Intuit Online Payroll

Getting Started and Quick Reference Guide

Online Payroll

Intuit Online Payroll

Getting Startedand Reference Guide

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CopyrightCopyright © 2009 Intuit® Inc.All rights reserved.

STATEMENTS IN THIS DOCUMENT REGARDING THIRD-PARTY STANDARDS OR SOFTWARE ARE BASED ON INFORMATION MADE AVAILABLE BY THIRD PARTIES. INTUIT AND ITS AFFILIATES ARE NOT THE SOURCE OF SUCH INFORMATION AND HAVE NOT INDEPENDENTLY VERIFIED SUCH INFORMATION. THE INFORMATION IN THIS DOCUMENT IS SUBJECT TO CHANGE WITHOUT NOTICE.

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ImportantTerms, conditions, features, service offerings, prices, and hours referenced in this document are subject to change without notice. We at Intuit are committed to bringing you great online services. Occasionally, we may decide to update our selection and change our service offerings, so please check www.payroll.com for the latest information, including pricing and availability, on our products and services.

Thank you for choosing Intuit® Online Payroll.Intuit Online Payroll gives you the tools you need to efficiently manage your payroll. Your subscription provides you with the most up-to-date tax tables and federal and state tax forms, and gives you the flexibility to process payroll and run customized reports whenever you want. Intuit Online Payroll does not require Quickbooks accounting software. It is a standalone payroll application that is easy to set up and use. It’s important to us that you are completely satisfied with Intuit Online Payroll. This Payroll Getting Started and Reference Guide will help familiarize you with our payroll solutions and help ensure a hassle-free experience. Please keep this guide within easy reach. It can help you through the payroll start-up process and provide answers to many common questions.

Got feedback about this guide? Send us your comments at customereducation@intuit.com

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About this guideThe illustrations and procedures in this guide are for customers using Intuit Online Payroll. For more information regarding setup or use of Intuit Online Payroll, visit www.intuitonlinepayroll.com/support.

Contents

How Intuit Online Payroll works 2Are you a new employer? 3Set up payroll 6Company information 8Taxes: Federal 10Taxes: State 11Tax payments 12E-pay enrollment 13Pay schedules 14Assign employees to pay schedules 15Direct Deposit 16Employees 18Complete Setup 24The Intuit Online Payroll Home page 26Users 28Add and edit users 28Change the Payroll Start date 30Edit year–to–date amounts 30Add pay schedules after Setup 31Change pay schedules after Setup 31Change an employee's information 32Paying employees 36Print paychecks and pay stubs 38Send paychecks via Direct Deposit 39Complete Direct Deposit set up 39Edit and void paychecks 41Recall Direct Deposit paychecks 41Pay taxes and other liabilities 42File payroll tax forms 44Export data to Quickbooks or Quicken 46Manage your subscription 47Get help 48

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How Intuit Online Payroll works

Intuit Online Payroll is a standalone subscription service that does not require Quickbooks Accounting software. Setting up and running payroll Intuit Online Payroll involves four main steps:

➊ Sign up—Once you’ve signed up, Intuit Online Payroll guides you through a step-by-step interview to set up your payroll information. Intuit Online Payroll always has the latest federal and state tax tables and forms.

2 Pay your employees—You can easily enter employees' hours or salary, and with just a few clicks, Intuit Online Payroll automatically calculates earnings, payroll taxes, and deductions for you. You can easily print paychecks from your printer, or use free and convenient Direct Deposit.

3 Pay your taxes—Intuit Online Payroll calculates federal and state payroll taxes for you. It helps keep track of the taxes you owe, and reminds you when and how much to pay. You can easily write a check or conveniently pay your federal and select state taxes electronically with E-Pay at no additional cost. Intuit Payroll's team of compliance professionals works with tax authorities to help keep your payroll tax rates accurate and up-to-date.

4 Pay and file your tax forms—Intuit Online Payroll automatically fills in the latest federal and many state payroll tax forms for you—just print, sign, and mail, or E-File federal forms at no additional cost. You also receive helpful emails reminding you about tax payments and form deadlines.

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Information for New Employers

Are you a new employer?

If you’re a new employer or thinking of hiring your first employee, this section contains valuable information to help you get started. For more information, visit our Guide to Hiring and Paying Employees website (www.payroll.intuit.com/payroll_resources/guide_to_hiring/index.jhtml).

Classify workers correctly as independent contractors or employees

For payroll tax purposes, workers are generally classified as employees or independent contractors. Whether a worker is an employee or an independent contractor depends on the amount of control the employer has over the worker.A worker’s classification has certain payroll tax implications. You pay payroll taxes (like Social Security) for employees, but for contractors you don’t have to. A few simple questions can help you determine whether the person you’re hiring is an employee (and will need a W-2 tax form) or an independent contractor (and will need a 1099 tax form).

• Will the work be performed on company premises?• Will the individual work only for you?• Will you provide tools for your worker to do his or her job?• Do you control the hours the person works?

If you answered “yes” to any of the questions above, you’re probably hiring a W-2 employee and not a 1099 independent contractor. For more detailed information on how to classify a new hire, review the IRS’s Publication 15-A (www.irs.gov/pub/irs-pdf/p15a.pdf).

Get your employer identification number (EIN)

There are a few identification numbers you must have as an employer. The government uses these numbers to identify your business and track your payroll taxes. Typically, you need the following three identification numbers: one from the IRS called an Employer Identification Number (EIN), one from your state revenue department, and one from your state employment department.If you don’t already have these identification numbers, you can apply for them online by visiting the IRS website (www.irs.gov).Some local jurisdictions might also require a business identification number. Consult your local government offices for more information.

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Use the W-4 form to calculate your employees’ paychecks correctly

The IRS requires all new employees to fill out Form W-4, which asks employees to state their marital status and how many tax allowances they will claim. Based on the number of allowances they claim, employers can determine the amount of federal income tax to withhold from employees’ paychecks.All new employees should complete Form W-4 on their start date. Employees can complete a new Form W-4 if there is a change in their tax status, such as marriage or a new dependent.You must keep a Form W-4 on file for each active employee. You must also keep this form for four years after the employee leaves or is terminated. Generally, employers do not need to send a copy of the W-4 form to the IRS unless notified to do so by the IRS. You can find Form W-4 on the IRS website (www.irs.gov/formspubs/index.html).

Verify the employee’s eligibility to work in the United States

Form I-9 (Employment Eligibility Verification) is used to document the eligibility of your employees to work in the United States. This form asks employers to review certain identity documents, such as a driver’s license, Social Security card, or a U.S. passport. Although you are not required to, it’s a good idea to photocopy these documents and keep them in your files.U.S. Citizenship and Immigration Services (USCIS) requires all new employees to fill out Form I-9. You don’t need to send the I-9 forms to any government agency. However, you’ll need to keep a form on file for every current employee in case it’s requested. If an employee leaves or is terminated, you’ll need to keep a copy of the I-9 form on file for three years after the employee’s hire date or one year after the employee leaves, whichever is longer.You can find Form I-9 on the USCIS website (www.uscis.gov/).

Report your new hire to the state

All employers are required to report new hires to the state; some states also require that you report independent contractors. Your state needs to know who you hire in order to aid in the collection of child support and to monitor unemployment compensation, workers’ compensation, and other public programs. In most states you can provide a copy of the employee’s W-4 form to report the new hire to the state. If you do not report your new hire to the state within the given amount of time, you may face a penalty.Check with your state (www.acf.hhs.gov/) for specific new-hire reporting requirements.

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Order law labor posters

Labor law posters publicize information for employees like the minimum wage and overtime pay standards. Businesses with one or more employees are governed by U.S. state and federal labor laws.Posters are made by third parties, not the government. You can easily order compliance posters online.

Get workers’ compensation insurance

Required for almost all employers, workers’ compensation insurance is meant to protect your company from liabilities in case a worker suffers an injury while on the job. The premium you pay depends on the category of your employee. Without adequate workers’ compensation insurance, you may be held personally liable for both the cost of the employee’s medical care resulting from an on-the-job injury, and for lost wages while the employee is unable to work.To learn more about what is required in your state, check out the Office of Workers’ Compensation Programs (www.dol.gov/esa/).

Hiring employees

Here’s some other information to help you get started hiring employees:• Determine how much to pay the employee Keep in mind the real cost of hiring. Hiring an employee costs more than just his or her wages. Payroll taxes can add 15% or more to the total cost of hiring an employee. You can prevent a surprise in your business budget down the line when you understand employer taxes and insurance costs. Review the information provided on our website (payroll.intuit.com/payroll_resources/), where we explain what you need to withhold from an employee’s paycheck and the taxes you are responsible for as an employer.• Create a job posting Before you write the posting, think about what you want the employee to do, how much of the employee's time you’ll need, and what skills are required to do the job. A good job posting is specific and informative.

How do you find the person you’re looking for? You can use our job posting template to help you get started (http-download.intuit.com/http.intuit/CMO/payroll/assets/SampleJobApplicationForm.doc). We provide resources to help you write an effective job posting that will help you find a qualified employee, and we offer tips on interviewing applicants.

Information for New Employers

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Set up payroll

The Payroll Setup interview guides you through all the steps of setting up payroll. First, you'll set up payroll taxes for your company, and correctly set up common compensation and benefits. Then, you'll set up individual employees and year-to-date payroll amounts (if needed) so you can start running payroll.To set up Intuit Online Payroll, you’ll need the following information. You can find this information in your own records, or get it from your accountant, or from federal or state agencies.

Item Examples

Company Information

Pay period frequency or frequencies (for example, weekly, biweekly, semimonthly, monthly, quarterly)Date you started or will start using Payroll in QuickBooks

Compensation, Benefits, and Miscellaneous Additions and Deductions

Compensation you give employees and officers: hourly wages, salaries, commissions, and so on•Insurance benefits offered, such as health, dental, and vision•Retirement benefits offered, such as 401(k)•Additional deductions from net pay that you withhold, such as union dues, repayments of •employee advances or loans, and life insuranceAdditions you add to a paycheck, such as bonuses, travel reimbursements, employee advances or •loans, and tips

Tax Information

Your federal tax ID number (FEIN)•The deposit frequency for the payroll taxes•State or states for which you file payroll taxes•Your state employer tax ID number or numbers (EINs)•Deposit frequencies and account numbers for each state tax•Tax rates for any local or other taxes•Whether you qualify for the Federal Unemployment Tax (FUTA) credit•

Employees

Employee names, addresses, and Social Security numbers from your employees’ Social Security •cards or W-4 formsEmployee withholdings, which can also be found on the W-4 form•Current employee wages/salaries, additions, deductions, and company contributions•Sick and vacation time policies and hours accrued•

Direct Deposit Information

Your company bank account and signatory information. Whoever sets up Direct Deposit must have •access to the bank account.For each employee you want to pay using Direct Deposit, you need the employee's bank account •information and bank routing numbers.

Year-to-Date History

Note: You need to enter year-to-date payroll ONLY if you start using Intuit Online Payroll after January 1 of the calendar year AND if you’ve already run payroll at least once since January 1. (If you start using Intuit Online Payroll after January 1 but have not yet run a payroll this calendar year, you have no year-to-date information to enter.)

Quarterly and pay period summaries of employee payroll amounts from the beginning of this •calendar year to the beginning of the current quarterPaycheck information from the beginning of the current quarter to the payroll start date•

Liability Payment Information

Quarterly and pay period summaries of payroll liability payments from the beginning of this year •to your payroll start dateCopies of payroll liability checks from the first day of the current quarter until today•Payment and filing methods•Deposit frequencies•

Setup Checklist

Did You Know?

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Payroll Setup

To go through the Payroll Setup interview:

➊ Go through the setup checklist and make sure you have all the information you need.

2 Follow the instructions.

You must complete the following steps in sequence:

• Company Information: Enter company information and payroll start date.• Taxes: Set up payroll taxes that apply to you, schedule payments with the

agencies, and specify payment methods.• Compensation: Set up wages and other types of compensation.• Other Payments and Deductions: Enter all insurance and retirement

benefits, and additional payments and deductions (garnishments, mileage, union dues, and so on).

• Pay Schedule: Set up how often you pay employees and the first check date.• Paid Time Off: Set up vacation and sick time.• Direct Deposit: Set up direct deposit information.• Employees: Set up employees, including their contact and hiring information,

compensation information, sick and vacation information, and tax information from Form W-4.

• Prior Liability Payments: If you've switched from another payroll service to Intuit Online Payroll, you will need to enter previous liability payment information.

The IRS defines an employee as someone you give a W-2 form to at the end of the year. You pay them with paychecks and you withhold taxes for them. Set up everyone who falls into this cat-egory as an employee. Do not set up independent contractors and owners as employees. The IRS defines an independent contractor as someone you give a 1099-MISC form to. At this time, Intuit Online Payroll doesn't support paying independent contractors. Pay owners and part-ners by checks that draw on the compa-ny’s equity.

Setting up payroll

Setting up payroll sometimes requires in-depth tax knowledge, so it’s a good idea to have an accountant or payroll professional review your set up. Mistakes in setting up payroll can cause problems later.

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The easiest time to start using Intuit Online Payroll is at the beginning of a calendar quarter (April 1st, July 1st, or October 1st). You'll need to enter information for the year, up to the end of the previous quarter.

To get year-to-date information:If you have been using another payroll service, that service can provide reports that contain the required information. Otherwise, you should be able to extract the information from your employees' pay stubs. To do this, you will need:

• The last pay stub that each employee received before your Intuit Online Payroll start date, or a year-to-date payroll report with details about each employee's compensation and deductions.

• Year-to-date totals for company-paid taxes and any other company-paid expenses, broken out by employee.

Switching from another payroll service mid-quarter requires the most detail. In addition to entering year-to-date information up to the previous quarter, you need to enter partial-quarter amounts up to your payroll start date with Intuit Online Payroll.Note: Switching mid-quarter also means you might have to fill out your first Form 941 by hand.

