Important AlertsFAQ - Assisted Payroll online application process
Article ID: 2000209
PrintOverview
Frequently asked questions about the online application portion of the Assisted Payroll signup process.
Assumptions
You are signing up for Assisted Payroll.
Details
Where can I find the supplementary forms and information I may need for the signup process?
- Direct Deposit Authorization form
- Legal Name Change Request form
- Assisted Request for Copies of Tax Information
- Principal Change form
- Successor form
- Form SS-4: Application for Employer Identification Number
- Form 8655: Reporting Agent Authorization
- Limited Power of Attorney
- Federal Reserve Bank Holidays
What does EIN mean?
EIN stands for Employer Identification Number. It's a 9-digit number assigned to employers by the federal government. EINs use this format: 12-1234567.
What if I haven't received an EIN from the federal government?
You can't proceed through this interview until you have an EIN. You'll need an EIN to make federal tax payments and file federal payroll tax returns. Also, you'll need an EIN in order to sign up for QuickBooks Do-It-Yourself Payroll or QuickBooks Assisted Payroll.
What's a legal name?
Your company's legal name is the one to which your Federal Employer Identification Number was issued. It's used on all payroll tax forms.
If the company is a sole proprietorship, the legal name is usually the name of the owner, rather than the trade name (or doing business as name) of the business.
If the company is a sole proprietorship, the legal name is usually the name of the owner, rather than the trade name (or doing business as name) of the business.
Should I send in an original IRS document for proof of my company's legal name?
Send a copy of an IRS document, not the original.
If I don't have an Employer's Identification Number (EIN), can I use my Social Security Number?
We can't accept your Social Security Number. The EIN is a unique identifier we use with the IRS in order to pay your payroll tax liabilities.
How will the legal address be used?
If you're going to sign up for either QuickBooks Do-It-Yourself Payroll with Direct Deposit or for QuickBooks Assisted Payroll, the company's legal address is required for signup.
QuickBooks Assisted Payroll uses your legal address on all payroll tax forms it prepares for your company. If you don't use QuickBooks Assisted Payroll, your legal address appears on all payroll tax forms you prepare using QuickBooks.
Be sure the legal address entered here matches the one the IRS has for your company. It may be different from the company's mailing address.
QuickBooks Assisted Payroll uses your legal address on all payroll tax forms it prepares for your company. If you don't use QuickBooks Assisted Payroll, your legal address appears on all payroll tax forms you prepare using QuickBooks.
Be sure the legal address entered here matches the one the IRS has for your company. It may be different from the company's mailing address.
Can you mail all information to my mailing address?
All information will be mailed to your company's legal address.
What if the prefilled information is incorrect?
The prefilled information comes from the Company Information window of the company file currently open. You can correct the information on the interview page by typing over what is there. When you save it, the information in your company file will change.
What if I am in the process of changing my legal address?
Insert a letter with the Welcome Packet stating that the address will be changing. Include the new address and have the Principal of the business sign the letter.
What are seasonal or intermittent businesses?
Seasonal or intermittent businesses, like water parks or ski resorts, may not process payroll for the entire year.
Who qualifies as a Principal for my company?
Here are the requirements for determining a Principal:
- For a corporation, a Principal can be (1) the chairman of the board, the president, or any vice president, or (2) the secretary, any assistant secretary, the chief financial officer, or any assistant treasurer.
- For a sole proprietor, the Principal is the one owner.
- For a partnership or joint venture, the Principals can be the principals or two partners of the joint venture.
- For a limited liability company, a Principal is one member or (if your company is professionally managed) one manager.
Is my Withholding Account number the same as my bank account number?
No, your withholding account number is not the same as your bank account number. This number is issued by each state government specifically for withholding. You can find it on quarterly reports issued by the state.
The following states do not require state withholding:
The following states do not require state withholding:
- Alaska
- Florida
- Nevada
- New Hampshire
- South Dakota
- Tennessee
- Texas
- Washington
- Wyoming
Do I need to send Intuit my federal and state deposit coupons? If my state does not require electronic funds transfer (EFT) of payroll taxes, do I have to complete the EFT form in the Welcome Packet?
Yes, the EFT Authorization form on page 11 of the Welcome Packet must be completed even if your state doesn't require payroll tax deposits to be made electronically. For information on your state's requirements, click the link to your state in this list:
It seems like some of the forms do not apply to my business. Do I have to complete them?
Complete all forms in the Welcome Packet, including the following two (which have sometimes raised questions from our customers):
- Reporting Agent Authorization for Magnetic Tape/Electronic Filers. This form authorizes Intuit to file your employment tax forms electronically or via magnetic tape.
- State Reporting Agent Authorization. Even if you are not processing state withholdings through QuickBooks Assisted Payroll, this form must be completed.
Do I need to send Intuit my federal and state deposit coupons?
Intuit Payroll Services doesn't need to receive blank IRS forms 940, 941, 944 and envelopes.
If you have original, pre-printed tax return forms for Wyoming Unemployment or original state deposit coupon booklets for Vermont Withholding or Virginia Withholding, send them to:
Intuit Payroll Service
Attn: Tax Department
PO Box 30005
Reno, NV 89520-3005
If you have original, pre-printed tax return forms for Wyoming Unemployment or original state deposit coupon booklets for Vermont Withholding or Virginia Withholding, send them to:
Intuit Payroll Service
Attn: Tax Department
PO Box 30005
Reno, NV 89520-3005
Do I mail back the entire Welcome Packet?
