Although Ceridian has a Power of Attorney on file with many of your tax jurisdictions, jurisdictions may continue to send correspondence directly to you.
Whenever you receive payroll tax correspondence or documents from a tax jurisdiction, make copies for your own files and then mail or fax the originals to your Ceridian tax service representative. These documents are used to update information contained in your Client Master File.
Document types
The documents that must be forwarded Ceridian include:
Payment Coupons: Sent by federal, state, and local tax authorities, we use these to verify your assigned tax payment frequency and tax identification number. Ceridian compares the information on the payment coupons with that in your Client Master File. We will research any discrepancies and make the necessary corrections.
Note: Changes to ID numbers or deposit frequencies require 10 days to implement.
Preprinted Returns: Each quarter, many state agencies provide registered employers with a preprinted return to be used for that quarter's filing. These preprinted returns indicate the correct tax identification number for your company and the tax rate to be used in calculating the current quarter's liability. Forward any preprinted returns to your Ceridian tax service representative. These are used to verify identification numbers, rates, and any additional money due or credits allowed on the return. Certain jurisdictions require the use of their preprinted returns to file your deposits. These jurisdictions are listed in the QE Planner published every quarter.
SUI State Unemployment Insurance Experience Rate Change Notices: Annually, most states re-evaluate each employer's SUI experience rate and issue the employer a rate change notice. Ceridian uses these notices to verify your new experience rate and enter it into your Client Master File.
Inquiries/Penalties and Delinquency Notices: Inquiries and notices must be forwarded to Ceridian for review and processing.
Agency Refunds and Credit Memos: Tax jurisdictions match payments received to liabilities reported on a monthly, quarterly, or annual basis for over/underpayments. Refer to Forwarding Agency Refund Checks and Credit Memos in this section for detailed information on forwarding these documents.
Forwarding procedures
Complete the following steps when forwarding correspondence you receive from tax jurisdictions to Ceridian.
1. Verify the document pertains to payroll taxes.
Carefully review these documents to ensure they are related to payroll taxes. Since Ceridian only receives and processes information related to your company's payroll taxes, we are unable to respond to correspondence related to non-payroll taxes, such as corporate, sales and excise taxes, unemployment claims or Workers' Compensation documents. Your Ceridian tax service representative will return these documents if Ceridian receives them; however, in the interim, your company could be assessed penalties and/or interest by the agency for failure to respond.
Verify that the correspondence applies to a period in which you were on our service. Ceridian cannot resolve tax issues for periods other than those for which we provided tax filing services.
2. Include your company number or FEIN Federal Employer Identification Number on the correspondence.
Ensure that your company number or Federal Employer Identification Number (FEIN) appears on the correspondence. This allows us to quickly determine that the correspondence belongs to you.
3. Forward the correspondence to Ceridian.
Make copies of all correspondence for your files and forward the originals to your Ceridian tax service representative (except agency inquiries*) immediately.
*Agency inquiries should be faxed to our dedicated inquiry fax line at (714) 965-6160, reserved specifically for incoming agency inquiries and linked directly to the inquiry resolution workflow application used by our Tax Filing Operations department to enable our specially trained analysts to resolve agency inquiries more expediently, while reducing the amount of paper required to complete the process.