Company information

➊ Enter your company contact information. 2 Under Payroll Background and Start Date, select either Yes

or No:• If you're switching to Intuit Online Payroll from another

payroll system, select Yes, I use a different payroll method, and I'm switching to Intuit Online Payroll in the same year and enter the Payroll Start Date. (See the inset on page 9 for more information on the Payroll Start Date.)

Did You Know?

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Payroll Setup

If you start mid-quarter, enter the check date of the first paycheck you want to pay using Intuit Online Payroll. Note: The check date is not necessarily the same as the pay period (the days the employee worked). For example, if you pay your employees one week after the end of the pay period, the date you pay them is the date you should enter.

If you selected Yes to the question Have you issued paychecks during the year you plan to start using Intuit Online Payroll, you'll be asked important questions later during Payroll Setup about your year-to-date amounts and any prior liability payments you made. This information will help to calculate your paychecks and tax deposits correctly. Your answers allow Intuit Online Payroll to stop withholding at the correct limits for taxes like Social Security and show the correct YTD amounts on employee paychecks. If you selected Yes to the question Have you issued paychecks during the year you plan to start using Intuit Online Payroll, you will enter year-to-date information for all your employees during employee setup.

• If you're a new employer and you're paying your first employee, select No, I'm paying my first employee of the year under Payroll Background and Start Date and enter the date you will write your first paycheck.

Enter the check date of the first paycheck you will give to an employee. This date is not necessarily the same as the pay period (the days that the employee works). For example, if you pay your employees one week after the end of each pay period, you should enter the date that will be on the check, not the pay period end date.The Date of First Paycheck is stored as your payroll start date.

Payroll Start Date

Intuit Online Payroll uses your payroll start date to help set up your first pay schedule.In addition, the IRS requires that we track your payroll taxes and payroll forms starting from your first check date (not your employees' pay period end date).The Payroll Start Date is needed so that Intuit Online Payroll can calculate your paychecks and payroll taxes accurately. Therefore, if you paid any employees earlier in the year you first use Intuit Online Payroll, select Yes, I use a different payroll method, and I'm switching to Intuit Online Payroll in the same year.

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➊ Enter your Federal EIN. If you haven't received your company EIN at the time, you can continue with Setup and enter the EIN at a later time. Click Continue, and then click Yes to dismiss the warning.

• If your company is not subject to a federal tax, click Edit in the row next to the applicable tax, and then click to clear My company is subject to this tax.

2 Click Continue.

Taxes: Federal

All the information is entered by default. Unless you're exempt from paying Federal taxes (for example, non-profit organizations are not subject to Federal Unemployment Insurance), all you need to do here is enter your Federal Employer Identification Number or FEIN.

Did You Know?

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Payroll Setup

All the information is entered by default. Verify your tax rates. Unless you need to change or enter the unemployment rate , all you need to do here is enter your State Employer Identification Account Number.

2 Enter your State Employer Identification. If you haven't received your State Employer Identification Number at the time, you can continue with Setup and enter the identification number at a later time. Click Continue, then click Yes to dismiss the warning.

Note: Enter and verify this information before you make your first payment or file your first form.

• To create a new tax, click Create Local Tax.

3 Click Continue.Click Add another, if you want to add other states, for example, if you have employees living and working in another state.

Entering your EIN at a later time

After Setup, if you need to enter your EIN, click the Settings tab. Click Preferences, then click Company. Enter your EIN.

Changing the State unemployment rate

•If you entered the unemployment rate incorrectly, simply enter the correct rate in the field. It will change your history and recalculate your payments based on the new rate.

•If you received a new rate from the Government, enter the new rate and click New Rate, then pick an effective date that the new rate will be used and click OK.

Taxes: State

➊ Select the state in which you do business and pay your payroll taxes, and click OK.

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➊ Click Continue. The taxes you will pay are grouped together.

2 Click Continue. In the mini interview, select the payment method and frequency of each payment. Check with

the appropriate agencies for payment frequencies. (See the inset on page 13 for information about deposit schedules.)

3 Select the following:• Select a payment method: E–pay or check.• Select how often you make this payment. (Some payment frequencies default to the usual

frequency.)

Tax paymentsNext you set up the tax payments and schedule them.Note: If you're a new business owner, refer to the IRS Circular E (http://www.irs.gov/publications/p15/) publication for your pay schedule frequency. Also, check your State agency for the pay frequency you need to follow.

Did You Know?

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Circular E states: “There are two deposit schedules—monthly and semiweekly—for determining when you deposit social security, Medicare, and withheld income taxes. These schedules tell you when a deposit is due after a tax liability arises (for example, when you have a payday). Before the beginning of each calendar year, you must determine which of the two deposit schedules that you are required to use. The deposit schedule that you must use is based on the total tax liability that you reported on Form 941 during a lookback period discussed below. Your deposit schedule is not determined by how often you pay your employees or make deposits.”

You can electronically pay (e-pay) federal and selected state payroll taxes directly from Intuit Online Payroll. This saves you trips to the bank to make your payroll tax payments. Intuit Online Payroll is convenient, secure, and fast.

With e-pay, you submit the payments to the agency using the Liability Payments Center, and Intuit Online Payroll tracks and stores the transaction information.

When you set up your payments for e-pay, Intuit Online Payroll lets you know whether your agency requires enrollment and provides enrollment instructions, if necessary. You can also check on the Payroll Tax Support website (http://www.payroll.com/support/tax/oe/select.aspx). If you are already enrolled with EFTPS (Electronic Federal Tax Payment System), you can use that same PIN to e-pay directly from within Intuit Online Payroll.

To learn more about e-pay, go to http://learn.intuit.com/payrolltraining

Payroll Setup

4 Click Continue and continue setting up payment methods and frequencies for all the tax payments you will make.

Enroll in e-pay

Some tax agencies require that you enroll in their electronic payment program before you submit an e-payment from Intuit Online Payroll. When you set up your payments for e-pay, if you selected e-pay as the payment method, read and review the agency requirements. When you enroll in an agency's e-pay program, you may receive, or be required to create, a unique code, user ID, password, or some other security identifier that you must enter each time you submit an e-payment from Intuit Online Payroll. For information about login requirements for your agency, visit the agency login page on the Payroll Tax Support website (http://www.payroll.com/support/tax/oe/select.aspx).Important: Intuit Online Payroll cannot track or verify your enrollment with an agency, so be sure that you've completed the enrollment process before you attempt to submit an e-payment from Intuit Online Payroll. If you submit an e-payment from Intuit Online Payroll before you've completed the enrollment process, your e-payment may be rejected by the agency.

To set up tax payments for e-pay, you must have the following information:• How often you pay the agencies• Tax identification numbers• Account number, routing number, account type for the bank account you are

using for e-payments (if required by the agency)

E-pay enrollment➊ Read and review the e-pay instructions.2 Select the agency and then click View &

Print Instructions.

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To add pay schedules during Setup:

➊ Enter a name for the pay schedule.2 Select a pay interval and, in the First Check Date field, enter the day you'll issue the first check. 3 Select when you want to date the paychecks.

