Feature
Employer Management
Manage every common-law employer, FEIN, tax registration, and enrollment status across your whole caseload.
Employer Management capabilities at a glance
- One record per common-law employer with FEIN and tax registrations
- Enrollment workflow tracking every form to completion
- IRS Form 2678 agent authorization and SS-4 status tracking
- State withholding and unemployment registration by jurisdiction
- Employer-to-consumer and employer-to-employee relationships
- Deposit schedule and filing obligation tracking per employer
In a self-directed program the consumer, or their representative, is the common-law employer. The fiscal agent acts on their behalf — but the employer remains a distinct legal and tax entity with its own FEIN, registrations, and filing obligations. An organization administering two thousand consumers is administering two thousand employers.
ArborSoft is built for that cardinality.
Track enrollment to completion
Enrolling a new employer means a sequence of dependent steps: SS-4 filing and FEIN issuance, IRS Form 2678 agent authorization, state withholding registration, state unemployment registration, and program-specific agreements.
ArborSoft tracks each step with its own status and date, so at any moment you can see which employers are fully enrolled and payroll-ready, and which are blocked and on what. Enrollment that stalls silently is the reason a first payroll gets missed; the difference is visibility.
Hold tax identity per employer
Each employer record carries its FEIN, the effective date of agent authorization, state registrations and account numbers by jurisdiction, applicable deposit schedule, and unemployment rate assignment.
These drive tax reporting automatically. What must be filed for an employer, where, and how often follows from the registrations held here — it is not re-decided each quarter.
Maintain the relationships
An employer record connects to the consumer they employ on behalf of, the employees they employ and at what rates, the authorizations funding that employment, and the representative acting for them where applicable.
Representative arrangements are common and consequential — a designated representative may act for an employer who cannot, and that authority needs a documented effective period. ArborSoft records it rather than leaving it as institutional knowledge.
Handle the whole lifecycle
Employers do not only enroll. They suspend when a consumer is hospitalized, resume afterward, change representatives, transfer between programs, and terminate.
Each transition has tax consequences — a terminated employer still requires final returns and year-end W-2s for the wages already paid. ArborSoft keeps terminated employers in a state where those obligations remain visible and satisfiable rather than deleting the record and losing the liability.
Employer Management is one module of the ArborSoft fiscal agent platform — see how it fits into self-directed care and FMS operations.
Works alongside Employer Management
Every ArborSoft module shares one record set, so data entered once flows everywhere it is needed.
- Employee ManagementOnboard caregivers, track credentials and rates, and keep every employment record tied to the consumers they serve.
- Tax ReportingAutomate federal and state payroll tax filings across every employer FEIN you administer, from one system.
- Consumer ManagementOne auditable record per consumer, carrying demographics, program enrollment, authorizations, and full service history.
- PayrollComplete payroll inside the platform, generating checks and direct deposits for employees and vendors without a third-party processor.
See Employer Management in ArborSoft
Request a walkthrough of the platform and we will show you how authorizations, EVV, payroll, billing, and tax filing work together in a single system.