Showing results for 
Search instead for 
Did you mean: 

Top 5- Employees & Payroll

0 0 759


SA Community templates-69.png


Hello Community and happy first week of February! With the start of this new year, I want you to feel confident managing your employees and payroll so this Top 5 article will cover questions like how to go about setting up sick leave, removing a state you no longer pay taxes to, adding an employee that hasn’t received a SSN and more!


So if you’re curious to learn more, make sure to keep on reading. Now let’s get into it!


1. How do I add an employee who has applied for a SSN but not received it in QBDT?

Great question! I’ll show you how you can go about adding an employee in QuickBooks Desktop (QBDT)  without having a Social Security Number.


Before adding an employee to QBDT, getting their information is a necessary step. With the new payroll update, the SSN is an essential requirement. If you're unable to add them through the Employee Center, you can do so from the Payroll Setup page.


Here’s how you can go about doing this:

  1. Go to Employees and select Payroll Setup.
  2. Click the Employees tab and click Continue.
  3. Select Add employee.
  4. Fill out the fields as you see fit.
  5. Click Next.
  6. Complete the setup and click Done.


Keep in mind that you only need to enter "Applied For" when manually filing W-2 forms. You'll have to write it in Box A on the Social Security Administration copy. After they acquire their SS card, you must issue a corrected W-2.


However, if you're e-filing through QBDT, you may enter zeros (000-00-0000) instead. It is important to note, though, that you must have the most recent Payroll update to take advantage of this new feature of being able to enter all 0s for e-filing.   


You should now be good to go!


2. How do I set up Sick Leave in QuickBooks Desktop?

I’m glad you asked! You can set up your employees' sick and leave hours easily directly from the Preferences menu. Let me show you how: 

  1. Go to Edit.
  2. Select Preferences.
  3. Click Payroll & Employees.
  4. Under Company Preferences, select Sick and Vacation.
  5. On the Accrual period menu, select Every hour on paycheck.
  6. In the Hours Accrued per hour paid field, enter 0.03333.
  7. Enter the maximum amount of sick time allowed in the Maximum number of hours field.
  8. Click OK twice.


That should do it! 


In addition, here's a screenshot and an article you can read to learn more about how you can set up your employees' sick leave in QuickBooks Desktop: Sick Pay Maximums.




3. Can I remove a state that I do not pay taxes to?

Totally!  You can remove the state by inactivating it by going to the Payroll Settings. Before doing that, however, you’ll want to make sure that no active employees are currently assigned to the work location.


 Once confirmed, you can then follow the steps below:

  1. Go to the Gear icon, then choose Payroll Settings.


2. Under Company and Account, click Work Locations.

3. Select the exact state, then mark the Inactive checkbox.

4. Hit Save.




And there you have it!


4. How can I access the direct deposit form in QuickBooks Online? 

Let me show you how. If you’re trying to access the direct deposit authorization form for your employees, just visit the Payroll tax section in QuickBooks Online (QBO). This way, your employees can start to fill it out and sign.


You can follow these steps:

  1. Go to Taxes and select Payroll Tax.
  2. Choose Employee Setup.
  3. Select Bank Verification, then View and Print.


You can also directly use this information to print an authorization form for direct deposit. 


Lastly, feel free to refer to this guide to enter the employee's bank account information in QBO: Set up an employee for direct deposit.


5. How can I change my UI contribution rates in QuickBooks Online? 

 Thanks for asking! Whenever your SUI rate changes, you'll have to update it in payroll to keep your tax liability accurate.


I'll guide you on how:

  1. Go to the Gear icon.
  2. Select Payroll settings.
  3. Next to the state you want to update, click the Edit icon.
  4. In the Unemployment Insurance (UI) section, click Edit.
  5. Hit Continue if you see a prompt.
  6. Enter the rate and its effective date.
  7. If you have a surcharge or assessment tax rate, put it as well. Then, enter the rate and its effective date.
  8. Hit Save.


To update your ETT:

  1. Go to the Gear icon.
  2. Select Payroll settings.
  3. Next to the state you want to update, select the Edit icon.
  4. In the CA Employment Training Tax Rates section, select the correct rate.
  5. On the Effective Date field, enter the correct period.


7. Click on OK.


You may also visit this link for instructions on adding or changing your rate: Update your State Unemployment Insurance rate.


Additionally, I've included an article that will help you stay informed about tax forms, withholdings, unemployment, and other agency information: Payroll Tax Compliance Links.


This should all help set you up for success!


That’s all I have for you today! I hope you found these top 5 questions helpful, but as always, feel free to reach out to us with any other questions or concerns you may have. Until next time! 

Need to get in touch?

Contact us