• Select On if you want to create and date payroll checks on the same day as the last day of the pay period or week-ending date.

• Select After if you create and date your payroll checks after the last day of the pay period. In the How many days after field, enter the number of days after your pay period ends that you want your checks dated.

• Select Before if you create and date your payroll checks before the pay period end date. In the How many days before field, enter the number of days before your week-ending date you want your checks dated.

4 Click Save.

After you save the pay schedule, you have the option of setting up another pay schedule. To add pay schedules after setup, see page 31.

Pay schedules

Pay schedules determine how often you pay your employees. You set up the pay schedules as part of the Payroll Setup interview. You can edit pay schedules and set up new ones at any time.

Did You Know?

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When you use payroll schedules, Intuit Online Payroll automatically determines the payroll processing dates for each pay period, taking into account weekends and bank holidays. You set up your payroll schedule once and as-sign employees to it. The dates reset to the next pay period after you create paychecks.You can use payroll schedules to group to-gether employees in whichever way makes the most sense for you to effectively run your payroll and business.

Custom Payroll

To pay an employee outside a regular pay-roll run (for example, annual bonuses), select Custom for Pay Period.

Assign employees to pay schedules

If you have only one pay schedule, you do not see this option. All employees are assigned to the one pay schedule by default. If you have more than one pay schedule, you have the option of adding employees to a pay schedule during the Payroll Setup Interview or at a later time.

Note: You can only group employees in the same payroll schedule if they have the same pay frequency (for example, weekly, biweekly, semimonthly, and so on).

To assign employees to pay schedules during Setup:

If you have only one pay schedule, employees are automatically assigned to it during Setup. If you have more than one pay schedule:

➊ Start to create the employee record, as described on page 18.2 After setting up the employee's personal, contact, and hiring information, if

you have more than one pay schedule, you'll see the following option:

3 Select a pay schedule or click Add New to create a new one.4 Click Next, and continue setting up the employee by adding compensation

information. 5 Click Finish when you're done.

Pay Schedules

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To set up Direct Deposit:

➊ In the Setup Direct Deposit window, select Yes to Do you want to set up Direct Deposit now.

2 Click Next.3 Enter the company contact information and then click Next. 4 Enter the company bank information—the company's bank name, routing number, and

account information—and then click Next.

Direct DepositDuring Setup, you can choose to set up Direct Deposit or set it up at a later time. See page 39 how to set up Direct Deposit later.

Did You Know?

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5 Enter the account holder's name and contact information.

After you enter the appropriate information, two small debits are sent to validate the bank account you set up for Direct Deposit. See page 39 for more information.

6 Click Finish.

• Your Direct Deposit setup is not yet complete.• Wait at least 24 hours and check your bank account for the two debits.

The reason that Intuit Online Payroll makes two small debits of random amounts is to verify that you have access to the bank account that you set up. This step is a security validation.

• After you see the debit, you need to enter the amounts in Intuit Online Payroll. You will receive an alert to validate the debits. Click the link and enter the amounts of the debit or see page 39 about validating your Direct Deposit amounts.

Information needed for Direct Deposit setup

For Direct Deposit setup, you require the following information:•Company Federal Employer Identification Number (EIN)

•The legal company name and address used when you applied for your Federal EIN

•Bank name, routing number, account number, and account signatory for the account you will use to pay employees

For each employee to be paid via Direct Deposit, you need to know:

•Whether to deposit money in one bank account or to split it between two bank accounts

•Bank name, routing number, and account number for the account or accounts where the employee wants to deposit the paid amount

Setting up Direct Deposit

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To set up employees:

➊ Enter the employee's legal name and click Next. You can leave the name as is or change how it appears.

2 Enter the employee's address and contact information, and then click Next.3 Add the employee's hiring information and click Next.

To set up Direct Deposit:

➊ If the company is set up for Direct Deposit, you have the option of setting up the employee for Direct Deposit. • Click Yes to set up the employee for Direct Deposit and follow the instructions.• Click No if you're not setting up the employee for Direct Deposit.

2 If you selected Yes, enter Direct Deposit information for the employee:

3 Enter the bank name, routing number, and account number, and select the type of account.

Employees

You can set up employees during Setup, or at a later time. You can make changes to employee information after employee set up. See pages 32 – 35 for more information.

Did You Know?

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4 If the employee wants to deposit part of the paycheck in one bank account and part in another, select the Split into 2 deposits checkbox. You can split the employee’s paycheck by percentage or by a fixed dollar amount.

5 Click Next.

To set up compensation items:

➊ Enter compensation information for the employee,• If the employee is paid by the hour, select Yes and enter the hourly pay

information for the employee. Click the drop-down arrow and select the hourly item, then enter the hourly rate. If the employee works the same number of hours each week, enter it under Hours. Otherwise, leave the Hours blank.

If you need to add another hourly item (for example, Overtime), click the drop-down in the second row and select the hourly item and enter the rate.

If you need to add a new hourly item (for example, if the employee has two rates), click the drop-down arrow in the next available row and select <Add New>.

• If the employee is salaried or if you pay some other type of compensation, select No.

Setting up Employees

If a compensation item (hourly, salary, bonus, and so on) is not available, it means that you haven't set it up under your company compensation items. Go back to Step 4 of the Payroll Setup Task List and add it to your compensation items.

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2 Click Next.

3 Select Yes if you pay this employee a salary. Click the drop-down arrow and select the salary item. Then enter the annual amount and click Next.

4 Click the drop-down arrow and select a compensation item or select <Add New> to add a new item. Then enter the rate or amount for this new item and click Next.

Did You Know?

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The screen to enter payments and deductions appears. See page 35 for more information about payments and deductions.

5 Click the drop-down arrow under Pmt or Deduct Name and select an item or select <Add New> to add a new item.Enter the rate or amount for this new item and the annual limit that should be made and click Next.

To set up paid time off:

See page 35 for information on how to adjust paid time off.➊ If your company offers vacation time, enter the vacation information for the

employee, and then click Next. If the employee is not eligible for vacation time, clear the This employee is eligible for Vacation time checkbox.

2 If your company offers sick time, enter the sick time information for the employee, and then click Next. If the employee is not eligible for sick time, clear the This employee is eligible for Sick time checkbox.

Setting up Employees

Payments and deductions

A payment is a non-voluntary deduction from an employee's paycheck to pay for child support, medical support, unpaid taxes, repay a loan, and so on.

A deduction is usually a voluntary deduction from an employee's paycheck to pay for medical insurance, retirement benefits, and other benefits. Deductions like medical and retirement benefits usually have a before and after tax amount and an employer-paid and an employee-paid amount.

Paid time off

If you had indicated that your company doesn't offer vacation or sick time, then you won't see the paid time off screens when you set up the employee.

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To set up tax information:

➊ Enter the employee's Federal tax information, and then click Next. Use the employee's W-4 to obtain this information.

2 Select the state whose withholding the employee is subject to (or the state the employee lives in) and the state the employee works in, or accept the defaults, and click Next.

