Global Transaction Banking Products & Services Business Tax Payment Service November 2016
Table of Contents Introduction to Scotiabank s Business Tax Payment Service... 3 Service Overview... 3 Registration and Fees... 3 Scotia Online self-enrollment... 4 Getting Started... 5 Adding a payment type... 8 Editing a payment type... 9 Removing a payment type... 11 Make a payment... 11 Advanced Payment Search... 15 Frequently Asked Questions... 16 Need Help?... 17
Introduction to Scotiabank s Business Tax Payment Service Pay and file your Federal and Provincial business taxes online with Scotiabank Business Tax Payment Service. This service includes payroll source deductions, corporate income tax, GST, PST, and Harmonized GST and PST and many others. For a complete list of business taxes you can pay using this service, please see our 'Taxes you can pay online' link located at the bottom of scotiabank.com/taxpayments page. IMPORTANT INFORMATION: You must submit your tax payments a day before they are due. Payments made using this service are processed overnight. Your payment will be value dated for the next business day and the funds will be debited from your account on the value date. For instance, if your taxes are due tomorrow, the payment must be submitted today before midnight local time (local time refers to the primary time zone for the Canadian province you specify during enrollment). Only CAD currency accounts are eligible for this service (transactions funding and paying service fees). Pay your Canadian business taxes online at any time to: Avoid late fees by timing your payments to the due date (future-date up to one year in advance) Improve your cash flow forecasting Receive refunds faster directly to your designated bank account Reduce time and paperwork by filing and paying electronically Link multiple Scotiabank accounts to fund your business tax payments Service Overview Using this service is easy. You can make a payment in 5 simple steps (there might be an additional step in multi-user setup to approve the payment): 1. Setup/Select the tax type to pay 2. Click the Pay button 3. Populate all the pertinent details 4. Review/confirm the information and 5. Submit the payment and make note of the system confirmation information. Registration and Fees How you can register depends upon whether you will use our Scotia OnLine or ScotiaConnect platform to do so. ScotiaConnect users Access to this service is available through ScotiaConnect or via log in link at www.scotiabank.com/taxpayments Enroll using the form available in the ScotiaConnect section of www.scotiabank.com/taxpayments. Access information will be emailed to the Primary Contact/Company Administrator (the email address you specify on the form). These one-time emails (one with the PFS ID, the other with the password) will come from pfs.creditors@telus.com. The first time you log in, you will be prompted to change your password. $25 Enrollment, per transaction fee of $2 and a minimum monthly fee of $2 will be applied to the billing account you specify on the form. Monthly minimum fee will apply only to the month in which you have not made any online business tax payments. Scotia OnLine users If you are already using Scotia OnLine, then self-enrollment is simple: Click on the Pay Business Taxes under the Bill Payment tab in Scotia OnLine; answer few questions, review and agree to terms and conditions, and you re ready to setup your tax payment profile and make your Canadian business tax payments. If your accounts are not yet set up with Scotia OnLine, your Scotiabank branch can get you started. Please visit www.scotiabank.com/taxpayments for details. Per transaction fee of $2 applies and will be debited from the account you specify during enrolment. Below are images of the steps for this process. 3
Scotia Online self-enrollment 1. Sing on to Scotia OnLine 2. Click on Bill Payments tab 3. Click on Pay Business Taxes 4
4. Populate provided fields accurately, review Terms and Conditions, select the checkbox and click Continue button to conclude your registration. Now you can make tax payments. To submit Canadian business tax payments after you log off this session, log back into Scotia Online and click on Pay Business Taxes under the Bill Payment tab. Take note of the PFS ID that will always be displayed in the top right corner of the Business Tax Payment interface. Use this PFS ID every time you contact us with any inquires specific to Business Tax Payment service. Getting Started Welcome to the convenience of paying your business taxes on line. Let s go over the administrative setup based on the type of your service and we ll get into the main process shortly. There is couple of ways this service gets setup. ScotiaOnline self-enrolled users your setup is the Single User type. Scotia OnLine users have the option for a Single User or Multi-User type. Single User You have one access ID that performs all the functions in the service. Administrator activities that include updating company name, language preferences, and contact information as well as adding tax types and submitting tax payments. As your business needs grow, you might require a change to Multi-User setup type and you can do so by requesting it in the paper form for which the link has been provided in the Registration and Fees section above. Please ensure you describe the nature of the change in the space provided on that form. If you require a change to your billing account, please contact your relationship manager to assist you with that request. 5
Multi User The Company Administrator specified on the form will be provided with access to setup the company profile and add at least one other user. An Admin user doesn t have the function of making/approving payments. Admin functions include: Add/Modify/Delete users Reset user passwords Edit Company Profile: Company name Number of authorizations required Company limit Language preference Billing account Province Important Tips when getting started Company name - This company name will be part of the data set provided to the government agency you are paying. Number of authorizations required - verification can be set to allow a maximum of 3 required approvers per transaction, or 2 if company payment limit is set. These approval levels will apply to all tax types. Company transaction limit - it is optional and provides your organization with the ability to set a maximum value for any all tax payments. This will impose the requirement of an additional approver when a tax payment amount is greater than the set company limit. The default set by the system is $99,999,999.00. Language preference - this is set at the company level and cannot be set at an individual user level. Billing account - Canadian currency accounts only. Allowed to add payment type - determines if the user will have access to add new tax payment types. Admin Access view 6
