How to set up Tracking Information

Tracking Information is used to set up and track the federal, state, or local jurisdictions you report to. Greenshades' system will detect for which states you have payroll, and only show those tracking pages. If there is a jurisdiction you'd like to set up without current pay history, contact your Tax Service representative for options. Otherwise, you can enable and disable tracking pages as needed by navigating to Settings > Tax Service > Tracking Information. Select Edit on a jurisdiction to make an update.

To enable tracking for a jurisdiction that is not currently set up, first enable the checkbox at the top of the page marked Tracking Enabled. This will activate the page and allow you to edit the options.

Current Tracking Options

The first option, All payments have been made for paychecks through a checkdate of, is referred to as your "Paid Through Date". Here, you will inform our system of the check date your last payment was completed. We will log that you have already paid this check date, and the next check date on the list will be your next due payment. If you don't see the next check date listed, you will need to sync your payroll data to Greenshades.

The next option allows you to set your payment frequency. We will detect your payroll totals and give our suggested frequency, but always follow federal, state, or local authorities' requirements on frequency.

Next up is The last Annual Withholding Form filed through this agency reported employees/wages through. This is referred to as your "Annual Filed Through Date". Here, you will set the date that you last filed your annual report with this jurisdiction.

The final option is The last Withholding Form filed through this agency reported employees/wages through. This is referred to as your "Filed Through Date". As with the annual, you will set the date that you last filed your regular frequency returns with the jurisdiction.

Company Information

Enter your login details for the relevant federal or state website so that your Tax Service Representative may log in and file or make payments that you have authorized through the Tax Service module.

The Default Payment Threshold option is mostly used for Unemployment rather than Withholding, and will be explained below.

Once completed, ensure you select Save and Return to List to store your changes.

Sample Withholding Tracking view:

Unemployment Tracking setup

Unemployment Tracking is set up just like the Withholding Tracking options, with extra steps (in many cases) due to additional state-specific unemployment rates.

Similarly to the Withholding example above, fill out your login information so that we may sign in to file and make payments on your behalf, as authorized.

Next up, enter information about your unemployment rates. In this example we use New Jersey, which has many rates in addition to your SUTA (State Unemployment Tax Act) Rate. List each rate separately in the appropriate fields, and use the check boxes to let us know whether or not each rate is currently included in your overall SUTA rate, within your payroll system. If some are included, and others are not, only check the boxes on for the ones that are included in your SUTA rate.

If your return or payment totals are incorrect for any of these rates, you likely will have to update the rate on this page, or check/uncheck as needed. If you require further assistance setting up these rates, contact your Tax Service representative.

Default Payment Threshold

Default Payment Threshold for this payment type: This is an optional field, the purpose of which is to let your Tax Service representative know what dollar amount of variance for your payment is acceptable to you, when we make them for you. This is most often used for Unemployment payments, as sometimes they will vary slightly from what you authorized to pay. This can be due to how the state rounds totals, or even a variance of your SUTA rate that wasn't updated. Setting this threshold allows your representative to make the payment without first contacting you to authorize the variance in the payment.

For example, you entered $5.00 in this field, and the SUTA payment you authorized was $100, but the state showed an amount of $103 (due to rounding or a rate difference). Your representative would complete that payment, and then notify you of the additional amount.

If you do not wish for payments to be made that differ from what you've authorized, leave this blank.

Once completed, ensure you select Save and Return to List to store your changes.

Sample Unemployment Tracking view: