The Basics: Intuit Complete Payroll

Let us help you through the busy year-end. Use this information to help prepare your account for year-end processing, including your employees' W-2s, your federal Form 941, and state year-end forms and reports. Use this handy guide, along with the detailed how-to instructions within Web Entry and PC Entry, to perform year-end closing activities.

Step 1: Verify employee data and Preview your W-2's

Ensure that data that appears on your employees W-2's is correct.

• Names, addresses, and social security numbers
• Retirement plan eligibility

Web Entry

To preview employee W-2 information:

• Click the Reports tab -> select Special -> choose W-2

If any of the W-2 information for your employee is incorrect, you can fix it in Web Entry. To change employee information in Web Entry:

• Click the Employee tab
• Click the name of the employee to access the General Info tab
• Edit the name, address or social security number as appropriate
• Click Save to save your changes

If the employee's social security number has been incorrect for more than one quarter, contact Intuit Complete Payroll to request an amendment.

FAQs

• What can I do to help ensure employees W-2s are accurate?
• How do I verify my employees? Social Security numbers?
• How do I change the name, address, or phone number of an employee?

PC Entry

To preview employee W-2 information:

• Click the Reports tab -> select Employee Reports -> choose Employee W2
• Set Employee Number Range To 0-0 for All Employees
• Enter Year 2009 - > click Run Report - > click Yes

If any of the W-2 information for your employee (name, address, social security number, etc.) is incorrect, you can fix it in PC Entry.

To change employee information in PC Entry:

• From the Company Access Screen, click Access Employee Master.
• Double-click the appropriate employee name.
• Do one of the following:
  - To change a name or address, choose the Main / Tax Setup tab.
  - To change a phone number, choose the General Info tab.
• Make the necessary changes.
• To save, click the F10 disk icon located in the top left corner.

If the employee's Social Security Number has been incorrect for more than one quarter, contact Intuit Complete Payroll to request an amendment.

FAQs

• What can I do to help ensure employees W-2s are accurate?
• How do I verify my employees? Social Security numbers?
• How do I change the name, address, or phone number of an employee?

Step 2: Verify Company information

Confirm that all company and contact information is correct

• Company FEIN
• Company Legal Address
• Contact Name

FAQs

• How do I change my company's federal employer tax identification number (FEIN)?
• How do I change the legal address of my company?
• How do I change the legal name of my company?

Step 3: Verify wage and benefit information

Confirm that all compensation and benefit types are correct, and that the withholding for each is correct

• Deferred compensation
• Group term life insurance
• Third party sick Pay
• Reimbursements
• State withholding

FAQs

• What types of income need to be reported?
• What is Sub-S medical or S-Corp Medical and who is eligible for it?
• What is Group Term Life Insurance (GTLI) and how is it calculated?
• What is third party sick pay and how do I add it to my payroll information for reporting?

Step 4: Perform any year-end calculations

Figure special payments and end-of-year corrections

• Bonuses
• Gross Up Year End Paychecks
• Zero out vacation (if necessary)
• Confirm you have entered and processed all manual checks
• Ensure any corrections have been made prior to December 31st

Web Entry FAQs

• What do I need to know about Year End bonus planning?
• How do I set up or change vacation, sick time, and other accruals for an employee?

PC Entry FAQs

• What do I need to know about Year End bonus planning?
• How do I set up or change vacation, sick time, and other accruals for an employee?

Step 5: Check data from last year

Terminated Employees

Make sure terminated employees have zero balances for all payroll items. You should have found these discrepancies during your last payroll of the year. Correct or adjust them before you run your first payroll of the New Year.

Please contact Intuit Complete Payroll for any corrections.

Step 6: Tax Filing and Timeline

Review Tax forms, annual tax form delivery, etc.

• W-2s
• 1099s
• Payroll tax filings and forms

How do I obtain 1099s for my business?

If you want Intuit Payroll Services to provide 1099 forms for contractors and vendors not previously reported with your regular payroll, please contact Intuit Complete Payroll and provide the following information by January 8, 2010:

• Full name
• Address
• Telephone number
• Social Security number or Employer Identification Number (EIN)
• Amount of payment (payments less than $600 do not require a 1099)

Additional fees may apply, including processing and setup fees, if applicable

What if I need to make corrections after my payroll year is closed?

Your 2009 payroll year closes either after processing your first payroll with checks dated in 2010 or on December 31, 2009, whichever comes first. Changes made after that date require us to create new W-2 forms or amend your W-2 forms and tax returns, and a service fee applies. Be aware that such changes might also result in late tax deposits and tax penalties from the IRS.

Please contact Intuit Complete Payroll for any corrections.

FAQs

• When will my account be debited for year end processing fees?
• When will I receive copies of my payroll tax forms?
• When will my W-2 forms be delivered?
• What should I do if an employee lost their W2?

Step 7: Before your first payroll of the new year