Category: Important Reminder

As of August 1, 2022, the isolved GO app is no longer available to download from the App Store and Google Play store.  It has been replaced with the new isolved Adaptive Employee Experience (AEX).  

This replacement is designed with your employees in mind to improve and simplify their experience. With AEX, your employees can: 

• Add AEX to their mobile device in one step by using their phone camera to scan a QR code 
• Securely log in once and continue to use AEX to view pay stubs, enter time, and more 
• Receive updates automatically without having to download new versions from the App or Google Play store 
• Learn to use AEX once and then access it on any device – phone, tablet, or computer – for a seamless experience everywhere 
• Do more in AEX, with added functionality for employees, managers, and supervisors

Now that you have transitioned to AEX, please remind your employees to stop using the isolved Go app and start using AEX for all mobile and desktop needs.

Resources can be found on the Insperity Help Center.

State unemployment insurance rates

Most states review and update employers’ unemployment insurance rates effective Jan. 1. In late 2020 or early 2021, each state in which you are registered will update your rate.  It’s imperative these tax-related communications are forwarded to your Insperity payroll specialist as soon as you receive them. We require this information to ensure your taxes are paid accurately and timely in 2021.

2020 Annual and Fourth Quarter Returns

Fourth quarter and annual tax filings will be available on the Return Archive page of the Reporting menu in iSolved® on Feb. 2, 2021, as referenced in the screenshot(s) below.

W-2 and 1099 Form distribution

With the understanding that all year-end processing deadlines have been met and all necessary information reported, W-2s will be processed and delivered by Feb. 1, 2021. We will print and ship W-2 forms to the primary client address for you to distribute to your employees.

1099 forms are printed only if payment(s) exceed $600. If you need forms for payments less than $600, please reach out to your payroll specialist.

For individuals who have consented to receive their year-end forms electronically, W-2 forms and 1099 forms will be available to download through Employee Self Service on Jan. 20, 2021.

No forms will be printed for employees who have elected to receive year-end forms electronically.

2021 rate and filing frequency changes

Most states review and update employers’ unemployment insurance (SUI) rates effective January 1 for the new year. You should receive a new rate notice in late 2020 or early 2021 from each state in which you are registered.

You will also receive notification of revised state and local filing frequencies via agency letter or coupon book for your 2021 tax payments.

Please forward copies of rate notices or agency letters to your Insperity payroll specialist. Insperity does not receive this information from state and local agencies.

2021 federal tax deposit frequency

Each fall, the Internal Revenue Service (IRS) mails employers Tax Deposit Frequency letters to notify them of their deposit frequency for the coming year. Based on your company’s total federal tax liability, your deposit frequency will be semi-weekly or monthly.

Please forward a copy of the notification letter to your Insperity payroll specialist as soon as you receive it. It contains important information needed by Insperity to correctly calculate due dates for your federal tax liability.

NOTE: If you deposit monthly, and your tax liability exceeds $100,000 within one deposit period, the associated deposit is required the next business day, and your filing frequency changes to semi-weekly for the remainder of the calendar year.

Offer your employees electronic year-end tax forms

In the October Hub, we provided information and instructions for employees to receive electronic year-end forms for the upcoming tax season. If you haven’t done so, please review the information provided in that article and reach out to your payroll specialist if you have any questions. All electronic forms will be available to employees on Jan. 20, 2021.

We hope you find these important reminders helpful as you head into the new year.

Most states review and update employers’ unemployment insurance rates effective Jan. 1 for the new year. You should receive a new rate notice in late 2019 or early 2020 from each state you are registered in. These unemployment rates and tax filing frequencies are mailed to the taxpayer, and it’s imperative these tax-related communications are forwarded to your Insperity payroll specialist as soon as you receive them. We require this information to ensure your taxes are paid accurately and timely in 2020.

2019 Annual and 4^th Quarter Returns

Fourth quarter and annual tax filings will be available on the Return Archive page of the Reporting menu in iSolved on Feb. 14, 2020, as referenced in the screenshot(s) below.

W-2 and 1099 Form distribution

With the understanding that all year-end processing deadlines have been met and all necessary information reported, W-2s will be processed and delivered by Jan. 31, 2020. We will print and ship W-2 forms to the primary client address for you to distribute to your employees.

For employees who have consented to receive their year-end forms electronically, their W-2 form will be available to download through Employee Self Service on Jan. 20, 2020. No forms will be printed for employees who have elected to receive year-end forms electronically.

1099 forms are printed only if wages exceed $600, and no forms will be printed for workers who have elected to receive year-end forms electronically.

