Federal Filings

Federal Filings is where you produce the federal payroll tax files for the payroll you run in-house on SaaSy, and keep a record of what you sent and what came back. SaaSy builds each file from your native payroll runs, you upload it yourself through the free government portal, and then you come back and record the confirmation number so the row shows where the filing stands.

The page explains the split: SaaSy generates the files and tracks their status, but you must transmit them yourself. Selecting Download e-file sends nothing to the IRS or the Social Security Administration. It downloads a file to your computer for you to upload.

What's included

Page	What it's for
Federal Filings	The year's six filing rows, the Download e-file buttons, and the submitted / confirmation tracking
Payroll settings	The employer identity, EIN, and deposit schedule the files are built from. Open it from the Payroll settings link at the top of Payroll Runs
Native Payroll	The in-house pay runs the filing figures are calculated from

Getting started

1. Open Federal Filings from the sidebar, under Payroll.
2. Choose a Tax year. The page opens on last calendar year, because filings are prepared after year-end. The list also offers the current year and the two years before the default.
3. Find the row you need and select Download e-file.
4. Upload the downloaded file at the portal named in small type under the filing's name.
5. Come back, select Mark submitted on that row, and confirm the toast reads Marked submitted.
6. When the portal returns a confirmation number, select Confirmation #, type it in, and select Save.

What SaaSy generates, and what it does not

The table always shows the same six rows for the selected year, whether or not you have generated anything yet.

Row	What you get	Where you upload it
W-2 (SSA EFW2)	One fixed-width EFW2 text file covering every employee paid through native payroll that year, including full Social Security numbers	SSA Business Services Online
Form 941 quarterly rows, Q1 through Q4	A 94x MeF XML file per quarter, built from the pay runs whose pay date falls in that quarter	IRS e-file portal, or your Reporting Agent
Form 940 (annual FUTA)	A 94x MeF XML file for the year's federal unemployment tax	IRS e-file portal, or your Reporting Agent

Those three forms are the whole list. In particular, SaaSy does not currently produce:

• State returns. There is no state withholding or SUTA return here. What you do get is State remittance on each native payroll run, which tells you the state income tax and SUI / SUTA you owe per state so you can pay each state through its own portal.
• Corrections. No Form 941-X, no Form W-2c, no amended Form 940. See below.
• A separate Form W-3. The W-2 step is the single EFW2 file you upload at SSA.
• 1099-NEC. Contractors are covered by the 1099-NEC export on Payroll settings, which is a separate CSV download and is not tracked on this page.
• Tax payments. Filing a return and depositing the money are different jobs. SaaSy never moves money. Each calculated run shows Federal tax deposit (EFTPS) with the Deposit amount, Estimated due date, Schedule, and Tax period, and you make the deposit yourself.

What you need in place first

Each item below changes what lands in the file, so it is worth doing before your first download rather than after.

1. Payroll has to have run in SaaSy. The figures come from calculated native payroll runs, not from runs mirrored in from an outside provider. A quarter with no native runs produces a file of zeros.
2. Employer identity. On Payroll settings, fill in these fields under Employer identity & federal filing: Legal name, EIN, Street address, City, State, and ZIP code. Then select Save employer profile. The EIN must be entered as XX-XXXXXXX; it is stored encrypted and only the last four digits are ever shown back to you. Do this first: if the employer profile is blank, the e-file is still generated, with those boxes empty and no warning.
3. Federal deposit schedule. Set Federal deposit schedule to monthly, semiweekly, or 944. This is the schedule the Federal tax deposit (EFTPS) estimate on each run uses.
4. Form 8655, only if a reporting agent files for you. Record Form 8655 status (none, pending, or authorized) and the Form 8655 signatory name, the officer who authorized the agent. Neither field is required to generate a file.
5. Each employee's tax setup. Under Pay & Tax Setup, every employee needs a Social Security Number, a saved W-4, and a pay rate. The SSN is required in the W-2 file.
6. Your own government portal accounts. SaaSy does not hold them. You need an SSA Business Services Online account to upload the W-2 file, and IRS e-file access or a Reporting Agent for 941 and 940. The W-2 file deliberately leaves the BSO User ID blank, because you supply it when you sign in to BSO.