3 Enter the employee's State tax information. Use the employee's W-4 to obtain this information.

4 Click Finish.

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To set up year–to– date information:

If you've already paid an employee the same year that you start using Intuit Online Payroll, you must add year-to-date information for the employee

➊ Select the employee, and then click Edit Year-to-Date.

2 Go through the interview.3 Click Finish.

If you switched from another Payroll system to Intuit Online Payroll, you selected Yes to the question about switching from another system (see page 8), which is why you need to enter prior liability payments at the end of the startup interview.

Setting up Employees

To enter prior liability payments:

➊ Click Prior Liability Payments.2 Enter the liabilites paid prior to your

Payroll Start Date.3 Click Continue, and then click Finish.

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Complete Setup

After you complete the Setup Task List, you'll see the following screen:

This option appears only if you have year-to-date data.

25

Key Terms

• Click Go To Home Page to open the Home page for your company.

If you need to go back to Setup: Click the Settings tab and then click Return to Setup.

You can also add any of this information or make changes to any of the existing information without going back to Setup. See pages 30 — 35 for more information.

Completing Setup

26

The Intuit Online Payroll Home page

You can see the Home page after you complete the Payroll Setup Interview.

Click the Paychecks tab to create and modify paychecks, to view paycheck history, and to print paychecks and pay stubs. Pay your employees quickly and easily. Enter hours, review paychecks, and print or use convenient Direct Deposit.

Click the Employees tab to add new employees, modify employee records, and create employee-related reports, such as liability adjustments and paychecks.

Use the Home page to view the Things To Do list. Click any of the items to Create Paychecks, Make Payments, and File Tax Forms.

Intuit Online Payroll sends you messages that are informational. Click the link to learn more or click the X to remove the message.

Click the Tax Payments tab to view upcoming liability payments, view past payments, and set up payment schedules. Intuit Online Payroll calculates your payroll liabilities and tells you when they’re due to help prevent you from missing a deadline. Print and mail checks, or pay taxes electronically with E-File & Pay.

27

Click the Tax Forms tab to file tax forms or view filed forms. Intuit Online Payroll automatically fills in the latest federal and most state tax forms—just sign, print, and mail. Or, conveniently file payroll tax forms electronically with E-File & Pay.

Click help to find answers to questions or to learn how to do something.

Click the Tax Payments tab to view upcoming liability payments, view past payments, and set up payment schedules. Intuit Online Payroll calculates your payroll liabilities and tells you when they’re due to help prevent you from missing a deadline. Print and mail checks, or pay taxes electronically with E-File & Pay.

Click the Settings tab to change preferences after Payroll Setup. You can add or edit compensation, including vactation and sick time, payments and deductions, tax payments, pay schedules; set up direct deposit, printing options; user and company preferences, and other preferences.

Click my accounts to view or change your subscription, and add, view, or change your user or company information.

Click Find to quickly find any type of transaction.

Home page

Click support to access Support.

28

UsersAfter you complete Payroll Setup, you can add users to Intuit Online Payroll if you want other people in the company to use the product to manage payroll tasks. Only one user can have the Master Administrator role. This is usually the login of the person who subscribed to the company. In addition, you can add a Company Administrator role to the user list and also set up an Accountant user.Note: The Master Administrator role can't be deleted, but it can be transferred to another user.

Company AdmininstratorCompany Administrators have access to all features and capabilities in Intuit Online Payroll.

Regular usersRegular users have limited access to features in Intuit On-line Payroll. You can choose to give these users some ad-ministrative capabilities.

Master Admininistrator

There is only one Master Administrator. Initially, it is the user who created your company. This user has the same access rights as a Company Administrator. The Master Administra-tor can't be deleted, and its access rights can't be changed; however, you can transfer the Master Administrator role to another user, and then edit or delete this user.

Add and edit usersYou can give other users some administrative functions, such as the ability to add other users, change or view company information, and change billing and subscription information, or you can just give them viewing rights to some of this information.

To add users:

➊ Click my account, and then click User List.2 Click New.3 Select the type of user you want to set up. Options are Regular or Company Administrator. If

this user is your accountant, select This user is my Accountant.

29

4 If you select Regular for User, select the access rights for this user, and then click Next.

5 Enter the user's email address and name.6 Click Finish.

After you click Finish, the users you set up get an email invitation to sign up. To create their login information, they need to click the link in the email invitation.

To edit users:

You can change access rights or other information for an existing user.

➊ Click my account, and then click User List.2 Select a user from the list, and then click Edit.3 Edit the user's name or email information, or click Change to change the user's access rights.4 Make your changes and then click Save.

Setting up users

30

Change the Payroll Start date

During the Payroll Setup Interview, you choose the date you were going to start running payroll using Intuit Online Payroll.

Important: You can change this start date later if you decide to, only if you haven't started issuing paychecks.

To change the Payroll Start date:

➊ Click the Settings tab and then click Preferences.2 Click Payroll Start Date and change the date.

Edit year–to–date amountsIf you just switched from another payroll system and have already issued paychecks to employees for the calendar year, you need to enter the year-to-date amounts for each employee in Intuit Online Payroll.Otherwise their tax information will be incorrect.

To edit year–to–date amounts to the employee record:

➊ Click the Employees tab, select the employee, and then click Edit.2 Click Edit Year-To-Date Information.3 On the Year-To-Date Summary screen, click Edit.

An interview opens where you can revise your original entries. If you change amounts, be sure to click Suggest to recalculate the expected amounts for taxes.

If the year-to-date changes result in adjustments to a quarter or year for which you already filed a tax form, you may need to file an amendment. Check with your accountant, the IRS, or your state tax agency for information on how to file an amendment.

31

Add pay schedules after SetupIf you need to add another pay schedule after you've completed Setup, follow the instructions below: (For example, if you pay one group of employees weekly and another group of employees monthly, you will need two pay schedules.)

To add a pay schedules after Payroll Setup:

➊ Click the Settings tab.2 Click Pay Schedules.3 Click New to set up a new pay schedule, or select an existing schedule and click Edit to make

changes to an existing schedule.4 Click Save.

Change pay schedules after Setup

If you have only one pay schedule, employees are automatically assigned to it. If you have more than one pay schedule, be sure that employees are assigned to the appropriate schedule.

To change an employee's pay schedules after Payroll Setup:

➊ Click the Employees tab, then double-click the employee whose pay schedule you want to change.2 Scroll to the Payroll Information section and select the appropriate pay schedule.

3 Click Save.

Managing Payroll

32

Change an employee's information After you complete the Payroll Setup interview (pages 7–23), you can add new employees or edit existing records from the Settings tab. You can edit the record for a single employee, or make global changes that affect all employees in the company.

Add or edit an employee's information:

➊ Click the Employees tab.2 Click New, or to edit an employee, select an employee from the list, and then click Edit.

3 If you're adding an employee, complete the mini-interview. If you're editing an employee, make changes in the Employee Information screen.

4 Click Save.

Add or edit information company-wide

You can make changes that affect all employees at the company-level from the Settings tab. Global information includes setting up compensation items that apply to all employees, vacation and sick time, company benefits, and so on.Note: If a compensation item, payment or deduction item, or paid time off options are missing, then you probably have not set them up in the Company preferences. Go back to the Setup Task List and add them there for the company.

