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    How to process payroll tax forms

    Article ID: 1000790

    Processing Payroll Tax Forms

    Before you begin, ensure you have the latest program and tax table update. To help make state tax filings as easy as possible, QuickBooks Desktop Payroll includes new and updated state forms in payroll updates for QuickBooks Desktop Payroll Enhanced subscribers. QuickBooks Desktop Payroll releases updated state forms when the states make changes to them. Intuit recommends that you turn on the Automatic Updates feature in QuickBooks Desktop so you receive them as soon as they are available.

    To locate and process your state tax forms:

    1. Choose Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.
    2. Select the State form and click File Form.
    3. Confirm that the correct period is entered under Select Filing Period.
      Note: For QuickBooks Desktop, click the Auto-Fill Contact Info button at the top right to populate your form, if desired. You can also change this information on the tax form when you view it.
    4. Click OK. QuickBooks Desktop enters the payroll data automatically into the fields on the form.
      If you need assistance completing your state form, click View details about this form or View filing and printing instructions at the bottom.
    5. Click the Check for Errors button to look for possible errors (double-click the error to go to it on the form.)
    6. Correct errors, if necessary.
    7. If necessary, compare the form to the Payroll Summary or Employee State Taxes Detail report. Choose Reports > Employees & Payroll > Employee State Taxes Detail.
      Note: To modify a number that QuickBooks Desktop filled in automatically, right-click the field and choose Override. If you cannot override a number for a few cents (usually due to rounding), you must create a liability adjustment for the amount.
    8. Select Save as PDF to save a copy of the file. You can later open the file by going to the Saved Filings.
    9. At this point you can do either of the following:
    Many QuickBooks Desktop forms look different from the versions states publish. QuickBooks Desktop forms comply with the state's requirements, have been approved, and can still be filed with your state. Some state forms, including those for Oregon and Texas, look like they are printing without any formatting, boxes, or instructions (just dollar amounts). These forms are still correct and can be filed on blank paper.

    To locate and process federal tax forms:

    1. Choose Employees> Payroll Center > Process Payroll Forms.
    2. Click the File Form after selecting the form.
    3. Under Select Filing Period, confirm that the correct period is entered.
      Note: For QuickBooks Desktop, click the Auto-Fill Contact Info button at the top right to populate your form, if desired. You can also change this information on the tax form when you view it.
    4. Click OK. If you need assistance completing your federal form, click View details about this form or View filing and printing instructions at the bottom.
    5. Click the Check for Errors button to look for possible errors (double-click on the error to go to it on the form.)
    6. Correct errors, if necessary.
    7. If necessary, compare the form to the Payroll Summary.
      Note: To modify a number that QuickBooks Desktop filled in automatically, right-click the field and choose Override. If you cannot override a number for a few cents (usually due to rounding), you must create a liability adjustment for the amount.
    8. Select Save as PDF to save a copy of the file.
    9. At this point you can either print the form or submit it for electronic filing if you are enrolled to e-file service.

    To print state tax forms:

    The Printing window allows you to review the items you have selected and the number of copies prior to clicking on Print. Here are the different parts of the Printing window that you may explore before clicking on Print.

    Update for Illinois, Indiana, Kansas, Missouri, or New Jersey customers: If you are printing the state tax forms for Arizona, Colorado, Indiana UC-1, or Missouri:
    • You will need to take a few extra steps in printing the form.
    • You will not see parts 2 and 3.
    • You will see a Print PDF button instead of Print.
    • You will need a PDF Reader installed in your computer.

    1. Select item(s) to print - This section allows you to pick which part of the forms you want to print. You are allowed to choose from 3 options:
      • Tax form(s) only - prints all forms except for the filing instructions page.
      • Tax form(s) and filing instructions - prints all forms including the filing instructions page.
      • Specific form(s) - selecting this and clicking Choose allows you to select a specific form to print.
    2. Choose number of copies - lets you set the number of copies for each page.
    3. Printer Setup - allows you to select which printer to use in printing.
    4. Print - starts the printing process. If you are trying to print state tax forms for the state of Missouri, you will see a Print PDF button instead.

    Update for Illinois, Indiana, Kansas, Missouri, or New Jersey Customers:  If you are printing the Illinois, Indiana UC-1, Kansas, Missouri, or New Jersey state tax forms:

    1. In the form, click on the Print button.
    2. Select the items that you need to print. You can pick among the following:
      • Tax form(s) only
      • Tax form(s) and filing instructions
      • Specific form(s)

    3. Click on the Print PDF button. You may get prompted to choose which program to use to open the PDF. Once you have selected a program for opening the PDF, QuickBooks Desktop will remember it and will not ask again.
    4. Once the PDF reader successfully opens the form, you may go ahead and print it.
      NOTE: The steps when printing from the PDF reader may vary depending on the program that you are using. We recommend using Adobe Acrobat Reader as this program works well with QuickBooks Desktop.

    To save changes to a form and come back later:

    1. Click Save and Close to save your changes and come back later.
    2. Click Open Draft to open the copy of the form you saved. Note that it will not incorporate any changes you may have made to your payroll; will be exactly as it was when you originally saved it.
    3. If you want to incorporate changes you made in QuickBooks, click Start New Form. You will be presented with a blank form and must fill it out again.
    Note: If you select Save and Close and then create a backup copy of the company file, the restored copy of the company file will not have the saved information in it.

    To open your Saved Filings

    1. Click on Employees > Payroll Center.
    2. Click on the File Forms tab.
    3. Under Filing History, click on Saved Filings tab.
    4. A table of all your saved Tax Forms in PDF format is displayed. You can open the PDF file by clicking on the link under the SAVED PDF column.


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