Edit company profile view Add user view 7
Adding a payment type Adding tax types will come up as default action for the first time single user setup, or the first user to log into the interface. Users with access to add payments will be able to add new payment types as the need arises. You will be asked to select the tax type from the list provided by the system, then click Next button. Based on the payment type you are adding, details specific to that tax type will be required, for example for Corporate Tax, you will need the tax account number and the start of your fiscal year, click Next to get to Confirmation step, where you will see system response confirming addition of this payment type. 8
Important Tips when adding payment types When filling out the fields, take note of the following information concerning certain Payment Types: GST 58 is not a GST filing. It is to be used for installment or arrears payment only. Ontario Family Responsibility Office Payment requires a separate transaction setup for each employee case number. Editing a payment type If any details on your added tax type(s) require modification, update the respective information by returning to the Registered payments and accounts tab. Select the payment type to be modified from the list of registered payments and accounts and click on the Edit button. 9
Select the account you wish to modify and click Next. Update the information as needed and click Save. Confirmation window will appear where you can click on Done to conclude this task. 10
Removing a payment type IMPORTANT: Before removing any of your registered Payment Types, you must first cancel all future- dated payments you have associated with the Payment Type you need removed. You will receive an error message if you try to remove a payment type that has future date/pending payments. To cancel future dated payments go to Future dated transactions tab. You can refine the search dates if you remember the details, or use system defaults provided and click Search. Click on the row showing the payment you need to cancel to get to the details page. There you can click on the Cancel this transaction button to complete the task. Repeat these steps for each payment to be cancelled. To remove a Payment Type, navigate to Registered payments and accounts tab, select the payment type to be removed from the list of registered payments and accounts. This process is very similar to adding a payment type from this point on. Make a payment Select a payment type from the list in the Registered payments and accounts tab by clicking the radio button beside it and click on the red Pay button. You will find yourself in the enter payment details screen where you will need to populate all the details for that payment type and click on the Next button. The fields that appear are specific to the payment type you selected. 11
The Confirm Payment page below will appear. Review the information. Before you select the Submit button, review the information for accuracy. Most fields in the page have a self-editing function or provide warning prompts to help ensure that the information you submit is valid. These functions are aids only; they cannot guarantee the accuracy of all the information you submit. Please ensure that the $ values entered match exactly what you intended. If you do not wish to proceed with the payment, select Cancel button. You will find yourself in the Registered payments and accounts tab main screen. Once you click the Submit button, you will be taken to the Confirmation step of this process if you user setup doesn t require approvals. If your company setup has approvals, and the payment amount is above what you are approved to submit, you will see a message letting you know the payment is pending approval(s). 12
The user with appropriate approvals will see transactions pending their approvals when they log into the interface To approve, you will click on the row listing the payment you want to approve and upon verifying the information click the Approve button. You will be provided the confirmation details and confirmation number for your records. You will also have an option to Audit, Cancel the transaction, or go back to the list of pending transactions without approving. You can also search for historical payment details in the Transaction history tab. You ll need to select a desired time frame and click Search. The search will return any transactions submitted within time frame you specified. 13
To view details of each transaction, click on the row of the transaction you would like to inspect further. The payment or filing information is now submitted. It is warehoused in a database to be executed on the payment date. After funds for this transaction are withdrawn on the payment date, the confirmation number and a description of the payment will display on your Scotiabank account statement. When you select Confirm on the Confirm Payment page, the system determines if information you are submitting conflicts with or resembles a previous transaction. If the system detects a possible duplicate payment request, an additional confirmation page will appear. You will be required to reconfirm the transaction by selecting either the Submit or Cancel button. Important Tips when making payments 1. Reporting Period Dates - be sure to select correct months from provided calendars in the related fields. 2. Due Date and Payment Date - there is a difference between the due date and the payment date. The due date is the date your payment is due at the government entity or agency. In most federal transactions, the due date is a specific calendar date such as the end of the month for GST, or the 15th of the month for monthly payroll. The payment date is the date funds are debited from your Scotiabank account to complete the payment transaction. Usually the due date and the payment date are the same, but it is possible in many cases to pay a tax earlier than the day it is due, in which case the payment date will be earlier than the due date. 3. Payment dates default to the due date - If the payment date falls on a weekend or holiday, the Tax Payment interface automatically adjusts the payment date to the following business day. For that reason, if your payment is due on a weekend or holiday, be sure to enter the payment two business days ahead of the due date. 4. Payment Date must be in the future - the payment date must be at least one business day in the future, up to a maximum of one year in the future. Therefore, if your payment is due tomorrow, you must submit your payment today at the latest to ensure your payment is processed on the payment date specified. 5. Paying Ontario Corporations Tax - when paying the Ontario Corporations Tax, you must select either Regular or Arrears from the Payment class pull- down menu. 6. Troubleshooting dates and calculations - date and calculation logic is built into the forms and respective fields of the tax payment interface. If the dates and/or calculation result(s) generated by the application appear to be incorrect, verify that the data you entered when setting up the payment type. You can edit Payment Type setup from the Registered payments and accounts tab. 14