➊

2

To make company-wide changes:➊ Click the Settings tab.2 Click any one of the following:

• Compensation to set up the different types of compensation that you pay (see page 33).

• Payments and deductions to set up insurance or retirements benefits, or payments (wage garnishments), and so on (see pages 34–35).

• Paid time off plans to set up vacation and sick time (see page 35).

3 Enter the information.4 Click Finish.

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Editing Employees

Add a compensation item

After you complete Payroll Setup, if you want to set up another compensation item, such as, another hourly rate, follow these steps.

To add a compensation item:➊ Click the Settings tab, then click Compensation.2 Click New, and then select the type of compensation.3 Follow the mini-interview and enter a name (or accept the

default name), a default rate or percentage (if applicable).4 Click Finish.

Edit a compensation item

If you want to make changes to any of the compensation items, such as, a rate, follow these steps:

To edit a compensation item:➊ Click the Settings tab, then click Compensation.2 Select the compensation item you want to edit, and then

click Edit.3 Make your changes and then click Finish.

Add the new compensation item in the employee record

If you pay the employee using the new compensation item you set up, you must add it to the employee's record.

To add the compensation item to an employee's record:➊ Click the Employees tab.2 Select an employee from the list, and then click Edit.3 Scroll down to the Payroll Information section.4 In the Salary Name, Hourly Name, or Other

Compensation Name column, click the drop-down arrow and select the compensation item.

5 Enter an annual amount and hours per week if it's a new salary item, or enter a rate if it's an hourly item. (If the rate is for the same number of hours each paycheck, you can enter the hours here.)

5 (Optional) Enter an amount or a rate for the Other compensation item if it's the same each paycheck.

7 Click Save.

Compensation Types

34

Add payments and deductionsAfter you complete Payroll Setup, if you begin providing new insurance or retirement benefits, or need to set up deductions for union dues, wage garnishments, or so on, follow these steps. To add a payment or deduction:Note: You can only set up one payment or deduction at a time.

➊ Click the Settings tab, then click Payments and deductions.2 Click New, and then select the type of deduction:

. Insurance benefit—health, dental, vision, and so on.

. Retirement benefit—401k, 403k, SEP, Simple IRA, and so on.

. Miscellaneous payment or deduction—wage advances, reimbursements, dues, wage garnishments, and so on.

3 Complete the interview and set up the deduction, including the payment information.4 Click Finish.

You are given the option to set up a liability payment schedule.5 Repeat steps 1 through 4 to set up another deduction.

Add the new deduction to the employee recordIf the new payment or deduction affects an employee's paycheck, add this new item to the employee record.

To add a deduction to an employee's record:➊ Click the Employees tab.2 Select an employee from the list, and then click Edit.3 Scroll down to the Other Payments and Deductions section.

4 In the Pmt or Deduct Name column, click the drop-down arrow and select the payment or deduction.

5 (Optional) Enter an amount or a percentage of the employee's pay in the Rate or Amount column if it's the same each paycheck.

6 (Optional) Enter an amount in the Annual Limit column.7 Click Save.

Did You Know?

35

Edit payments and deductions

To edit a payment or deduction:➊ Click the Settings tab, then click Payments and deductions.2 Select the type of deduction you want to edit.3 Click Edit.4 Make your changes, and then click Save or Cancel.

Add or editing paid time off

To start offering paid time off or make changes to the existing plan:➊ Click the Settings tab, and then click Paid time off plans.2 Select the type of plan being offered, or click both.3 Enter the plan information.4 Click Save.

Adjust an employee's paid time off balanceYou might want to give an employee extra time off at the end of the year or need to adjust paid time off hours. For example, your company policy might be to reset sick balances to zero on January 1. To change the paid time off balance in an employee record:➊ Click the Employees tab.2 Select the employee from the list, and click Edit.3 Scroll down to the Paid Time off section, and click Edit.4 Click Adjust balance if the employee already has a balance.5 To add hours, enter a positive number of hours; to subtract hours, enter a negative

number. Then, enter the date you want this change to take effect.6 Enter a reason for the change in the Reason field.7 Click Save.

Editing employees

What's a payment or deduction?

In Intuit Online Payroll, everything that is tracked on a paycheck is either:•a payment to an employee (or to another party on behalf of an employee)

•a deduction from the employee's pay

Payments

Examples of payments:•Compensation, such as salary, hourly pay, or commission

•Company-paid portions of insurance premiums

•401(k) company matching payments

Why are payments taxable or non-taxalbe?

A taxable payment is added to wages before calculating one or more taxes. An example is the taxable portion of group-term life insurance.A non-taxable payment is added after taxes have been deducted. In other words, it is not subject to taxes. An example is a 401(k) company matching payment.

Deductions

Examples of deductions:•Employee-paid portions of insurance premiums

•401(k) deductions•Employee-paid union dues

Why are deductions pre-tax or after-tax?

A pre-tax deduction is deducted from wages before calculating one or more taxes. So, it reduces the amount of tax an employee pays. An example is a 401(k) deduction.

An after-tax deduction is subtracted from pay that has already been taxed. So it directly reduces the employee's net pay. An example is employee-paid union dues.

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3

➊

Paying employees

To pay employees:

➊ Click the Paychecks tab. 2 If you have more than one pay schedule, select the correct pay schedule from the Pay

Schedule field. If you have only one pay schedule, you won't see this option.3 Select the pay period and check date.4 Click Continue.

4

2

5 Click to select employees to pay. (If you have more than one pay schedule, only the employees who are assigned to the payroll schedule appear and are checked by default.)

6 Review the information and enter hours worked, vacation and sick time, commissions, and so on. • Click Add/Remove Columns to add more columns.• Click Edit & Create next to the employee’s name to make changes.

7 For employees you pay using direct deposit, be sure to select the Direct Deposit checkbox, and click Print Paystubs.

8 Select an option for the To be printed menu: Paycheck with stub, Paystub only, or Don't print, and enter the Starting # of the first check you'll write.

37

Key Terms

Paying Employees

Paycheck Date and Pay Period End Date

The paycheck date is the date when em-ployees are getting paid. It‘s the date you want the paycheck to affect your bank account. For example, your pay period end date could be Friday, April 14, but your paycheck date is 5 business days later on the following Friday, April 21.The IRS bases your tax liability and that of your employees on the paycheck date. For example, if you pay an employee in January 2009 for time worked in December 2008, the income is reported on the employee’s 2009 W-2 form. Intuit On-line Payroll uses the paycheck date when it runs reports.A pay period is the duration of time for which you are paying your employee wages. The pay period end date is the last date of the pay period that you want a paycheck to cover.Intuit Online Payroll uses this date to calculate how many weeks an employee worked in a year, and the time informa-tion to include in the paycheck.

5

9

9 Click Create Selected Paychecks.

A summary appears in the Paychecks Created screen, from where you can review the paycheck list, and print paychecks and paystubs. If you're using Direct Deposit, send them in a batch.

