Federal tax laws require employers who file more than 10 W-2s to do so using electronic/magnetic media in the formats published by the Social Security Administration (SSA). Many states and localities have also set similar requirements.
If your W-2 data are being sent electronically/magnetically to certain tax agencies, do not send duplicate printed information to those tax agencies. Submitting the same data electronically/magnetically and on paper forms could result in the imposition of fines.
Coins ERP+ Aatrix Integrated Tax Filing Services
Beginning with Payroll Tax Year 2025, Access Coins is partnering with Aatrix for tax processing services, replacing Mag Media services.
To take advantage of the Coins ERP+ Aatrix integrated tax filing services, your Coins ERP+ Environment must be licensed for Aatrix Integration and you must have a valid Aatrix subscription. To start the enrollment process with Aatrix, visit https://partner.aatrix.com/coins/
Aatrix Initial Setup
Aatrix Configuration
Begin the configuration process in the Aatrix Integration tab in Payroll > Company Setup > Company Configuration.
Account configuration
When first configuring the tab, input the EIN and Vendor Code, then select Save. Once this has been input and saved, the remaining fields become visible and available for update.
EIN - Unique per company, used to identify company with Aatrix
Vendor Code - COI080 (This code does not change; it identifies the use of the Access Coins Integration)
Configuration Validation - Read Only Validation/Warning messages
Configuration Validation Example
Output File Configuration
AUF File Layout - Identifies which file version is used during file generation. This allows for testing new versions when they become available.
AUF File Storage
If stored By User:
The User ID will be appended to the file name.
Users cannot file forms using files other users have generated.
Payroll Configuration
Indirect Earnings Categories - Earnings Categories to be excluded when calculating Worked Hours.
Tax Type for W-2 Box 14 Other - Aatrix Tax Type for Other. For payroll tax year 2025, this is 3401.
New Jersey SUTA Configuration & New Jersey SDI Configuration
Coins ERP+ currently calculates NJ SUTA and SDI using a single % for each, but Aatrix reporting requires the components to be split. The total of the two values here will be validated against the Coins ERP+ combined value.
This is the same process Coins ERP+ performs when generating W-2 batches. This is only required if you are not using State Calculations for these calculations.
Aatrix Tax Type Mapping
Aatrix Tax Types must be mapped to the corresponding values within Coins ERP+ to properly report values.
Bulk Load the Aatrix Tax Types file, provided via email after purchasing the Aatrix integration. The file is also available for download from the Aatrix Integration page on the Client Area.
Upon import of the file, standard data, such as Federal Withholding and State Withholding, is automatically mapped.
Update Aatrix Tax Type Mapping for specific configuration items, such as Localities and State Calculations, in Payroll > Administration > Aatrix Integration > Aatrix Tax Types.
Variable data, such as Localities and State Calculations, must be mapped as part of a one-time setup before they are included in the generated Aatrix Tax File.
Aatrix Tax Types
ERP+ Types
The ERP+ Type field determines the data elements within Coins ERP+ to which the Tax Type is mapped.
Not Used and Review Required
Not Used - identifies items that are either not in use or not applicable.
Review Required - identifies Tax Types that were not automatically mapped by Coins ERP+ and need review. These are items that will need to be mapped to your specific data.
Tax Types with an ERP+ Type of Not Used or Review Required are excluded during generation of the Aatrix Tax File.
State Withholdings
The State Withholdings Tax Type is automatically mapped by Coins ERP+. Only States that have been set up in Payroll > Global Setup > US Specifics > States file maintenance are shown.
There are no additional mapping fields beyond State.
State Unemployment
The State Unemployment Tax Type is automatically mapped by Coins ERP+. Only States that have been set up in Payroll > Global Setup > US Specifics > States file maintenance are shown.
There are no additional mapping fields beyond State.
State Unemployment - Employee
The State Unemployment - Employee Tax Type is automatically mapped by Coins ERP+. Only States that have been set up in Payroll > Global Setup > US Specifics > States file maintenance are shown.
There are no additional mapping fields beyond State.
State Disability Insurance - Employer
The State Disability Insurance - Employer Tax Type is automatically mapped by Coins ERP+. Only States that have been set up in Payroll > Global Setup > US Specifics > States file maintenance are shown.
There are no additional mapping fields beyond State.
State Disability Insurance - Employee
The State Disability Insurance - Employee Tax Type is automatically mapped by Coins ERP+. Only States that have been set up in Payroll > Global Setup > US Specifics > States file maintenance are shown.
There are no additional mapping fields beyond State.
Workers' Compensation
The Workers' Compensation Tax Type is automatically mapped by Coins ERP+. Only States that have been set up in Payroll > Global Setup > US Specifics >States file maintenance are shown.
Additional Configuration
Open the Workers' Compensation Tax Type record. In the Type field, select either Employer Calculation (the default) or Employee Calculation.
Localities
The Localities Tax Type is used for Tax Types that map to Coins ERP+ Localities.
During Tax Type upload, Coins ERP+ will attempt to automatically map Localities to the correct PIM Code using the following criteria:
Check the information in the W2 Name field.
If the Coins ERP+ Locality code = W2 Name, then map code.
Check all Locality records.
If the Coins ERP+ Locality description appears in Tax Type Description, then map code.
If step 2a is not successful, check if the Coins ERP+ Locality code appears in Tax Type Description, then map code.
As Localities codes are client specific, all automatic mapping of Localities must be reviewed.
Any Localities that do not meet one of the scenarios above must be manually mapped.