7. Forms shown in the tax payment interface are used to enter information that is used to make appropriate calculations according to the rules supplied by the specific tax agency. If the systems calculations differ from your calculations inspect the data you have entered during making the payment. 8. Sufficient funds must be available in your account at the beginning of the business day on the payment date. If there are insufficient funds, the transaction will be returned. 9. The Pay from accounts are listed in the order you had specified on the enrollment form. Please ensure you are selecting appropriate account for the payment you re making. Advanced Payment Search You can search for a specific transaction by date, dollar amount, transaction number, confirmation number, or by using a combination of these criteria using the Advance Search link in the Transaction history tab. The results of your search, if successful, are listed in payment date order with the earliest transaction(s) listed first. Click on the row showing the transaction you are interested in to retrieve the respective detailed information. 15
Frequently Asked Questions What taxes can I pay using this service? Business Tax Payment Service includes payroll source deductions, corporate income tax, GST, PST, and Harmonized GST and PST. For a complete list of business taxes you can pay using this service, please see our 'Taxes you can pay online' link located at the bottom of scotiabank.com/taxpayments page. How do I process bi-weekly payroll payments? Revenue Canada confirms that Federal Payroll Deductions submitted electronically can be either weekly, twice-monthly, or monthly frequencies. Customers who wish to make bi-weekly payments must choose the Weekly Payment Type and file every two weeks (to select the Weekly Payment Type, see the instructions in the Adding a Payment Type section of this guide). When you make a payroll payment, enter correct values in the day-month-year fields labelled Date payment made to employees. When you enter these values, the system will automatically calculate the payment due date. When are payments processed? Payments made using Government Payment Service are processed overnight. Your payment will be value dated for the next business day and the funds will be debited from your account on the value date. You must submit your tax payments a day before they are due. For instance, if your taxes are due tomorrow, the payment must be submitted today before midnight local time (local time refers to the primary time zone for the Canadian province you specify during enrollment). Note: Payments submitted on their due date will be late, and may be subject to government penalties. Are there transaction fees for the service? A service charge of $2.00 per payment will be charged to your designated CAD billing account. Paper form enrollments are subject to a $25.00 enrollment fee and are also subject to a minimum monthly fee of $2.00 (applied when there is no activity for a given month. As long as one tax payment is made, the minimum fee will not be applied). How do I receive a refund from the Federal Government? When you submit a transaction that indicates a refund is due, the government will review and validate the information and then issue a refund. You could receive your refund faster if you are set up with the specific government agency for auto deposit. How far in advance can I future date a transaction? Most transactions can be future dated up to one year in advance. The only exceptions are transactions to the Quebec Government. These transactions can only be future dated up to two months in advance. Who can access my Business Tax Payment service? This is dependent on the type of setup. For all self-enrolled user, default setup is Single User. For all paper form enrollments, you specify it on the form. Single User - the person who self-enrolled in the service; or the holder of the email address that was specified during enrollment. Multi User - the Company Administrator specified on the form will be provided with access to setup the company profile and add at least one other user. An Admin user doesn t have the function of making/approving payments. Any user added by the Amin will have access. Can one person input payments and another person authorize them? Yes, only in Multiple User setup allowing up to three approval levels. Can I enter negative numbers in fields in the transaction pages? No. All amounts that you enter in the fields on the transaction pages must be positive, although the values you enter may, when calculated, result in a negative amount and therefore qualify you for a refund. You cannot enter negative sales amounts for GST, BC SST, RST, or any other Payment Type. 16
Need Help? Help Desk If you require assistance on a payment, or interface matter not covered in this guide, please contact the Tax Payment Service Help Desk at 1-800-206-9444. This helpdesk hours are Monday to Friday 8 am to 8 pm EST, excluding holidays. Please note that the Tax Payment Service Help Desk is to be contacted only for matters that relate to Business Tax Payment service. They do not support Scotia Online, or ScotiaConnect. Customers requiring help with the Scotia Online related challenges should contact the Scotia Online Helpdesk at 1-800- 4SCOTIA. Customers requiring help with the ScotiaConnect related challenges should contact the Customer Service and Support Contact Centre at 1-800-265-5613. * Trademark of The Bank of Nova Scotia. Trademark used under authorization and control of The Bank of Nova Scotia. Trademarks of The Bank of Nova Scotia. Registered Trademark of The Bank of Nova Scotia. The Bank of Nova Scotia, 2008. All other service and product names are trademarks or registered trademarks of their respective owners. The display of trademarks herein does not imply that a license of any kind has been granted. Windows is a trademark of Microsoft Corporation. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of The Bank of Nova Scotia. 17