8

38

Print paychecks and pay stubsAfter you create paychecks, you have the option of printing paychecks and pay stubs by clicking Print Paychecks or Print Paystubs from the Paychecks Created screen. If you don't want to print at that time, you can print them later.

To print paychecks:

➊ Click the Paychecks tab, and then click Print Paychecks .

2 Enter a Starting check # that matches the number of the first check in your printer.3 Click the drop-down arrows to select a Sort by and Show option if the checks you want to print are

not showing.4 Click to select the checks you want to print, and click Print.5 Follow the instructions in the Preview printing checks window.6 Fill in the Did check(s) print OK? window.

To print pay stubs:

➊ Click the Paychecks tab, and then click Print Paystubs.

2 If the pay stubs you want to print are not showing, click Show Paystubs dated from. If the pay stubs are still not appearing, click Choose New Dates to select another date range .

3 Click to select the pay stubs you want to print, and click Print.

39

Set up Direct DepositIf you didn't set up Direct Deposit during the Payroll Setup Interview, follow these steps:

➊ Click the Settings tab, and then click Set up Direct Deposit.2 Follow the instructions. 3 Click Continue to add employees to Direct Deposit. 4 Select the employee and click Edit Employee or click Add Direct Deposit.5 If you clicked Edit Employee, scroll to the Direct Deposit section and click Edit, then enter the

employee's Direct Deposit Information; if you clicked Add Direct Deposit, select Yes for Set up this employee for Direct Deposit and then enter the employee's information.

6 Click Finish.

Complete Direct Deposit set up

To validate your bank account for Direct Deposit, Intuit Online Payroll makes two small debits (less than $1 each) to your bank account. Check your bank statement or contact your bank to find out the amounts of these two small debits. It can take two to three days (after you start validation) for the information to appear on your bank statement. After the two small debits appear,➊ Click the Settings tab, and then click Complete Direct Deposit Setup.2 Enter the amounts of the two debits, and click Next.

After you enter the correct amounts, account validation is complete. Now, you can use the bank account to pay your employees using Direct Deposit.

After you enter the correct amounts, account validation is complete. Now, you can use the bank account to pay your employees using Direct Deposit.

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Send Direct Deposit paychecks

If you're using Direct Deposit, follow step 7 of the instructions for sending paychecks via Direct Deposit on page 36.For the first two pay periods after you set up Direct Deposit, you must send your paychecks at least five business days before you want employees to get paid. This five-day funding model ensures that money is successfully withdrawn from your bank account and deposited into your employees' bank accounts. The five-day funding model is temporary. After the first two payroll transactions are completed successfully, you can send paychecks up to two business days before the paycheck date.Note: Both the five-day and two-day funding models are affected by weekends and bank holidays.

Did You Know?

41

Editing and voiding

Direct Deposit users

If you want to make changes to Direct Deposit paychecks after they’ve been sent, you must first void the paychecks you already sent, and then create new paychecks. Don’t edit the paychecks that were already sent because this will prevent the voiding from being successful. If you use Direct Deposit, you can recover the funds if the voided paycheck is sent to the payroll service before the start of payroll processing. Payroll processing begins at 5:00 p.m. (Pacific time), two business days before the paycheck date. If the paycheck was issued in a previous quarter, you can void it only if you haven’t yet created paychecks for the current quarter.

Edit and void paychecksYou can change the check number and add to the Memo field. However, if you need to change the amount or payee or any other information, you must delete or void the paycheck and then recreate it.Note: Decide if you want to delete or void the paycheck. Voiding changes the amount of the paycheck to zero, but it is not removed. Deleting removes the paycheck from Intuit Online Payroll.

If the paycheck you delete or void results in adjustments to a quarter or year for which you've already filed a tax form, you might need to file an amendment. Check with your accountant or tax agency.

To delete or void paychecks:➊ Run a report to view all the paychecks you've created for a specific date

range.2 To open a paycheck, click anywhere in its row.3 Click Delete or Void.4 Confirm your selection.

Recall Direct Deposit paychecksFor a limited time (after you send Direct Deposit paychecks but before the deadline for sending them), you can recall one or more paychecks if they have not yet been processed.

To recall Direct Deposit paychecks:➊ Open the Direct Deposit Status page.2 Find the batch containing the paycheck that you want to recall and click

Details next to it.3 Click the paycheck you want to recall, and click Recall.4 Click Yes to confirm.

If the recall succeeds:• The paycheck is converted to a printable paycheck with the memo field

indicating that it replaces a recalled Direct Deposit paycheck.• On the Batch Details page, the paycheck appears in the Voided or Not Paid

list.• The amount of the paycheck is deposited back to your bank account.

If the recall fails:• You can still attempt to void the paycheck, but the employee will be paid

the amount of the paycheck.• You can attempt to reverse the amount of the paycheck with a fee.

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Pay taxes and other liabilitiesYou can set up payment schedules for your payroll taxes and other liabilities, such as health insurance or a 401(k) plan, or you can create a one-time custom payroll tax payment. When you set up payment schedules for your payroll taxes and liabilities, you can track accrued tax amounts and payment due dates. You can also electronically pay federal and select state payroll taxes directly from Intuit Online Payroll using E-File & Pay (see the inset on page 43).Note: Many states require those who pay electronically to also file electronically.

➊

2

3

5

6

7

43

Key Terms

Payroll Liabilities

Payment schedules

One or more payroll taxes or other payroll liabilities that are paid together, at the same time, to the same agency, are scheduled. For example, you typically pay your federal withholding, Social Security, and Medicare taxes at the same time to the IRS.

E-payments

Customers can e-pay federal and select state payroll taxes directly from Intuit Online Payroll. For a list of supported payroll taxes, visit the Payroll Tax Support Web site (http://www.payroll.com/support/tax/oe/select.aspx).

Custom payroll liability payments

If you have a one-time payroll tax or fee, you might want to create a custom payroll liability payment instead of a payment schedule. To do so, click the Tax Payments tab and click Make Custom Payment.

To pay your payroll taxes and liabilities:

➊ Click the Tax Payments tab. (Or open the Home page and click a payment under the Make Tax Payments section in Things to Do.) Accrued tax amounts are shown along with their due dates and current status.

2 Select the checkboxes next to the payments you want to make.3 Click View/Pay. (If you selected more than one payment, the liability checks one

below the other on the screen).4 Review the payment details. 5 Click Make Payment.

Note: If the payment schedule is set up for e-pay, you can submit the payment electronically. Be sure that the Use e-pay option is selected, enter your login details, and click Submit. After the e-payment is submitted, print the e-pay confirmation for your records and click Close.

6 If you want to print the checks, select To be printed and enter the Check/Transaction No.

7 Click Save and Next. A Summary window appears, showing all the liability payments you have made.

8 Click Print Checks or Print Summary, and then click Done.

Set up a scheduled payment for payroll taxes and liabilities

You can schedule payments when you first set up your payroll in the Payroll Setup interview, or later. To set up payments later:

➊ Click the Tax Payments tab. 2 In the Related Activities section, click Edit Payment Setup.3 Select the payment you want to change and click Edit.4 Make your changes and click Save.

