Assisted Payroll Sign-Up Guide Step 2 Frequently Asked Questions
Frequently Asked Questions About Step 2
- Where can I find the supplementary forms and information I may need for the sign-up process?
- What does EIN mean?
- What if I haven't received an EIN from the federal government?
- What's a legal name?
- Should I send in an original IRS document for proof of my company's legal name?
- If I don't have an Employer's Identification Number (EIN), can I use my Social Security Number?
- How will the legal address be used?
- Can you mail all information to my mailing address?
- What if the prefilled information is incorrect?
- What are seasonal or intermittent businesses?
- Who qualifies as a Principal for my company?
- Is my Withholding Account number the same as my bank account number?
- 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?
- It seems like some of the forms do not apply to my business. Do I have to complete them?
- Do I need to send Intuit my federal and state deposit coupons?
- Do I mail back the entire Welcome Packet?
- What if I am having trouble printing the Welcome Packet forms?
- When will I receive my three Personal Identification Numbers (PIN)?
- Why do I have three Personal Identification Numbers (PIN), and how are they different?
Making Changes
- What if I am in the process of changing my legal address?
- If I make a mistake on a tax form in the application, can I cross out the mistake and re-enter the data?
- How can I change my Employer Identification Number (EIN)?
- How do I change my company's legal name or address in QuickBooks?
- How do I change the bank account from which payroll is deducted in QuickBooks?
- How do I edit a paycheck and then transmit payroll?
Where can I find the supplementary forms and information I may need for the sign-up 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 in the format 12-1234567.
What if I haven't received an EIN from the federal government?
You cannot 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 is 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.
Should I send in an original IRS document for proof of my company's legal name?
Please 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 cannot 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.
Can you mail all information to my mailing address?
All information will be mailed to the Legal address.
What if I am in the process of changing my legal address?
Please 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 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, it will change in your company file.
What are seasonal or intermittent businesses
Seasonal or intermittent businesses, like water parks or ski resorts, may not process payroll the entire year.
Who qualifies as a Principal for my company?
Here are the requirements for determining a Principal:
- For a corporation, a Principal may be (1) the chairman of the board, the president, or any vice president, and (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 of the joint venture, or two of the partners.
- 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, and can be found on quarterly reports issued by the state. The following states do not require state withholding:
- Alaska
- Florida
- Nevada
- New Hampshire
- South Dakota
- Tennessee
- Texas
- Washington
- Wyoming
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 does not require payroll tax deposits to be made electronically. For information on your state's requirements, please click your state below:
It seems like some of the forms do not apply to my business. Do I have to complete them?
Please complete all forms in the Welcome Packet. Two forms, in particular, have 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.
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, please 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.
Do I need to send Intuit my federal and state deposit coupons?
Blank IRS forms 940, 941, 944 and envelopes are not needed by Intuit Payroll Services.
Send original pre-printed tax return forms for Wyoming Unemployment, and send the original state deposit coupon booklets for Vermont Withholding, and Virginia Withholding 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:
- Fee Schedule
- Authorization for Direct Deposits
- Federal Reserve Bank Holidays
- Applying FUTA Tax Credit in QuickBooks
Please have the Principal of your company read, sign, and date the following forms:
- 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
If you process payroll in only one state, print pages 12-25, and then check to make sure the forms are completely filled out. If you do payroll in more than one state, print pages 12-28. Extra State Reporting Agent Authorization Forms are available on pages 26-28.
Place each of the signed and dated forms (pages 17-21) in a large mailing envelope along with your supporting materials and mail 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?
Please follow the steps below to correct any printing problems you may be having:
- Check your version of Adobe Acrobat Reader:
- In Acrobat, from the Help menu, select About Adobe Acrobat Reader. The version of Adobe Acrobat Reader you are using to read the page is listed on this information screen.
- Note the version number, and then press ESC to exit this information screen.
- If the version is Acrobat Reader 4.0 or higher, please go to step 3 below. If you have a version earlier than 4.0, you need to upgrade to the Acrobat Reader 4.0 that came with QuickBooks. Go to Step 2.