The Welcome Packet explains which forms to send back. Be sure to keep the following for your records:
Place each of the signed and dated forms (pages 17-21) in a large mailing envelope, along with your supporting materials, and mail them to:
QuickBooks Assisted Payroll
Setup Department
Intuit, Inc.
5745 Wall Street
Reno, NV 89502-9911
- Fee Schedule
- Authorization for Direct Deposits
- Federal Reserve Bank Holidays
- Applying FUTA Tax Credit in QuickBooks
- QuickBooks Assisted Payroll Enrollment Form (no signature required)
- QuickBooks Assisted Payroll Services Agreement
- Form 8655 Reporting Agent Authorization for Magnetic Tape/Electronic Filers
- State Reporting Agent Authorization
- (One form for each state in which your company does payroll)
- Electronic Funds Transfer
Place each of the signed and dated forms (pages 17-21) in a large mailing envelope, along with your supporting materials, and mail them to:
QuickBooks Assisted Payroll
Setup Department
Intuit, Inc.
5745 Wall Street
Reno, NV 89502-9911
What if I am having trouble printing the Welcome Packet forms?
Follow the steps below to correct any printing problems you may be having:
- Update your version of Adobe Acrobat Reader:
- Go to www.adobe.com.
- Click on the Adobe Reader download.
- Follow steps to download and install the latest version of Adobe Reader.
- Open the Welcome Packet again with the new version of Acrobat Reader you just installed.
- Install the appropriate printer driver. If parts of the Welcome Packet enrollment forms are not printing correctly, it is most likely a problem with the version of your printer driver. Regardless of the make of your printer, we recommend using the Hewlett-Packard (HP) LaserJet 5/5M PostScript driver to print this document.
To install this driver:- Click the Start button, point to Settings, and then click Printers.
- Double-click Add Printer. Answer the onscreen questions about the location of your printer, then select HP as the manufacturer and LaserJet 5/5M PostScript as the model.
- Select Finish, then try printing your QuickBooks enrollment forms again by selecting the new printer you just added in the Printer Name field.
When will I receive my 3 Personal Identification Numbers (PINs)?
Your PINs are issued after QuickBooks Assisted Payroll has received your online application and sign-up forms and confirmed your enrollment in QuickBooks Assisted Payroll with the IRS. This process takes approximately 10 business days. After this process has been completed, QuickBooks Assisted Payroll will mail your PINs to your legal address using first class U.S. mail.
Why do I have three Personal Identification Numbers (PINs), and how are they different?
You receive three PINs to use with QuickBooks Assisted Payroll. The first PIN, called the Administrative PIN, grants special access to the Principal of your organization. The other two PINs, Work Station 1 and Work Station 2, grant normal payroll-processing access to two other employees of your organization.
What if I am in the process of changing my legal address?
Insert a letter with the Welcome Packet stating that the address will be changing. Include the new address and have the Principal of the business sign the letter.
How can I change my Employer Identification Number (EIN)?
Your Federal EIN is a nine-digit number issued by the Internal Revenue Service (IRS). An EIN identifies your business to the IRS, and Quickbooks Assisted Payroll uses it to validate your subscription. If you have not applied for an EIN yet, contact the IRS and request Form SS-4.
To make sure your subscription is problem-free, complete the following tasks when you change your EIN:
To make sure your subscription is problem-free, complete the following tasks when you change your EIN:
- Change your EIN with the IRS.
If you already have an EIN and the organization or ownership of your business changes, you may need to apply for a new number. According to the IRS, you may be required to get a new EIN if any of the following conditions apply:- You inherited or purchased an existing business and will operate it as a sole proprietorship (unless you already have an EIN).
- You change your business entity from a sole proprietorship to a partnership (or from a partnership to a sole proprietorship).
- You change your business entity from a corporation to a partnership or a sole proprietorship (this requirement doesn't affect Limited Liability Corporations who are using Form 8832 to change their classifications).
- An individual owner dies and the estate takes over the business.
- Inform QuickBooks Assisted Payroll.
For contact information from within QuickBooks, choose Help > Phone Directory, then select QuickBooks Assisted Payroll from the list on the left. A tax department representative will assist you.
If I make a mistake on a tax form in the application, can I cross out the mistake and re-enter the data?
If you make a mistake on a tax form, re-print a blank form and begin again. Do not use correction fluid or cross out mistakes. This is a legal document and the IRS can reject forms for this reason.
How do I change my company's legal name or address in QuickBooks?
Contact a QuickBooks Assisted Payroll representative at 888.712.9702. We'll explain the process and fax you the appropriate forms.
How do I change the bank account from which payroll is deducted in QuickBooks?
When you set up payroll in QuickBooks and sign up for QuickBooks Assisted Payroll, you specify your payroll bank account for payroll deductions. If you later need to change the account from which payroll is deducted, follow the steps described here.
To change your payroll bank account:
To change your payroll bank account:
- Gather the appropriate information about the new account, including the name of the financial institution, the ACH routing number, the account number, and the account type. Contact your bank to verify your ACH number.
Note: QuickBooks will only withdraw funds from one account. - Change the payroll bank account information in QuickBooks:
- Choose Company > Company Information.
- Click the Payroll Services button, then keep clicking Next until the Payroll Service Bank Account screen appears.
- Enter the account information.
- Click Leave.
- From the Employees menu, click Send Payroll Data. Doing so sends your new account information to QuickBooks Assisted Payroll.
