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    Notice of Discrepancy

    Article ID: 1000894

    Overview

    You received a notice of discrepancy from your payroll tax agency regarding an overpayment, balance due, or missing return and want to know what to do with the notice.

    Expected Outcome

    You can determine how to resolve the notice of discrepancy.

    Assumptions

    You have verified that the notice pertains to a payroll tax filing or payment prepared by Intuit.

    Details

    What do I do with a Notice of Discrepancy for overpayment, balance due, or missing return?

    On the rare occasion that you receive such a notice from a payroll tax agency, Intuit's tax specialists will research the case and work directly with you to provide proof of payment or filing on your behalf.

    Before forwarding the notice to Intuit, check the following:

    1. What type of tax is the notice for? Intuit handles IRS forms 941, 940, and W-2, state unemployment insurance, state withholding tax, and local withholding taxes (Complete Payroll only). Notices for other business taxes, such as sales tax, corporate income tax, and franchise tax, should be directed to your accountant or tax advisor.
    2. To what period does the notice pertain? Intuit's Reporting Agent Authorization takes effect with the first payroll you process. For assistance with tax issues or penalties incurred before your enrollment, contact the person or company who handled your payroll at that time.
    After confirming that the notice pertains to a payroll tax filing or payment prepared by Intuit, fax the notice to us at 866.293.1994.If you are unsure whether Intuit prepared the tax filing or payment in question, forward the notice to us for research. We will provide a written response to all discrepancy notices we receive.

    Where do I send my tax agency Notice of Discrepancy?

    If you received a notice from a state or federal agency pertaining to payroll tax returns or payments handled by Intuit:

    • Hand write your Federal Employer Identification Number(EIN) and Company ID number on the first page
    • Fax each federal or state notice separately to 866.293.1994. No cover sheet is required.
    • It takes 3-5 business days to index a notice into our research queue. If your fax machine does not provide a confirmation report, call our customer service center (Assisted Payroll 888.712.9702 or Complete Payroll 888.236.4282) in 72 hours to verify that Intuit received your fax.

    What happens after I send a notice to Intuit?

    Once we receive your fax, it is routed to our research queue.Within 30 days, a tax specialist will mail you a letter confirming the required resolution, any steps we have taken on your behalf, and additional action required (if applicable). Occasionally, cases may take longer due to agency delays or other factors.Cases are assigned in the order received. If you have a new issue, fax it to the number above and it will be assigned to the first available tax specialist.

    Note that Intuit does not send written responses to information-only notices (rate changes, deposit frequency updates, and any other forms that do not require a response to the agency). Upon receiving such documents, we update our system with the new information within 2 weeks. To verify these updates, check your payroll reports.

    Do I need to respond to the agency myself?

    If you receive a discrepancy notice for a payroll tax filing prepared by Intuit, forward it to our Tax Department. We will provide the required proof of payment, filing, or correction on your behalf.Occasionally, however, we ask customers to work directly with the agency if:

    • The notice pertains to a tax return or payment not prepared by Intuit.
    • We have verified the validity of a balance due or overpayment.
    • We do not have sufficient information or authorization to resolve the issue.
    If you receive a letter from us advising you to contact the agency directly, use the agency phone number or address printed on your notice.

    What if I receive a second notice for an issue that should have been resolved?

    On average, tax agencies take 6 to 8 weeks to process correspondence and close an issue. Some agencies automatically issue new notices until the case is closed. The majority of second notices result from correspondence crossing in the mail or in the agency s research queue.

    If you receive a second notice for an issue to which Intuit has responded, forward it to us immediately. We will contact the state to verify that our correspondence was received, and that we have provided sufficient information to resolve the issue. As with any discrepancy notice, we will send you a letter of resolution within 30 days of receiving your fax.

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