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Year end can be a busy time, so let us help you through some of the more common tasks you need to do to close out one year and start another. Because of the recent changes to your payroll service, you may need to do things a little differently than you did last year.
We know you probably have questions, so we've provided additional instructions and answers to some of the more common questions customers have. We're working hard to deliver some of the most commonly requested features for our QuickBooks Online Payroll customers. You can also check our QuickBooks Online Payroll: New and Updated Features list for updates.
In 2011, you'll notice that there are several changes to state and federal payroll and tax laws, which can affect your rates, payments, and forms.
Starting in 2011, the IRS will eliminate AEIC so employers will no longer report advance payments of earned income credit.
Employees who qualified for and received AEIC payments will need to claim this credit on their personal income tax returns. On December 17, 2010, President Obama signed into law the Tax Relief Act of 2010 (Tax Relief, Unemployment Insurance Reauthorization, and Job Creation Act of 2010). For more information about the 2011 federal tax rates that may affect your payroll, check the IRS Notice 1036: 2011 Percentage Method Tables for Income Tax Withholding. You may want to consider adding a brief note to your employees' first paychecks of the year letting them know there are changes to the amount of tax withheld because of the Tax Relief Act of 2010. For information on other federal and state changes to rates and regulations, contact the IRS or your state agency.
There are several reports you can run in QuickBooks Online Payroll to get the information you need for your year-end tasks.
The Employee Details report lets you verify employees' names, addresses, social security numbers (SSNs), and payroll tax and deduction setup.
If you are preparing your employees' W-2s manually, you can get most of the information you need from the Payroll Details report (summary by employee shows the totals for each payroll item) and the Payroll Tax & Wage Summary report (shows you the taxable wages for your employees).
Before the end of the year, be sure to check that your employee data is complete and accurate.
Invalid or missing employee information, such as social security numbers (SSNs), is a common reason for rejected W-2 filings and could affect the paychecks you create in 2011. Click the Show Inactive Employees link at the bottom of the list to include any inactive or terminated employees paid in 2010. Click the employee's name from either the Employee Details report or from the employee list. We recommend that you always keep your employees' names, addresses, SSNs current, but you must make sure the information is complete and accurate before you prepare your employees' 2010 W-2s.
Confirm that all compensation and benefits for each employee are correct and that the withholding for each is correct. If you have other fringe benefits that aren't supported by QuickBooks Online Payroll, contact Customer Support so that they are reported correctly on the employees' W-2s.
Third-Party Sick Pay: QuickBooks Online Payroll doesn't support the W-2 form and tax reporting required for third-party sick pay benefits paid to employees during the year. W-2 Box 14: QuickBooks Online Payroll reports some payroll items in W-2 Box 14 (clergy housing allowances, employee contributions to SUI and SDI, S-Corp owner health insurance amounts, and personal use of a company car).
Box 14 notations are not required by the Social Security Administration, but typically added for the convenience of the employee. We recommend that you always keep your employees' wages and benefits current, but it's especially important to review them at the end of the year when many plans make changes. Some employers restart the sick and vacation accrual at the beginning of the year, so the end of the year is a good time to review your employees' sick and vacation accrued balances and settings. To review all of your employees' sick and vacation settings at one time, you can run an Employee Details report. If you need to update the sick and vacation policy or adjust any employee settings, you can edit the employee record. If your employees are subject to local taxes, you need to review them before the end of the year. When you prepare employees' W-2s, QuickBooks Online Payroll automatically enters W-2 codes for local taxes. If an employee has had more than two local taxes withheld during the year, QuickBooks Online Payroll generates a second page of W-2s for those specific employees. If you want to change the local tax codes automatically entered by QuickBooks Online Payroll, you can do so from the Tax Setup page. W-2 Box 13 includes a Retirement Plan checkbox that must be selected if there are company or employee deductions to a retirement plan. If you offer an employer-provided retirement plan, you can set it up in QuickBooks Online Payroll.
If any of your employees participate in an employer-provided retirement plan that is not reported through QuickBooks Online Payroll, contact QuickBooks Online Payroll Customer Support. In addition to reviewing your employee information, you need to verify that your company legal name and address, and your employer identification number (EIN) is correct. Make sure that your filing name and address match exactly with the name on record for your company with the IRS.
Make sure that you've recorded all payments to active, inactive, and terminated employees, including any handwritten and termination paychecks. If you created a handwritten or termination check for an employee outside the payroll service, make sure that it's been recorded in QuickBooks Online Payroll so the wages are accurately reported on the employee's W-2. Paychecks have associated tax and other liability calculations and payments that need to be taken into consideration. When you run your final payroll for 2010, you may need to increase your direct deposit limit to include any annual bonuses. Security limits help protect you from fraudulent Automated Clearing House (ACH) activities by capping the amount you can send by Direct Deposit.
When you run a payroll that includes direct deposit paychecks, you need to be aware of the paycheck, submission, and funding dates — especially around the holidays and year end.

Use the following information when submitting your direct deposit paychecks around the holidays.
If you give your employees year-end bonuses, you need to choose how you want to pay the bonus (with a bonus run or a bonus pay item on employee paychecks) and then determine how the bonus it taxed.
In the Settings section, select a check box if you want to specify a special treatment for the bonus check. For example, if you want us to calculate net-to-gross, select the Use net-to-gross calculations checkbox. Note: Before you can add a bonus to a regular paycheck, the employee must be set up with a Bonus pay item. There are two options when paying bonuses to employees; including the bonus amount on the employee's regular paycheck or creating a separate paycheck for the bonus amount only. In the Pricing Information section on the Tax Products page, click the QuickBooks version drop-down arrow and select QuickBooks Online. You must also file the W-2 and W-3 information with the Social Security Administration (SSA).
To ensure posting compliance with recent Labor Law State changes, visit Compliance Web Site or call 1-800-713-9201. Note that on January 1, 2011, minimum wage will increase in Arizona, Colorado, Florida, Ohio, Oregon and Vermont. File your employees' W-2s with the Social Security Administration (SSA) by March 31 (electronic filing). You can electronically file your W-2s through QuickBooks Online Payroll's Electronic Services at no extra charge. Even when you electronically file federal W-2s with the SSA, you'll need to print and distribute copies to your employees and print copies for your own records. If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year and then click Continue. If you track contributions to retirement plans outside of your Online Payroll account, you'll need to manually select the Retirement Plan checkbox for each active participant. In the Printable Employee Copies: Form W-2 window, click View and review and print Copy C (for employee records), Copy B (for the employee to file with personal tax return), and Copy 2 (for employee to file with any local tax return). Once you review the W-2s and confirm that you're, click Archive to store an electronic copy for future reference. QuickBooks Online Payroll allows you to electronically file W-2s with the agency at no additional charge, even if you're not going to electronically file any other tax forms with us. On the Employer Copies: Form W-2 page, click View to open Acrobat Reader and review and print Copy D (employer's copy) for your records. When you're ready, click Submit to authorize us to file Copy A of Form W-2 electronically for you. When you create Form 940 (Employer's Annual Federal Unemployment (FUTA) Tax Return), we evaluate SUI payments you've made throughout the year to determine whether you qualify for the discounted FUTA rate, so you need to record all of your SUI payments before you file Form 940. How SUI payments affect FUTA and Form 940: Any payments you make for state unemployment (SUI) affect whether you qualify for a reduced rate on your Federal Unemployment Taxes (FUTA). When you prepare Form 940, we evaluate any SUI payments you've made throughout the year to determine whether you qualify for the discounted FUTA rate.
We can only determine whether you qualified for the discounted rate if your SUI payments have been entered or filed correctly in our system. When other federal and state payroll tax forms are due, corresponding links appear on your To Do Items list. Note: Because your state unemployment insurance (SUI) and state disability insurance (SDI) rates unique to your business, you'll need to review and, if necessary, update your SUI and SDI rates in your QuickBooks Online Payroll account. If you can't find or don't know if you received a rate change notice, you may want to contact the agency and verify your 2011 SUI rate. On the Setup Overview page, go to the Taxes section and click State Taxes for the state you want to change.
On the Company State Tax Information page, scroll to the State Unemployment Insurance (SUI) Setup section and click Change or add new rate. Many employers receive notice of a tax rate or deposit schedule changes, effective January 1.
On the Company Federal Tax Information page, scroll to the Federal Tax Setup section and click Change or add new schedule. Click the New drop-down arrow and choose the filing requirement and deposit schedule that matches the information provided in the agency notice.
Click the Effective Date drop-down arrow and choose the effective date if one was provided in the agency notice. Though you can update your employees' withholding and filing status at any time, the end of the tax year is a good time for your employees to review their withholding and make any necessary changes.
Give your employees a new federal W-4 form and, if applicable, state withholding form and have them complete and return them to you. Use the information from the employee's completed W-4 form to enter or update the employee's withholding. Quickbooks 2015 advanced reporting reporting feature quickbooks enterprise solutions users full service plan.. Quickbooks provide payroll summaries - excellent manual preparation payroll tax returns purchasing tax tables..
Copyright © 2015 Caroldoey, All trademarks are the property of the respective trademark owners. The QuickBooks Online Payroll 2010 Year-End Guide will be continually updated throughout busy season. Don't worry though, we update your tax rates and forms and keep you current with federal and supported state and local laws. If you usually use Form 8109 or Form 8109-B to mail your payment to the agency, you'll need to start submitting your federal payroll tax payments electronically.
