A quarterly transmittal refers to the process of submitting payroll tax payments and forms to the relevant tax authorities on a quarterly basis. For example, in the United States, employers are required to file quarterly payroll tax returns, such as Form 941 for federal taxes and similar forms for state and local taxes. These forms report the wages paid to employees, the taxes withheld, and the employer's share of payroll taxes for the quarter. Along with these forms, employers are required to submit the payment of payroll taxes owed for the quarter. This process helps ensure that employers are meeting their tax obligations and that employees' taxes are being accurately reported and paid.

This is part of the quarterly reconciliation checklist. Complete this step after you have verified the pay code information, verified quarterly federal tax information, and verified state tax information. 

When everything is balanced and reconcile, it's time to make payments. Most organization's make regular payments to the IRS, so you should not have to make an additional payment for 941 unless you have a situation where you need to make a payment. 

You should expect payments for 

• State withholding 

• State unemployment 

• Workers compensation

• Transit tax (Oregon)

• State-specific pay codes

 

 

Watch a video

Learn how to print the transmittal register and transmittal checks to pay quarterly amounts. [MP4]

 

 

First, print a quarterly transmittal register

1. Open Connect > Transmittals > Transmital Register. 

2. Select Transmittal Register - Checks [Caselle Master0 as the report title. 

3. Remove the checkmark from the Print Paid Transmittals checkbox. 

You do not need to print transmittals for paid transmittals. As llong as you have finished your payroll, you should only be seeing your quarterly amounts. 

Tip: You may want to change the page orientation to landscape and increase the column width on columns with a lot of information so the report fits better on the page.  

 

4. Click Print (CTR+P).

5. Review the unpaid transmittals. 

• Are the amounts are correct? Check if the report date range is set up to select the reporting quarter. 

 

 

Second, enter transmittal adjustments

If there's a difference between the calculated amount and the amount to pay, you will need to enter a transmittal adjustment to explain why there is a difference. 

Do this... 

1. Open Connect Payroll > Transmittals > Enter Transmittal Adjustments. 

2. Skip the boxes for check number and check issue date. 

Do not assign a check number and check issue date because you are not printing the transmittal right now. 

3. Enter the transmittal number for payment adjustment. 

You can search for the transmittal number. For example, if you need to enter an adjustment for state unemployment tax, then you would select the agency that collects state unemployment tax as the transmittal. 

4. Enter the pay code for the adjustment amount. 

For example, if you are entering an adjustment for state unemployment, then you would choose the pay code for state unemployment (SUTA). 

5. Enter the transaction description.

For example, SUTA: Quarter 1, 2023 Rounding Adjustment

6. Verify the pay code GL account.  

When you enter a pay code, the GL account on the pay code will be displayed. However, if the GL account is missing, then you will need to enter the GL account before you continue. 

7. Enter the adjustment amount. 

• To enter a positive amount, enter the amount.

• To enter a negative amount, press the minus (-) key and then enter the amount. 

 

 

8. Press Enter again to save the transmittal adjustment. 

The saved transmittal adjustment is added to the transmittal transaction grid. 

 

Third, print transmittals

It may be helpful to set up a transmittal report definition for printing quarterly transmittals. That way the quarterly report definition is set up with the quarterly forms and it's ready to go. 

Do this... 

1. Open Connect Payroll > Transmittals > Transmittal Checks. 

2. Enter the check issue date. 

3. Verify the beginning check number is correct. 

4. Select the group for printing quarterly transmittal checks. 

5. Select All Checks as the print option. 

6. Click Print (CTRL+P). 

7. Review payments. 

The Select Payments window shows the transmittals that will be created using the options that you have provided. If you're not ready to print a check, remove the checkmark from the checkbox in the Pay column. 

 

8. Click OK. 

The transmittals checks open in a preview pane. You can review the transmittal adjustments and transmittal check amounts to make sure everything is correct and ready to print. 

9. Submit the transmittal checks. Follow the agency's instructions for submitting payments. 

And that's the last step in the quarterly reconciliation checklist. 

 

 

 

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