PayrollSetupChecklist
Gatherthefollowingitemsbeforeyoustartsettinguppayroll.You’llneedthisinformationto
quicklyandaccuratelysetupyouraccountandavoidproblemslaterwhenyoustartusing
QuickBooksPayroll.
1. CompanyInformation
Even though you’ve already set up your company file in QuickBoo ks, the payroll setup
interview
requiresthefollowinginformationaboutyourcompany:
Companybankaccountinformation;onlyrequiredifyou’llbepayingemployees
bydirectdepositorepayingtaxes(useavoidedcheck,notadepositslip,ofthe
bankaccountyou’llusetopayemployees)
Typesofcompensationyougivetoyouremployees,suchashourlywages,
salariedwages,bonuses,commissions,andtips
Typesofbenefitsyouofferyouremployees,suchashealthinsurance,
dentalinsurance,401kretirementplan,vacation/sickleave,FlexibleSpending
Account(FSA)
Typesofotheradditionsanddeductionsyouprovideforyouremployees,such
ascashadvances,mileagereimbursements,uniondues,andwagegarnishments
2. EmployeeInformation
Foreachemployeewhoworkedforyouthiscalendaryear(includingactive,inactiveand
terminatedemployees),you’llneed:
Employee’scompletedW4form(sampleattached)
Payrate(hourly,salary,commission,etc.)
Paycheckdeductions(401(k),insurance,garnishments,etc.)
Sick/vacationhoursbalance(ifapplicable)
Directdepositinformation(useavoidedcheck,notdepositslip,oftheemployee’s
bankaccount)
Hiredate
Terminationdate(ifapplicable)
3. TaxInformation
Thefollowingpayrolltaxinformationisavailablefromyourstateorlocaltaxagency.For
contactinformationforeachstatetaxagencies,visit:
http://www.quickbooks.com/support/fileandpay/agencycontact/
Stateunemploymentinsurance(SUI)contributionrate:
Contactstateunemploymentinsuranceofficetoobtainyourrate
StateagencyIDnumber(s)
Forunemploymentand/o r statetaxwithholding;contacttheappropriatestate
agencydirectlyifyoudonothaveanIDnumberforthem
Stateassessment,surcharge,administrativeortrainingtaxrates(ifapplicable)
Copiesofbothstateandfederaltaxformsforeachclosedquarterthisyear
Taxdeposits/filingschedule(monthlyorquarterly)
4. PayrollHistoryInformation
Ifyouarestartingpayrollin:
The1
st
quarterofthecalendaryear(January1throughMarch31):
Payrollsummariesforeachpaycheckissuedduringthequarter
The2
nd
,3
rd
or4
th
quarterofthecalendaryear(April1throughDecember31):
Foreachclosedquarter:payrollsummariesbyquarter
Forthecurrentquarter:payrollsummariesbypaycheck
NOTE: Employeepayrollsummariesshouldcontaingrosswages,taxeswithheld(Social
Security,Medicare,statewithholding)andallotherdeductions(medicalinsurance,401(k)or
otherretirementdeductions,uniondues,wagegarnishments,etc.)
[CONTINUEDONNEXTPAGE]
HelpfulHintsforFindingInformation
We’vecompiledthefollowinglisttohelpyoufindtheinformationyou’llneedifyouuseda
differentpayrollserviceproviderpriortoQuickBooksPayroll,orifyou’reswitchingfrom
QuickBooksBasic,Standard,orEnhancedPayrolltoAssistedPayroll.
Ifyou’reswitchingfromPaychex
Payrollinformation Wheretofindit
UIRATEANDID PayrollSummary
EEINFO EmployeeEarningsRecord
YTD EndofQuarterYTD
QTD EmployeeEarningsRecord
CURRENTPAYROLL PayrollJournalorPayrollRegister
RETURNS 941andStatereturnbyquarter
Ifyou’reswitchingfromADP
Payrollinformation Wheretofindit
UIRATEANDID StatementofDepositsandFilingsfortheState
EEINFO MasterListorMasterControl
YTD MasterListorMasterControl
QTD Generallynotavailableuntilwellafterthequarter,sowill
needtorefertoPayrollRegisters
CURRENTPAYROLL PayrollRegister
RETURNS StatementofDepositsandFilingsfortheState
Ifyou’reswitchingfromQuickBooksBasic,Standard,orEnhancedPayrolltoAssisted
Payroll
Payrollinformation Wheretofindit
UIRATEANDID PreviousQuarterReturnsorPayrollItemList
EEINFO ContactList
YTD PayrollSummary
QTD PayrollSummary
CURRENTPAYROLL PayrollSummary
RETURNS 941andstatereturns
Glossary:
UIRATE UnemploymentInsuranceRate
EEINFO EmployeeInformation
YTD YeartoDate
QTD QuartertoDate
Form W-4 (2008)
Purpose. Complete Form W-4 so that your
employer can withhold the correct federal income
tax from your pay. Consider completing a new
Form W-4 each year and when your personal or
financial situation changes.
Head of household. Generally, you may claim
head of household filing status on your tax
return only if you are unmarried and pay more
than 50% of the costs of keeping up a home
for yourself and your dependent(s) or other
qualifying individuals. See Pub. 501,
Exemptions, Standard Deduction, and Filing
Information, for information.
Exemption from withholding. If you are
exempt, complete only lines 1, 2, 3, 4, and 7
and sign the form to validate it. Your exemption
for 2008 expires February 16, 2009. See
Pub. 505, Tax Withholding and Estimated Tax.
