Greenshades Electronic Filing screen (U.S.)

Use Greenshades Electronic Filing in ProContractor to submit data electronically to tax authorities in the United States.

Note: Greenshades is supported in the United States only.

Forms Available to E-File Using Greenshades

Forms available to e-file are:

Forms W-2
Forms 1099
Forms 940 and 941
Quarterly Unemployment reporting
New Hire reporting
Forms 1095-C (including Form 1094-C)

Prerequisites for E-Filing with Greenshades

Purchase Greenshades - In order to begin e-filing, you need to purchase ProContractor Electronic Filing and then set up Greenshades Center. Complete the following tasks to set up Greenshades Center for ProContractor:

Data Generation - Before you can create electronic files of certain tax and non-tax information, you need to generate and compile the information within ProContractor. See Generate Data for Electronic Filing.

General E-Filing Process

When you generate electronic files within ProContractor from your workstation, ProContractor launches Greenshades Center, where you can complete the e-file submission process.

Once you've installed and validate Greenshades, you can open the Greenshades Electronic Filling screen in two ways:

Select Employees > Quarter and Year End > Greenshades Electronic Filing.
Select Vendors > Year End > Greenshades Electronic Filing.

Keep this information in mind when e-filing:

You may need a password or a PIN to e-file online. Contact your tax advisor or the tax authority for details.
Electronic files within Greenshades Center require a company contact. Since ProContractor does not store a main contact for each company, you must add this information in the Greenshades Center after generating each file.
In addition to the company contact, Forms W-2 require a company contact email and an MMREF Pin #.
You cannot not file for a future date. For example, if the current date is March 1, you cannot file for Q3.

Important Filing Differences and Exemptions

These states have requirements which require particular attention setting up in ProContractor.

California

If you include Employment Training Tax (ETT) with SUTA for California and file SUTA electronically, the payroll tax authorities must be set up as follows:

The code that identifies the state payroll tax authority must start with CA and the State/Province Abbreviation must be CA.
Add 0.1 percent for the Employment Training Tax to the SUTA Rate field on the State Taxes tab.
Enter the Employment Training Tax rate separately in the Employment Training Tax (Reporting Only) field.

New Jersey

If you want to print New Jersey Family Medical Leave Insurance on Forms W-2 in box 14, the payroll tax authorities must be set up as follows:

The code that identifies the state payroll tax authority must start with NJ and the State/Province Abbreviation must be NJ.
The Family Leave Insurance rate must be separately entered in the Family Leave Insurance (W2 Only) field.
The Print SDI/SUI on W-2 field must be set to Yes.
A line for Box 14 Text must be set to UI/WF/SWF and the Information to Print Box 14 for that line must be set to Line Text and SUI Amount.

New York

For quarterly SUTA filings to work correctly for New York, the payroll tax authorities must set up as follows:

The code that identifies the state payroll tax authority must start with NY and the State/Province Abbreviation must be NY.
For New York City, the code that identifies the local payroll tax authority must be NYC and the Local Abbreviation must be NYC.
For Yonkers, NY, the code that identifies the local payroll tax authority must be YONK and the Local Abbreviation must be YONK.

If employees are exempt from SUTA, SUI, or SDI in a particular state, a separate payroll tax authority must be set up for those employees and linked to the primary state payroll tax authority as follows:

On the Greenshades Electronic Filing screen, a state payroll tax authority must be defined for the SUTA/SUI/SDI exempt employees. For example, define NY2 as an additional payroll tax authority for New York.
- In the General tab, the Report SUTA/SUI/SDI with Payroll Tax Authority field must be set to the primary state payroll tax authority. For example, when defining NY2, enter NY in the Report SUTA/SUI/SDI with Payroll Tax Authority field. The value in this field is the tax authority to be used for SUTA/SUI/SDI reporting purposes.
- In the State Taxes tab, the SUTA, SUI, and SDI rates must be set as appropriate. For example, if employees are exempt from state disability insurance, the SDI rate should be set to 0. If exempt from SUTA, select the SUTA Exempt checkbox.
On the Employee screen, assign each exempt employee to the new payroll tax authority. For example, assign the exempt employees in New York to NY2.
Note: When generating reports or filing electronically, the amounts for employees assigned to the exempt tax authority are added to the amounts for the tax authority specified in the Report SUTA/SUI/SDI with Payroll Tax Authority field. For example, the amounts for NY2 are added to the amounts for NY and are categorized under NY.