Additional Configuration
If no standard PIM code exists:
Coins ERP+ automatically maps the Locality to PIM 2000 and no additional configuration is required.
If a standard PIM code does exist:
Open the Locality Tax Type record.
In the Locality Code field, enter or select the corresponding Coins ERP+ Locality to which the Tax Type is to be mapped. The Locality Code is validated against Payroll > Global Setup > US Specifics > Localities file maintenance.
In the Type field, use the dropdown to determine whether to report the Employee Calculation (Deduction) or Employer Calculation (Burden). The default is Employee Calculation.
Use the Filter field to identify whether the Tax Type applies to Resident or Non-Resident reporting in Localities that require separate Resident and Non-Resident reporting. The default is Not Applicable.
Multiple Calculations
The Multiple Calculations Tax Type is used for Tax Types that map to other Payroll Calculation Groups, which must be manually mapped.
Examples include:
Pay Calcs
Job Calcs
Prevailing Wage Calcs
Union Calcs
State Calcs
Aatrix Tax Types Workbench Filters
Category Filter
All - All Categories, Default
State - All State Level Calculations
Local - All Local Level Calculations
W2 - All Federal Level Calculations
Status Filter
Active - Available for Use, Default
Obsolete - Not available for current use, but may be needed for historical purposes
All - Both Active and Obsolete
ERP+ Type Filter
Default is All.
State Filter
Default is All.
Search Filter
Default is Tax Item Name.
Examples
Standard Locality
In this example, there is no Resident vs Non-Resident differential and the reported value is Employee Withholding:
Locality with Resident/Non-Resident Differential
In this example, there is a difference between Resident and Non-Resident reporting, but the reported value for both is Employee Withholding:
Locality where the Employer Cost is Reported
Localities where the Employer Cost is reported are an uncommon situation:
Local Calculations via State Calculations File Maintenance
Setting up local calculations using State Calculations is the recommended best practice:
Local Calculations via other Calculation Methods
A single Tax Type can be mapped to multiple Calculations and Calculation types.
If your Coins ERP+ implementation occurred prior to State Calculations being available and you have not yet migrated, you may be using a mix of other Calculations Methods such as Pay Calculations or Job Calculations.
For example, you may have set up a Pay Calculation to track PA LST for office-based employees and a Job Calculation for field employees so that the calculation is only based on Jobs in PA.
Additional Setup Considerations
The Aatrix file requires Ethnicity Code and EEO Job Category. As these are configurable files within Coins ERP+, the standard integration maps these values based on the Surestart configuration as shown below.
Coins HR Ethnic Origin to Aatrix Ethnicity Code
Description | Coins ERP+ Code | Aatrix |
Asian | A | A |
Black | B | B |
Caucasian | W, C | C |
Hispanic | H | H |
Native American | I, N | N |
Other, Two or more Races | U, T, O | O |
Pacific Islander/Hawaiian | P | P |
Coins EEO-1 Code to Aatrix EEO Job Category
Description | Coins ERP+ Code | Aatrix |
EXECUTIVE/SENIOR LEVEL OFFICIALS AND MANAGERS | 1.1 | 1 |
FIRST/MID-LEVEL OFFICIALS AND MANAGERS | 1.2 | 2 |
PROFESSIONALS | 2 | 3 |
TECHNICIANS | 3 | 4 |
SALES WORKERS | 4 | 5 |
ADMINISTRATIVE SUPPORT WORKERS | 5 | 6 |
CRAFT WORKERS | 6 | 7 |
OPERATIVES | 7 | 8 |
LABORERS AND HELPERS | 8 | 9 |
SERVICE WORKERS | 9 | 10 |
If your setup differs from the Surestart configuration, please log a support ticket to assist with your mapping.
Aatrix Tax Processing
Validate Employees for W-2
The Validate Employees for W-2 process in the Payroll > Administration > Aatrix Integration menu checks for any missing or invalid Employee Master File Information (addresses, SSNs, etc.).
Run this process first and correct any data errors to avoid issues in processing.
Generate Aatrix Tax Files
The Generate Aatrix Tax Files process found in the Payroll > Adminstration > Aatrix Integration menu can be run at four different intervals:
Annual
Quarterly
Monthly
Date Range
The Aatrix Tax File is generated in the background prior to filing specific forms.
The report created as part of the file generation will note whether any negative checks exist for the requested Interval. Negative checks will need to be manually corrected in Aatrix.
Selecting and Filing Tax Forms
Navigate to the Forms Integration Selection function in the Payroll > Administration > Aatrix Integration menu.
Select the Form Type
Federal Forms
State (including Localities) Forms
History - access to previously created Forms
Once a Form Type is selected, a list of Forms available for the selected Type is presented in the Form field.
Federal Forms Example
State Forms Example
Once a Form is selected, an Interval selection specific to the selected Form is presented.
For example, an Annual Form like W-2 will show the Annual Interval, a Quarterly Form like 941 will show the Quarterly Interval.
Once the Interval is selected, the details of the last Aatrix Tax File that was generated for that Interval is displayed.
If no file has been generated before, you will be informed to generate the file before proceeding.
Coins ERP+ checks to see if any payrolls have posted since the date/time the Aatrix Tax File was last generated. If there are payrolls that have posted since the last date/time the report was generated, you will be required to generate a new file to ensure the data is up to date.
After choosing the correct Form and Interval, select Next to proceed.
Enter your credentials in the embedded Aatrix Log in screen in Coins ERP+ to continue with Forms processing within Aatrix.
Aatrix Log in Screen
Forms Processing Screen in Aatrix