Note: If you set up the scheduled payment for e-pay, you need to set up an e-pay bank account and you might need to enroll in the agency e-pay program. Agency enrollment instructions are available in the interview and on the Payroll Tax Support Web site (http://www.payroll.com/support/tax/oe/select.aspx).

To set up for e-pay:If you decide to set up e-pay at a later time, you can choose to do so by editing the liabilty payments.

➊ Click the Settings tab, under Electronic Payments, click Set up e-pay.2 Follow the onscreen instructions.

44

File payroll tax formsIntuit Online Payroll lets you electronically file (e-file) federal (and supported state) payroll tax forms, directly from the product. You no longer need to log on to the agency websites, or take trips to the post office to mail your payroll tax forms.When you set up supported payroll tax forms for e-file, you can prepare, process, submit your form, and then check the status of your form. For information about setting up payroll tax forms for e-file, see the inset on page 45.As a business owner with employees, you are required to prepare and file quarterly and annual payroll tax forms, including Forms 940 (and Schedule A), 941 (and Schedule B), W-2, W-3, and so on.Intuit Online Payroll automatically shows you which tax forms are due (for the supported states) in the Tax Forms Center. A form appears in the Forms Due Soon table if it is within 31 days of its due date. Note: Many states require those who file electronically to also pay electronically.

Did You Know?

45

Filing Payroll Tax Forms

Form due dates

For a list of due dates for payroll tax forms, click the Tax Forms tab and then click View all due dates.

Scannable state forms

Some state payroll tax forms that you print from Intuit Online Payroll will look different from the payroll tax form that you usually get from your state. To support computer scanning, your state has requested that we print only the numbers on the forms and omit most of the labels, lines, and boxes. This printed version of the form has been approved by your state for filing. If you'd like to check your form for accuracy, review your copy of the form. This copy is usually marked Keep for your records and looks more like the payroll tax form that you get from your state.

Supported payroll tax forms

For a list of payroll tax forms you can prepare using Intuit Online Payroll, visit the Payroll Tax Support Web site (http://www.payroll.com/support/tax/oe/select.aspx).

E-file payroll tax forms

You can e-file many federal and select state payroll tax forms directly from Intuit Online Payroll. When you set up supported payroll tax forms for e-file, you can prepare, process, and submit your form, and then check the status of your form. For a list of payroll tax forms you can e-file from Intuit Online Payroll, visit the Payroll Tax Support Web site (http://www.payroll.com/support/tax/oe/select.aspx).If you e-file your W-2 or W-3 forms, you’re required to print copies for your employees, your state, and possibly your local tax agencies.

To file your payroll tax forms:

➊ Click the Tax Forms tab.2 In the Forms Due Soon table, select the form you want to file, and click

Prepare. (If the form is not there, click Prepare any form under Related Activities, then select the type of form and the filing period.)

3 Follow the instructions.Answer the questions on the form Interview and then proceed to the filled out form. (See the inset for information on scannable state forms.)After you prepare a form, you can click Continue to preview the form. From the preview window, you can:. Review how the form is filled out.. Save it as a PDF file by clicking the Disk icon.. Print it by clicking Print.. Go back and make changes to your answers that created the form by

clicking Cancel.. Indicate that you're satisfied with the form by clicking Finished.. If e-file is available for the form and you've enrolled with the agency for

e-file, you can e-file the form and print a copy for your records.4 Click Finish when you're done.

The Payroll Forms Summary screen appears. From there, you can revise, reprint, or prepare forms.

Setting up payroll tax forms for e-file

➊ Click the Tax Forms tab. 2 Click Enroll for e-file.3 Follow the onscreen instructions.

Note: You might need to enroll in the agency’s electronic filing program before you can e-file a form from Intuit Online Payroll. Enrollment instructions are available in the interview and on the Payroll Tax Support site (http://www.payroll.com/support/tax/oe/select.aspx).

Checking the status of a form

➊ Click the Tax Forms tab.2 In the Recent Forms table, look for the form and check the Status column.

If you don't see a form, you might need to click View More Forms.Note: If you enrolled for e-file through Intuit Online Payroll, you can also see the status of your e-file enrollment in the Recent Forms table.

46

Export data to Quickbooks or QuickenYou can export payroll information from Intuit Online Payroll to Quickbooks or Quicken Desktop edition. Note: Before you can export, you must log in to Intuit Online Payroll on the same computer where a supported version of Quickbooks or Quicken is installed.

To set up for export:

➊ Click the Settings tab, and then under Exporting to Quickbooks or Quicken, click Set up export.

2 Specify the names of the accounts or categories in Quickbooks or Quicken that you want to export to, by doing one of the following:. Enter the exact names of the accounts or categories in Quickbooks or Quicken that you want to

use. These export settings include: Bank account, wages, expenses, liabilities account, advances account.

. Click the buttons to choose an account or subcategory in Quickbooks or Quicken. Make sure you have started Quickbooks or Quicken and opened the company or file from which you want to choose the accounts or categories..

. Use the prefilled names of accounts or categories provided by default.3 Click Save.

After you complete export setup, you are ready to export payroll information.

To export payroll transactions:➊ Click the Settings tab, and then under Exporting to Quickbooks or Quicken, click Export Payroll.

The default option of exporting all checks added since the last export appears.2 If you want, specify the date range for the payroll transactions you want to export.3 Click Next.

Intuit Online Payroll lets you know if the export was successful.

Did You Know?

47

Manage your subscriptionYou can easily manage your subscription from Intuit Online Payroll, including changing your subscription status and billing information.

To manage your subscription:

➊ Click my account, and then select My Subscription.

2 View your current subscription status on the Current Selection tab.3 Click any of the links under Activities to make changes to your subscription or

billing information.

Making changes to your subscription

To change the credit card that's on file, click Change Credit Card Information. Make your changes, and click Save.

To cancel your Intuit Online Payroll subscription, click Cancel My Subscription. Review the information and follow the prompts, then click Complete Cancellation.

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Get helpIf you experience problems or have questions, you can get help in the following ways.

In product HelpFrom anywhere in the product, click help, enter a search term in the Type beginning of keyword field, select an entry, and then select Click to show topic.

Payroll Knowledge BaseYou can search our Knowledge Base for answers. Go to www.intuitonlinepayroll.com, click Support, then click Get Answers.

Did You Know?

49

Help and Support

Learning CenterGo to learn.intuit.com/payrolltraining, where you can view existing webinars and sign up for new ones.

Year–End GuideClick Help and type Year end guide, then click the link to the Year end guide.

IRS websiteGo to www.irs.gov for answers to your questions.

Intuit community

You can ask questions and get answers from other users in the Intuit Community. Go to http://community.intuit.com/categories/contents/238

Payroll Learning Center

You can enroll in online classes and training at http://learn.intuit.com/payrolltraining

Contacting Support

If you still can't get answers to your questions, you can always contact Support in the following ways:•By clicking Support from within the product, and then clicking the Contact Us tab

•By opening a web browser to www.payroll.com/support. Click the Support tab, then click the Intuit Online Payroll icon, and then the Contact Us tab.