State registration is a separate matter. State tax registration on the same settings page holds your per-state Withholding account number, SUTA / UI account number, SUTA experience rate (%), and State deposit schedule. Those feed state tax calculation and remittance. They are not used by the three federal files.

Running a filing

1. Select the Tax year.
2. Select Download e-file on the row. The file downloads immediately, and the row's Status moves to generated.
3. Upload the file at the portal. Nothing about the upload happens inside SaaSy.
4. Select Mark submitted. The Submitted column fills in with the date and time.
5. When the portal gives you a confirmation or acknowledgement number, select Confirmation #, type the number into the box, and select Save. Cancel backs out without saving. A toast reads Confirmation recorded.
6. Refresh, at the bottom of the table, re-reads the year's rows.

You can re-download a filing at any time. Doing so always rebuilds the file from the payroll data as it stands right now, so a corrected pay run changes what comes out. Re-downloading never moves a row backwards: a filing you have already marked submitted or confirmed keeps that status.

What each status means

Status	What it means
not generated	You have not downloaded this filing for this year yet. There is no row behind it
generated	The file has been built and downloaded at least once. Nothing has been sent
submitted	You told SaaSy you uploaded it to the portal. SaaSy has no way to check this
accepted	A confirmation number has been recorded against the filing
rejected	The filing came back rejected

Two details worth knowing. Recording a confirmation number is what moves a filing to accepted. It is your record that the portal took the file, not an independent check by SaaSy. And once a filing is accepted, Mark submitted disappears from the row, so you cannot walk it back.

rejected is only ever set from an automated IRS acknowledgement, which is not switched on, so in normal use you will not see it. If a portal rejects your upload, fix the underlying payroll, download the file again, and re-record the submission.

Corrections and amendments

There is no correction or amendment flow. SaaSy does not generate Form 941-X, Form W-2c, or an amended Form 940, and there is no way to mark a filing as superseded. If you have to correct a filing you already sent, you file the correction with the IRS or the SSA directly, outside SaaSy.

If the correction comes from a payroll error, fix the payroll in SaaSy as well, so that the next filing built from that year's data is right. Use the Confirmation # box to keep a note of what the agency told you; it is the only free-text field on the row.

Where filings live afterwards

The filings table is the record. Each row keeps its Status, the Submitted date and time, and the Confirmation #, indexed by tax year, and it stays there when you switch years and come back.

The files themselves are not kept. SaaSy rebuilds the e-file each time you select Download e-file rather than storing a copy, so save the file you actually uploaded somewhere you control, alongside the portal's own receipt, if you want a record of exactly what was sent. The payroll behind it stays available on the run itself: Native Payroll keeps every run, its pay stub PDFs, and its Run Summary.

Availability

Federal Filings sits inside the Payroll module, which is on by default in the construction, manufacturing, and general packs. The agency, professional services, e-commerce, SaaS, and nonprofit packs hide Payroll, and hiding it hides Federal Filings with it. That is cosmetic only: switch it back on under Settings → Navigation, and the pages work if you have the URL either way.

Within Payroll, Federal Filings is always listed, whether or not you have bought it. That is deliberate, because the page is also where you buy it. Without the entitlement, opening it shows the Payroll Filing add-on card in place of the table, and every e-file request behind the page is refused with an upgrade pointer back to this same add-on.

Payroll Filing is a paid add-on excluded from Starter, Growth, and Scale. Its price is not in the plan tables; it is bought from the card on this page, and the current pricing is on hellosaasy.ai/pricing. At the moment the card cannot complete a purchase. The card explains that pricing is still being set, so Payroll Filing is not on sale and cannot be added to your subscription today. It offers to email support so you are told when it launches. Once it is on sale, Add to subscription unlocks the table in place, without a reload.

Two other requirements sit behind the add-on. Running payroll in-house at all needs the Payroll Processing add-on, which is included with your plan during the beta, and starting a native pay run is a Scale-plan capability. Without native payroll runs there is nothing for a filing to be built from. Working with the filings also needs payroll administrator access, which workspace owners have by default.

See Modules, packs, and plans for how visibility and entitlement interact, and Payroll for the rest of the module.

SaaSy is not a tax advisor. Confirm your filing obligations, deadlines, and deposit schedule with a qualified professional.