Important 2012 PR Tax Information

The following questions and answers address some of the primary concerns users have about the 2012 Payroll Tax Update.

Q: What should I be aware of before installing the 2012 PR Tax Update?

A: All payroll tax-reporting forms are printed through Aatrix. Aatrix only prints on plain paper and the state four-up perforated forms with preprinted instructions on the back.

Q: I’m getting the following Aatrix message when attempting to print the W2s in Payroll, “The system is unable to connect to the Aatrix application. Please verify that it is properly installed and accessible in order to continue.”

A: Beginning with the 2011 PR Tax Update release, W2s, W3s, W4s, 941s, and 944s print directly from Aatrix. You must have Aatrix installed to print your tax reporting forms. If you are unable to locate your installation disc(s) and/or key, contact your account executive at 800.388.3038.

Q: Can I download Aatrix now instead of waiting for it to arrive in the mail?

A: Yes, to download it, go to the Customer Service Center (CSC) site at www.cougarmtnservice.com and select Software Updates > Aatrix Tax Forms.

Q: I need to reinstall Aatrix, but I can’t find my key. What should I do?

A: To get your Aatrix key, contact your account executive at 800.388.3038. After you have your key, you can download the Aatrix update from the Customer Service Center (CSC) site at www.cougarmtnservice.com, select Software Updates > Aatrix Tax Forms, and install it.

Q: How do I know if the Aatrix version I have installed is the current version?

A: In Cougar Mountain Software’s Payroll application, go to the Reports menu and select, W2, Employer’s Quarterly (941), or Employer’s Annual (944). If you have the current version installed, the window title is preceded by the current year. For example, if it is 2011, the W2 window reads, 2011 W-2 W-3, the Employer’s Quarterly (941) window reads, 2011 941/Schedule B/941-V Report, and the Employer’s Annual (944) window reads, 2011 944/944-V Report.

Q: How do I know I have the latest tax update installed?

A: Open your Cougar Mountain Software and in the Main Menu module select Help > About Cougar Mountain Software. If you have the latest tax update, the following appears: 2012 Payroll Tax Update CMS Professional SP1.

Q: I need to process payroll for 2012, but I don’t want to run my W2s yet. What do I do?

A: If you have processed all of your 2011 payroll transactions and want to move to 2012, but you do not yet want to run your 2011 W2s, you can use the backup company utility, close your payroll, and move forward with your 2012 payroll process. Then, when ready, use the backup company to run the W2s. Or, you could go ahead and update your tax tables for 2012, don't close your 2011 tax year, run your w2s, then close the 2011 year after you are done with W2 reporting.

Q: What forms do I need to print the W2s?

A: With CMS Professional 2012 SP1 and the 2012 PR Tax Update installed, you can only print forms using Aatrix. Aatrix prints the Federal SSA forms on plain paper two up, blank on the back. The Aatrix employee, employer, and state copies print on perforated forms that are four up blank on the front with instructions preprinted on the back. The W3 prints plain paper single sheet with the instructions on the bottom. You can purchase the perforated, four-up forms from Cougar Mountain Forms & Supplies by calling 800.454.1660.

Q: I want to print my Federal SSA, employer, employee, and state W2s all at once, but they are on different forms. What do I do?

A: You can select the check boxes in Aatrix to print all of these forms at once and the program will prompt you to insert the correct form when needed. It is easier and best to print all federal forms at once and then follow that up with printing the employer, employee, and state copies.