For employees who have opted to receive their year-end tax forms electronically, W-2 forms and 1099 forms will be available for viewing and printing online on Jan. 20, 2020.

All Q2 payroll and tax information must be accurate and complete in iSolved by Friday, June 28, 2019 to ensure timely filing. We’ve compiled important information and reminders to help you meet all requirements successfully.

• Tax setup information
  It is crucial to confirm that your tax setup is accurate and complete.   We recommend that you visit the Client Management menu > Client Summary page to validate each of the statements included in the following sections:
  • LEGAL NAME
    • Name (or DBA name) matches the legal company name registered with tax agencies.
    • FEIN matches the legal FEIN that is registered with tax agencies.
    • Address matches the legal company address registered with tax agencies.
  • CONTACTS
    • Verify that a tax filing contact is listed (see screenshot below).
    • Name is listed as you wish it to be reflected on tax forms and tax filings.
    • Email address is correct.
    • Phone number is correct.

The next step is to navigate to the Reports box and click the report (for pdf) or export (for xlsx) icon beside Tax List, as seen below.

On the Tax List report, review the following items:

• Federal and state tax ID numbers
• State filing frequencies and rates

This information can also be viewed using the Tax ID & Rate Verification Report in  the Reporting menu > My Reports page,  seen below.

Please remember that tax agencies do NOT send any rate or filing frequency notices to Insperity, but they do send this information to you, the employer of record. If you have received these notices or see any discrepancies in your iSolved setup, please forward all information to your payroll specialist.

You must have a registered ID number with all appropriate state and federal agencies in order to file. Agencies do not accept “Applied For” ID numbers for filing and payments. Submitting your filings with an “Applied For” ID could cause delay and agency penalties and fees.

• Employee identification information
  Visit the Employee Management menu > Employee Summary page and review the following for accuracy:
  • Employee social security numbers

• Other important reminders
  • Second quarter tax filings will be available on the Return Archive page of the Reporting menu in iSolved on August 15, 2019, as referenced in the screenshot(s) below.

• Pay items that have not been entered in iSolved yet OR payroll adjustments that will be reflected on Q2 returns MUST be reported to your payroll specialist by Friday, June 28, 2019. These items include the following:
  • In-house checks
  • Voided checks
  • Tax adjustments
  •  Third-party sick/disability payments

• An additional charge will be applied for any Q2 changes that are submitted after the Friday, June 28, 2019 deadline.

Please contact your dedicated payroll specialist today if you have any questions or concerns regarding the information above.

iSolved’s terms and conditions will be updated on Friday, March 15, 2019. Your employees will be prompted to accept the new terms and conditions upon logging in for the first time after this date. This is a common practice that most credible systems require, as it seeks to prevent abuses and establish proper procedures by all users.   

Please refer to the information below if you have any questions or concerns.

Where do my employees accept the updated terms and conditions?

When your employees enter the iSolved^® application for the first time after March 15, 2019, a pop-up box will outline the updated terms and conditions of use. Each user will be required to accept or decline these terms. 

Once the user has accepted, they will not have to accept again unless the terms and conditions change.  

What are the terms and conditions?

The terms and conditions are a set of regulations that all users must agree to in order to use the iSolved^® platform.

Why do my employees need to agree to these terms and conditions?

By accepting the terms and conditions, users are agreeing to prevent abuses such as uploading of malware or other malicious content. This practice also establishes proper procedures by the user, such as logging out of the application when finished and not sharing passwords with others.

What is a privacy policy?

A privacy policy outlines the agreement by the user to allow the provider of the iSolved^® platform to use, store, process and transfer employee data. The policy also outlines how iSolved^® HCM uses, collects, stores and shares that data, as well as other non-public personal financial information provided through the SaaS service or other third parties. 

As a client, this data is only shared with third parties when you:

• Purchase data integration services, such as transferring benefits enrollment data to carriers or leveraging COBRA or FSA services
• Use the eLearning platform 

If you have requested through Insperity to share data from iSolved^® with a third-party vendor you are working with, the data will be transmitted securely from iSolved^® to them.

How can an employee protect their personal data?

There are three simple ways to protect personal data:

1. Don’t share your unique User ID or password with anyone.
2. Don’t leave your unique User ID or password in a location that is not secure.
3. Sign out immediately after completing a task or close your browser.

Can the terms and conditions be customized for a specific client?

No, these terms apply to all iSolved^® users and cannot be modified for individual customers.

Review the iSolved^® Terms and Conditions of Use today.