QuickBooks Online Payroll includes the Electronic Services feature, which enables you to file payments directly from your payroll service account.
As a result, the income tax withholding tables for 2011 will no longer be adjusted for the Making Work Pay credit.

Be sure to review names, addresses, and SSNs for each employee (active, inactive, and terminated) who was paid during 2010. If one or more employees are missing SSNs in QuickBooks Online Payroll, you won't be able to prepare and file W-2s for any of your employees.
If an employee record is missing an SSN, you will not be able to process W-2s for any of your employees. If you provide third-party sick pay to your employees, contact Customer Support so that third-party sick pay is reported correctly on the W-2s. If you want, you can add the items manually to the copy of the W-2 you give to your employees.
You especially need to review them before your prepare your employees' W-2s and before you run your first payroll for the year.
If any local taxes were set up as deductions in the new version of QuickBooks Online Payroll, contact Customer Support before you prepare your employees' W-2s so that they are reported properly on the employees' W-2 form. The second page shows only the employee information, the employer information, and the local taxes (not the federal or state tax information).
And then when you prepare your employees' W-2s, we mark this checkbox for you on the appropriate employee W-2s. Paychecks have associated tax and other liability calculations and payments that need to be considered. For example, if you record a paycheck that was issued in a prior quarter, you'll probably need to recalculate payroll taxes and re-file forms. You may also need to adjust direct deposit or check dates to prevent reporting wages in the wrong year. If you expect that the total amount of your year-end payroll or bonus run will be more than your current Direct Deposit limit, you can request an increase. To avoid penalties and fees incurred by the agency and the payroll service, you need to make sure that wages dated for 2011 are received in 2011 and wages dated for 2010 are received in 2010. If you create paychecks with a check date of January 1, 2011 and submit your direct deposit on December 29 before 5pm, the funds will be deposited in employee accounts on December 31, 2010.
You should create direct deposit bonus checks 5 business days prior to the direct deposit deadline date in order to avoid any delays in processing. Once you choose the way you want to pay a year-end bonus, you must consider the taxability of bonuses. You can print copies of W-2s for your employees in the following ways from QuickBooks Online Payroll. If you used QuickBooks Online Payroll to prepare and print 2009 W-2s for your employees last year, be aware that the print format has changed. With QuickBooks Online Payroll, you can electronically file your W-2 and W-3 information through Electronic Services. You don't need to enroll in Electronic Services to file W-2s (and W-3 information) with the Social Security Administration (SSA).
Here is some information about which copies go to the agency, to the employee, and to you (the employer). You can print W-2s on either plain or blank, 3-part perforated paper — both are acceptable to the agency. When you file your W-2s electronically, the W-3 information is automatically sent to the agency. Most employers must file Form 940 and pay FUTA at year-end, and most qualify for the reduced FUTA rate.
In QuickBooks Online Payroll, your state wage and tax information is submitted when you electronically file your annual state payroll tax forms. If you do receive a notice of a SUI rate change, make sure that you enter your new rate in your QuickBooks Online Payroll account, effective January 1. When you receive a notice of a new rate from the state, look for the effective date in the notice.
If you do receive a notice of a new deposit schedule or filer type (941 or 944), make sure that you enter your new schedule in your QuickBooks Online Payroll account, effective January 1 to ensure that your tax deposits are not late. Just sign in to your Online Payroll account and click Contact Us at the bottom of the page. As features are released, we'll notify you by email or an in-product Inbox message that they're available. Other than that, there is nothing you need to do to manage the administrative details of these changes — we'll do it for you! Be sure to review and, if necessary, update any missing or incorrect SSNs in your employees' QuickBooks Online Payroll records before you attempt to prepare W-2s for your employees.
Copy A can still be filed electronically with the Social Security Administration from your QuickBooks Online Payroll account. According to the IRS, the paychecks should be reported in 2010 and the taxes calculated should reflect 2010 year-to-date (YTD) amounts and wage bases. If you want to create direct deposit paychecks, you'll need to change the check date to a business day and then follow the direct deposit deadlines for that date. If we haven't started processing the direct deposit paychecks, you can delete the direct deposit paychecks, create manual paychecks, print or handwrite them, and then distribute them to your employees. The net pay on a bonus check can drastically change based upon the selection and disbursal of taxes and whether the bonus is on the same or separate check than the regular payroll wages. You don't need to enroll in Electronic Services to file W-2s (and W-3 information) with the SSA.
For example, if you have employees in Pennsylvania, your employees' wage and tax information is submitted when you file Form PA-W3. If you need help recording paychecks in QuickBooks Online Payroll, contact Customer Support. If you want a copy of the information on the W-3 form, you can generate and print a Payroll Tax & Wage Summary report for your records.

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