BUSINESS SOFTWARE, INC. (BSI) CONFIDENTIAL AND PROPRIETARY INFORMATION
TaxProfileFactory™ is designed to provide users the ability to streamline the process of gathering and managing online payroll tax forms, including W-4s, and custom forms. The Home page is designed to allow you to access employee data, as well as to manage various types of form data.
Important Note: When using TaxProfileFactory for the first time, employers must first save configuration information. Depending on how your system is configured, the features described below may or may not be available for use.
Employees associated with multiple Federal Employer Identification Numbers (FEINs) can use the Change Company feature to select a different company to manage.
Click Change Company. To narrow the company search, type a minimum of two characters of the FEIN, company name, or location in the Filter box. The page updates automatically to display companies based on the search criteria entered. To clear the search criteria, click Clear.
Click the desired Company Name to view information for that company.
Displays the employee's current withholding elections for the specific FEIN. This information can be used by employee's when they are completing new withholding certificates.
Effective Date. Displays the effective date of the form.
Non Resident Alien. Indicates if the employee submitted a Federal Non Resident Alien (NRA) form.
Marital Status. Displays the marital status claimed by the employee.
Total Number of Allowances. Displays the total number of allowances claimed by the employee.
Exempt from Withholding. Indicates if the employee claimed exempt from withholding.
Additional Allowance Amount. Displays the additional allowance amount claimed by the employee.
The Profile tab displays the employee's personal information.
Important Note: Depending on how your company is configured, Secure Employee (Personally Identifiable Information (PII) may not be viewable.
Employee Name. Displays the employee's name.
Employee ID. Displays the employee's ID number.
SSN. Displays the employee's social security number (last 4 digits are not masked).
Email. Displays the employee's email address.
Use the Addresses tab to review employee addresses, override live and work addresses when they cannot be verified, or to change the tax profile to a different location. The Override feature is available based on the employer's configuration.
Important Note: Use the Address Override feature at your own risk. BSI disclaims any and all liability arising from its use.
Note: A red X next to an address indicates that it could not be verified and that the list of taxes may not be complete. Update the profile with a valid address override. The tax determination process will run to update the employee's profile.
To update the profile with a valid address override:
Note: If an override address is entered by your employer in the Company Console it will refresh (override) the override address entered here in your profile.
Click Override for the address you want to edit.
Edit the address override.
Click Save Changes.
Lock-in:
Lock-in values prior to 1/1/2020 will be saved in Existing (Pre-2020) Lock-in section.
Lock-in values after 1/1/2020 will be saved in new Lock-in section.
To delete an override address:
Click Override for the address you want to delete.
Select the Delete Override Address check box.
Click Save Changes.
Displays the employee's tax profile based on their live and work addresses, employer configuration settings, and any established reciprocity/nexus relationships.
Employee taxes are automatically updated when there is a change in the employee's live or work address. To run tax determination and update employee taxes on demand, click the Refresh Tax Profile button. Use this feature to refresh taxes for employees that have been affected by tax authority changes. For example, a taxing authority may extend or reduce their geographic area, a new tax may be introduced, or an existing tax repealed.
Note: The Last Updated date and time indicates the last time tax determination ran for the employee. No date will be displayed for employees that have not run tax determination since the Refresh Employee taxes feature was implemented.
Tip: Check the Event Log to verify the successful event.
After the new taxes have been applied to the employee's tax profile, they are exported back to the Destination System for Export based on the Configuration>Third Party>Export Configuration and Configuration>General Configuration>Data Transfer>Data Export Preference settings.
Use the Settings feature to manage employee settings.
Important Note: Depending on the employer's configuration settings, the Settings features described below may or may not be available for use.
Use the Login tab to review employee login information and to change the password.
Login Name. Displays the employee's login name.
Last Login. Displays the last time the employee's login name and password were used to log in.
Password Expires On. Displays the date the employee's password credentials expire.
To change the password:
Click Change My Password.
Type the old password.
Type the new password.
Type the new password again to confirm.
Click Save Changes.
Use the Preferences tab to set employee form preferences.
From the Application Theme drop-down, select the desired theme. The application theme is used to change the colors of the text and links for better visibility.
From the Form Format drop-down, select the form format. The options available for selection are based on the employer's configuration settings.
If you are using... |
BSI recommends... |
PDF Forms |
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PDF forms (For View/Update information) |
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HTML Forms |
• Internet Explorer 11 with Adobe Reader 9 or higher. • Firefox • Chrome • Microsoft Edge • Safari |
From the Form Version drop-down, select the preferred language.
From the Nonresident Alien (NRA Forms) drop-down, select Yes or No. If yes is selected Nonresident Alien forms will be displayed for selection.
Click Save Changes.
To reset the preferences, click Reset my preferences.
Employers often ask employees to designate the tax withholding amount for paychecks. Occasionally, employees will fail to withhold a sufficient amount in the eyes of the IRS. The IRS will then send a Lock-in Letter on the amount to be withheld.
Employers use Lock-in Letter Settings to add or edit an employee's designated marital status and allowances.
Note: Depending on how the system is configured, the employer may only have the ability to view employee lock-in letter settings.
Use the Employee Profile Search tool to search for the employee.
Click the desired Emp ID link to access the Employee Console.
Click Lock-in Letter Settings.
Lock-in values prior to 1/1/2020 will be saved in Existing (Pre-2020) Lock-in Section
Admin can Change/Remove Existing (Pre-2020) Lock-in values and Save changes.
Post 1/1/2020 Lock-in values will be saved in New Lock-in section.
Admin can select New Lock-in values as Yes or No for the employee and Save Changes.
Click Admin Console in the Employee Console to return to the Company Console home page.
Displays the employee's personal information.
Important Note: Depending on how the Secure Employee (Personally Identifiable Information (PII) option is configured, you may not be able to view the employee's First Name, Middle Name, Last Name and SSN.
First Name. Displays the employee's first name.
Middle Name or Initial. Displays the employee's middle name or initial.
Last Name. Displays the employee's last name.
SSN. Displays the employee's social security number (unmasked).
Email. Displays the employee's email address.
Address. Displays the employee's live address
Click the View Personal Info Report button to download personal information in PDF format. The Personal Info report also includes the following:
Addresses (Work, Indiana Live and Work on January 1, Mailing, and Override addresses, if available)
Lock-in Letter Settings
Form Withholding Data