- Upgrade to Adobe Acrobat Reader 4.0:
- Adobe Acrobat Reader 4.0 is probably already on your hard drive. To find it, click the Start button, point to Find, and then click Files or Folders. Enter the letters and numbers ar40eng in the Named field.
- In the Look in field, select My Computer, and then click Find Now. You will probably find Acrobat Reader 4.0 in C:\Program Files\Intuit\QuickBooks\Components\Acrobat\Ar40eng.exe.
- Double-click Ar40eng.exe, and then follow the remaining instructions.
- Open the Welcome Packet again with the new version of Acrobat Reader you just installed.
- Proceed to Step 3 below.
- 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, and then select HP as the manufacturer and LaserJet 5/5M PostScript as the model.
- Select Finish, and 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 three Personal Identification Numbers (PIN)?
Your PIN will be issued after the 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. Once this process has been completed, QuickBooks Assisted Payroll will mail your PIN numbers to your legal address via first class U.S. mail.
Why do I have three Personal Identification Numbers (PIN), and how are they different?
You received 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.
How can I change my Employer Identification Number (EIN) number?
Your Federal EIN is a nine-digit number issued by the Internal Revenue Service (IRS). An EIN identifies your business to the IRS, and is also used by Quickbooks Assisted Payroll to validate your subscription.
Note: If you have not applied for an EIN yet, contact the IRS and request Form SS-4. To ensure that 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 doesn't affect Limited Liability Corporations who are using Form 8832 to change its classification using Form 8832).
- An individual owner dies and the estate takes over the business.
- For more information, see IRS Publication 1635, Understanding Your EIN. You can download Publication 1635 from the IRS Web site, or by contacting the IRS.
- Inform QuickBooks Assisted Payroll.
- For contact information, choose Phone Directory from the QuickBooks Help menu, and then select QuickBooks Assisted Payroll from the list on the left of the screen. A Tax department representative will assist you.
How do I change my company's legal name or address in QuickBooks?
Please contact a QuickBooks Assisted Payroll representative at (888) 712-9702. We will 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 signed up for QuickBooks Assisted Payroll, you specified your payroll bank account for payroll deductions. If you need to change the account from which payroll is deducted, follow the steps below.
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. Please 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:
- From the Company menu in QuickBooks, click Company Information.
- Click the Payroll Services button, and then click Next through the screens until the Payroll Service Bank Account screen appears.
- Enter the account information.
- Click Leave.
- From the Employees menu, click Send Payroll Data. This will send your new account information to QuickBooks Assisted Payroll.
How do I edit a paycheck and then transmit payroll?
Paychecks that have been transmitted cannot be edited. If a paycheck contains incorrect information, or is a duplicate, you can edit or delete the paycheck provided that you have not already issued the paycheck to the employee. Before editing or deleting a paycheck, back up your company file.
If you know the employee for whom the paycheck was created:
- From the Lists menu, choose Employees. Select the employee's name, click the Reports Menu button, and then choose QuickReport.
- If you know the approximate date of the check, enter a date range in the
- From and To fields. If you do not know the date, select All in the Dates list. This report displays all payroll transactions for the employee.
- Find the line entry for the incorrect paycheck in the report.
- Double-click the entry to display the paycheck.
- Edit the paycheck as needed:
- Change the date or the amount directly on the check face.
- Click Paycheck Detail to change or delete amounts for individual payroll items (salary, taxes withheld, etc.).
- Click OK to record your changes.
If you do not know the employee for whom the paycheck was created:
- From the Reports menu, point to Payroll Reports, and then click Transactions by Payee.
- If you know the approximate date of the check, enter a date range in the From and To fields. If you do not know the date, select All in the Dates list. This report displays all payroll transactions for the employee.
- If you are not sure which paycheck is the correct one, double-click each paycheck to display it.
- When you have displayed the correct paycheck, edit the paycheck as necessary.