Check your withholding. After your Form W-4
takes effect, use Pub. 919 to see how the
dollar amount you are having withheld
compares to your projected total tax for 2008.
See Pub. 919, especially if your earnings
exceed $130,000 (Single) or $180,000
(Married).
Basic instructions. If you are not exempt,
complete the Personal Allowances
Worksheet below. The worksheets on page 2
adjust your withholding allowances based on
itemized deductions, certain credits,
Two earners or multiple jobs. If you have a
working spouse or more than one job, figure
the total number of allowances you are entitled
to claim on all jobs using worksheets from only
one Form W-4. Your withholding usually will
be most accurate when all allowances are
claimed on the Form W-4 for the highest
paying job and zero allowances are claimed on
the others. See Pub. 919 for details.
Personal Allowances Worksheet (Keep for your records.)
Enter “1” for yourself if no one else can claim you as a dependent
A
A
You are single and have only one job; or
Enter “1” if:
B
You are married, have only one job, and your spouse does not work; or
B
Your wages from a second job or your spouse’s wages (or the total of both) are $1,500 or less.
$
%
Enter “1” for your spouse. But, you may choose to enter “-0-” if you are married and have either a working spouse or
more than one job. (Entering “-0-” may help you avoid having too little tax withheld.)
C
C
Enter number of dependents (other than your spouse or yourself) you will claim on your tax return
D
D
E
E
F
F
Add lines A through G and enter total here. (Note. This may be different from the number of exemptions you claim on your tax return.)
©
H
H
If you plan to itemize or claim adjustments to income and want to reduce your withholding, see the Deductions
and Adjustments Worksheet on page 2.
For accuracy,
complete all
worksheets
that apply.
If you have more than one job or are married and you and your spouse both work and the combined earnings from all jobs exceed
$40,000 ($25,000 if married), see the Two-Earners/Multiple Jobs Worksheet on page 2 to avoid having too little tax withheld.
If neither of the above situations applies, stop here and enter the number from line H on line 5 of Form W-4 below.
$
Cut here and give Form W-4 to your employer. Keep the top part for your records.
OMB No. 1545-0074
Employee’s Withholding Allowance Certificate
W-4
Form
Department of the Treasury
Internal Revenue Service
©
Whether you are entitled to claim a certain number of allowances or exemption from withholding is
subject to review by the IRS. Your employer may be required to send a copy of this form to the IRS.
Type or print your first name and middle initial.
1
Last name
2
Your social security number
Home address (number and street or rural route)
Married
Single
3
Married, but withhold at higher Single rate.
City or town, state, and ZIP code
Note. If married, but legally separated, or spouse is a nonresident alien, check the “Single” box.
5
5
Total number of allowances you are claiming (from line H above or from the applicable worksheet on page 2)
$
6
6
Additional amount, if any, you want withheld from each paycheck
7
I claim exemption from withholding for 2008, and I certify that I meet both of the following conditions for exemption.
Last year I had a right to a refund of all federal income tax withheld because I had no tax liability and
This year I expect a refund of all federal income tax withheld because I expect to have no tax liability.
7
If you meet both conditions, write “Exempt” here
©
8
Under penalties of perjury, I declare that I have examined this certificate and to the best of my knowledge and belief, it is true, correct, and complete.
Employee’s signature
(Form is not valid
unless you sign it.)
©
Date
©
9
Employer identification number (EIN)
Employer’s name and address (Employer: Complete lines 8 and 10 only if sending to the IRS.)
Office code (optional)
10
Enter “1” if you have at least $1,500 of child or dependent care expenses for which you plan to claim a credit
4
If your last name differs from that shown on your social security card,
check here. You must call 1-800-772-1213 for a replacement card.
©
Cat. No. 10220Q
Enter “1” if you will file as head of household on your tax return (see conditions under Head of household above)
Note. You cannot claim exemption from
withholding if (a) your income exceeds $900
and includes more than $300 of unearned
income (for example, interest and dividends)
and (b) another person can claim you as a
dependent on their tax return.
Nonwage income. If you have a large amount
of nonwage income, such as interest or
dividends, consider making estimated tax
G
Child Tax Credit (including additional child tax credit). See Pub. 972, Child Tax Credit, for more information.
G
If your total income will be between $58,000 and $84,000 ($86,000 and $119,000 if married), enter “1” for each eligible
child plus “1” additional if you have 4 or more eligible children.
If your total income will be less than $58,000 ($86,000 if married), enter “2” for each eligible child.
(Note. Do not include child support payments. See Pub. 503, Child and Dependent Care Expenses, for details.)
Tax credits. You can take projected tax
credits into account in figuring your allowable
number of withholding allowances. Credits for
child or dependent care expenses and the
child tax credit may be claimed using the
Personal Allowances Worksheet below. See
Pub. 919, How Do I Adjust My Tax
Withholding, for information on converting
your other credits into withholding allowances.
Nonresident alien. If you are a nonresident
alien, see the Instructions for Form 8233
before completing this Form W-4.
For Privacy Act and Paperwork Reduction Act Notice, see page 2.
Form W-4 (2008)
20
08
adjustments to income, or two-earner/multiple
job situations. Complete all worksheets that
apply. However, you may claim fewer (or zero)
allowances.
payments using Form 1040-ES, Estimated Tax
for Individuals. Otherwise, you may owe
additional tax. If you have pension or annuity
income, see Pub. 919 to find out if you should
adjust your withholding on Form W-4 or W-4P.
SAMPLE
Chrome Web Store
It looks like you haven't installed the Fill Chrome Extension Add to Chrome