns individuals about a phone scam across the country where the caller on the line starts the call with, “Can you hear me?”

The insidious “Can you hear me?” scam will trap the victim by simply answering “yes.” Here’s what’s going on, the scammer behind the call may have recorded you to use your confirmation to sign you up for a product or service then demand payment. If you refuse the scammers will try threatening you with legal action and produce your recorded “yes” response as your confirmation.

These two phishing and phone scams have security leaders particularly worried

There is another variation of this scam where the scammer can charge your accounts as they may already have your personal information on hand through a prior data breach and that recording may be used to authorize charges. If you try and dispute them, they may also produce the recording as proof you agreed to charges.

The BBB Scam Tracker shows the scam popping in several places around the country including, but not limited to, California, Wisconsin, Colorado, Virginia, Florida, Pennsylvania and Montana. The victims so far have not lost any money, but should still stay cautious.

Here’s what the BBB recommends to protect yourself from being the latest victim of this scam.

• If someone calls and asks “Can you hear me?” do NOT answer “yes” JUST HANG UP. The caller may even ask different questions designed for you to respond with “yes.” If they seem to be fishing for a “yes” or “no” answer do not respond and hang up immediately. The scammer can even be looking for you to say “ok” instead of “yes.”

• Never give any personal information over the phone unless you initiated the phone call yourself and have verified the number beforehand.

• Write down the phone number of those violating the Do Not Call Registry and file a scam report with BBB Scam Tracker and the FTC’s Do Not Call List.

• If you are asked to press a button to be placed on the Do Not Call Registry just hang up the phone. Saying anything or pressing buttons when prompted may help the scam artists identify you have an active phone number.

• If you believe you may have fallen for this scam contact your local authorities, your bank and credit card companies immediately. Also, check your account daily for any suspicious charges.

Remember that no Government agency will ever solicit you for the Do Not Call Registry, or harass you into paying them money.

IRS sounds a warning

Recently the Internal Revenue Service issued an alert to payroll and human resources professionals about an email scam, which first emerged last year, and is again working its way across the country. This scam is particularly dangerous say security experts.

Company payroll leaders should double check any executive-level or unusual requests for lists of Forms W-2 or Social Security numbers says the IRS

Says the CalChamber, “In this scam, cyber-criminals attempt to trick payroll and human resource officials into disclosing employee names, SSNs and income information. The thieves then use the stolen personal information and data to try to obtain money, including filing fraudulent tax returns for refunds.”

Security experts say the criminals send a fake e-mail pretending to be from the actual CEO or CFO of the company. In the email, the “CEO” requests a list of employees and information about the employees, including their SSNs, from company payroll officers or human resource employees.

Note some of the verbiage that may be contained in the emails: “Kindly send me the individual 2016 W-2 (PDF) and earnings summary of all W-2 of our company staff for a quick review.” or “Can you send me the updated list of employees with full details(Name, Social Security Number, Date of Birth, Home Address, Salary).” And, “I want you to send me the list of W-2 copy of employees wage and tax statement for 2016, I need them in PDF file type, you can send it as an attachment. Kindly prepare the lists and email them to me asap.”

The IRS warns that cyber-criminals are using more sophisticated tactics to try to steal even more data that will allow them to impersonate taxpayers. Employers can can visit the IRS website to get assistance with reporting phishing and other online scams.

Datatech serves payroll employers and HR professionals in the ag industry with state of the art payroll and cost accounting software. Our help guides are timely resources to help you navigate the challenges of ag payroll for farmers and labor contractors and the challenges for produce packers and shippers in tracking inventory and sales accounting. Go here and download our free help guides.