Get to Know Lockbox Filing Tips for INS Forms

Article by Nancy Mervin

Get to Know Lockbox Filing Tips for INS Forms – Law – National, State, Local

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A service offered to organizations by commercial banks that simplify collection and processing of account receivables by having those organizations’ customers’ payments mailed directly to a location accessible by the bank is Lock box banking. A lockbox in general is a Post office box (PO box) that is accessible by the bank.

A company may set up a lock box service with their bank for receiving customer’s payments. The company’s customers send their payments to the PO box. Then the bank collects and processes these payments directly depositing them to the company’s account. Typical costs are around $ 100 per month with per-item fees for basic service, and upwards of $ 500 for businesses with high check volume.

Also called ‘Remittance Services’ or ‘Remittance Processing’, Lockbox services is when a company maintains special mailboxes in different locations around the country and a customer sends payment to the closest lockbox. The company then authorizes a bank to check these mailboxes as often as is reasonable, given the number of payments that will be received. Because the bank is making the collection, the funds that have been received are immediately deposited into the company’s account without first being processed by the company’s accounting system, thereby speeding up cash collection. USCIS also uses this services for INS forms.

General Tips to remember while filing INS forms

It’s important to read and follow all form instructions for fees, filing location, and eligibility requirements. Ensure all entries are neat and legible if hand writing your application. Be sure to keep your information within the box or space provided When entering information on your application or petition. Use black or blue ink only. On your application Do NOT use highlighters or red ink as they may make your materials undetectable when scanned. The correct edition of the form should be used. FREE download on the USCIS website of the correct, most current edition of every USCIS form is always available. The data fields should not be grayed out on the printed forms. Data fields will not be detected by the machine scanners of information entered into grayed-out area. You should provide all required supporting documentation and evidence. English translation of the supporting documents written in a language other than English must be included. Your application must be signed. All pages of the application must be mailed surely. It’s recommended that you begin with a new form if you must change your form, rather than trying to white out information. This is to avoid processing delays or rejection of forms as scanners may see through the white correction tape or fluid and make your form incorrect.

Payment of Filing Fees

Checks must be made payable to U.S. Department of Homeland Security. The INS forms instructions must be read for additional details. For each application in the package and biometric fees its suggested that you use a separate check or money order. If a single check is submitted for multiple applications and one of the applications must be rejected, then all applications will be rejected. The Lockbox cannot accept overpayment and make partial refunds. Depending upon your age and the benefit for which you are applying note that the requirement for biometrics fees varies. Based upon age and benefit ensure the biometric fees submitted are correct.

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Nancy Mervin

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Employers Responsible for Filing W2/W3 Forms

Article by Lisa Heather

Employers are required to file W-2 Forms (Wage and Tax Statements) for each of their employees. Employees whom have had income, Social Security and Medicare taxes withheld from their pay. A W-3 form is required to be filed with the W-2 Forms. A W-3 Form is a transmittal summary. This form gives a total amount and number of the W-2 forms being filed. W-2/W-3 forms are filed with the Social Security Administration not the Internal Revenue Service. At this time the SSA requires any employer filing more than 250 W-2 Forms to file those forms electronically versus mailing paper forms. When generating W-2 forms it is your responsibility to make sure the name and number of each employee matches. SSA does have a social security number verification system.

SSA uses two forms of filing methods. As referred to earlier you can file electronically or by mailing paper forms.

SSA’s Business Services Online (BSO) has two methods to electronically file W-2/W-3 forms. The first step to e-filing your forms is to register with BSO they will assign you a pin number and after verifying your information will mail a password.

Users can upload a wage report formatted to SSA regulations. This method is required when filing 250 or more W-2 Forms. Regulation standards are available on SSA’s employer reporting instructions and information website. The most convenient way to generate an electronic submission file is to use an SSA approved W2 e-filing software. A good program would allow you to e-file and print forms for your employees. BSO also allows you to file up to twenty W-2 forms directly from your computer and print copies for your employees. There are some requirements and fees involved. More information can be found at SSA’s employer reporting instructions and information website or Business Services Online.

Employers filing less than 250 W-2 Forms are allowed to e-file or they have the option to mail paper W-2 forms. SSA accepts red drop-out ink forms or laser printed forms. Both the laser printed and the red drop-out ink forms must comply with IRS regulations. Laser printed forms must be approved by SSA. The best solution when printing laser W-2/W-3 Forms is to use SSA approved form printing software. You can also use form printing software to print directly to a red drop-out ink form. Payroll software that creates W-2/W-3 Forms based on payroll information that has been generated for the year may also print and/or file the required forms. Employers can find helpful information online at the IRS and SSA websites.

Lisa Heather, small business owner, provides insightful tips into payroll software. You may also visit Payroll Blog for more payroll information. Payroll Mate is an affordable and easy to use Payroll Solution.

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