Tax Notice Submission

How do I submit a tax notice I have received from a federal, state, or local tax agency?

Purpose: This help guide will walk you through how to submit a federal, state, or local tax notice using the Tax Notice Submission Request form.

Table of Contents

Tax notice submission request timelines

You can find the Tax Notice Submission Request form here. Once we have received the form, BambooHR® Payroll will process the submission in our internal system. Following a review of your submission, an analyst will contact you via email for further information or resolution.

We will apply the per-hour rate (minimum one hour) if extensive research is required. We may also apply additional fees if filing returns or additional tax payments are required.

Our analysts address tax notices in the order they receive them and typically resolve them within 60 days. Please note that the timeline may be affected by factors beyond BambooHR’s control, such as the tax agency's responsiveness, any missing information, or authorization from your company. 

We are happy to assist with research and/or resolving notices for periods your company used BambooHR Payroll.

Submitting the Tax Notice form

If you receive a tax notice and would like our help in research and resolution, please submit this request for each notice you receive. Tax notices are addressed in the order they are received and are typically resolved within 60 days.

If you have additional questions regarding tax notices, we recommend the below help guides for more information.

If you cannot find the answer you are looking for, feel free to email the BambooHR support team at [email protected].

Tax Notice submission steps

1. Contact information

  1. Company Contact - First Name and Last Name: Please note that the company contact must be a Payroll Admin or Full Admin user with payroll access.
  2. Company Name: This needs to be the legal entity name registered with the tax agency.
  3. Email: The Payroll Admin or Full Admin user's email address should match the one listed on their BambooHR profile.
  4. Payroll Client ID: This will range from a 3- to 5-digit number and is not your BambooHR account number.*

*You can find your Payroll Client ID by navigating to Settings > Payroll > Company Information > Payroll ID. (If you have more than one ID, they will be available in a table on the same page.)

2. Notice type

  • Federal - IRS: Please note that Forms 940, 943, and 944 are annual forms. While their period date ends on 12/31/XXX, the issue may stem from a quarter earlier in the year.
  • Local Tax Types: States with local tax types include CO, KY, NJ, NY, OH, OR, PA, and WV.
  • Paid Family Medical Leave - PFML
  • Power of Attorney - POA
  • Social Security Administration - W2
  • State Unemployment Insurance - SUI
  • State Withholding - PIT 
  • Workers' Compensation - WC: You should only select this option for WA L&I.

3. Notice explanation

  1. What year is this notice for?: Select the year referenced on the notice. 
  2. What quarter is this notice for?: Select the quarter(s) referenced on the notice.
    • Quarter 1: January 1 - March 31
    • Quarter 2: April 1 - June 30
    • Quarter 3: July 1 - September 30
    • Quarter 4: October 1 - December 31
    • All: January 1 - December 31
    • Not Listed
  3. What type of notice are you submitting?: Select an option that best describes the notice you are submitting.
    • Amendment Issue (for IRS, it will say 941-X or 940-X): The agency has issued a notice regarding a previously filed amendment.
    • Amount Due: The amount due is sometimes due to an issue with a filing, incorrect rate, or frequency.
    • Credit or Refund: A refund is usually due to an incorrect rate or frequency or when the state applied payments to a different tax period. For unemployment credits, please request a direct refund from the agency as indicated in the notice. We are happy to apply credits toward future liabilities for tax agencies that do not issue direct refunds.
    • Frequency: Please verify and/or update the tax payment frequency and account number in BambooHR. If prior periods need a correction, notify BambooHR.
    • Filing Type Change: A filing type change is usually due to an incorrect rate or frequency or when the state applied payments to a different tax period.
    • General Reminder: It is not necessary to submit general reminder notices to BambooHR. Since no action is needed on our part, please archive the notice in your files.
    • Incorrect Return: An incorrect return is usually due to filing errors such as an incorrect account number.
    • Lein/Levy: A lien or levy is usually due to unpaid federal or state agency tax debt that is not resolved or was sent to collections.
    • Missing Return/Filing: A missing return/filing is usually due to a prior filing or return that has not been received or processed.
    • Overpayment: Overpayment is usually due to an incorrect rate or frequency or when the state applied payments to a different tax period. Please request a direct refund from the agency as indicated in the notice. We are happy to apply credits toward future liabilities for tax agencies that do not issue direct refunds. 
      • If you receive a check for this amount, please only cash it once you know it is a valid refund. If your company cashes it without a valid refund, the agency may assess a penalty and interest.
    • Penalty & Interest: A penalty and interest notice is usually issued for late payments with incorrect pay frequencies or rates.
    • Rate Update: Please verify and/or update the rate and account number in BambooHR.
    • Underpayment: Underpayment is usually due to an incorrect rate, or frequency, or when the state applied payments to a different tax period.

4. Form acknowledgment

Click on the acknowledgment box below the statement to indicate that you understand and agree with the terms.

My account will be charged a $30 tax notice fee to resolve each tax notice. If extensive research is required, I agree to the $200 per hour (minimum one hour) for any notice that takes more than 30 minutes to resolve. Additional fees may be applicable if filing returns are required (please refer to the Fee Schedule for details). If I cancel this tax notice request, I will be charged for the work done before the cancellation.

5. Additional information

Add any additional information that may pertain to the notice you received. Examples of notes are the following:

  • If you have contacted the agency for more information
  • If an amendment was submitted outside BambooHR Payroll

Our team appreciates any additional information that will help us resolve your notice.

6. Notice attachment

Attach a PDF copy of all pages of the notice received. To ensure efficient and timely processing, please submit only one notice per submission. Including multiple notices in a single submission may delay resolving your tax notices.

7. Submit form

Once you have filled in all of the above information, click Submit to complete your submission. A BambooHR analyst will contact you via email with the next steps and/or further information regarding a timeline for completion.