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Top 5- Year End Payroll Questions

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Hello! Welcome back to another Year End Top 5. Are you wondering how your employee can go about accessing their paystubs, how you can go about entering payroll manually, or how you can add in a back-dated payroll? If so then you’ll want to keep reading as I will be covering a few of the most asked questions on the topic of payroll!
So let’s get started and walk through these together!

1. How does my employee access their paystubs?

Great question!
Let me show you how to identify which email should be used so that your employee can view their pay stubs in QuickBooks.
First, you’ll want to check and see that the email your employee would use to access their pay stubs is correct within their personal information in QuickBooks.  You can verify that by following these steps:
  1. Go to the Payroll or Workers menu, and select Employees.
  2. Select the employee’s name, then click Edit ✎ next to Pay.
  3. Verify the email if it's the same as what your employee is using upon signing in.
  4. If it's not the same, you can ask for a new email and enter it there.
  5. Select Done.
If the email is correct and you’ve already sent an invite once, then I recommend letting them use an incognito browser or clear the cache before accessing it again. This will clear those obsolete data that have been accumulated over time and fix any browser-related issues.
To send a Workforce invitation, here's how:
  1. In the left menu, click Payroll.
  2. Go to the Employees menu.
  3. Locate the employee.
  4. In the Personal info section, Select Resend next to "Invite this employee to view their pay stubs and W-2s online."
  5. Hit Done.


Once done, have your employee open the email and select Get access to paychecks to accept the invitation. Also, please know that they can only use the link once.
For more information about the process above you can check out the following articles:


2. How can I enter payroll manually in QuickBooks Desktop?

Thanks for asking! I can show you how you can go about doing this.  
Using the new QuickBooks version's Help option, you can manually enter payroll. Here's how to go about it:
  1. Open the Help menu. Then, select QuickBooks Desktop Help.
  2. From the search field, enter Manual Payroll and hit Enter.
  3. Hit the Calculate payroll taxes manually (without a subscription to QuickBooks Desktop Payroll) link.
  4. From the set your company file to use the manual payroll calculations setting section hit the manual payroll calculations link.
  5. Hit the Set My Company file to use the manual calculations link.
That’s all there is to it!
Please feel free to read this article to manage your legal information in QBDT Payroll: Update your business name and address for QuickBooks Desktop Payroll.

3. Can I add back-dated payroll in QuickBooks Desktop?

Yes! Let me walk you through it. There are two ways to enter backdated payroll in QuickBooks Desktop These are:
  • Entering the individual paychecks to see the actual paychecks in QuickBooks.
  • Entering the YTD amounts (lump sum) inside or outside the Payroll Setup page.


If you want to enter the backdated payroll in a lump sum amount, you can refer to this article for the complete steps: Enter historical payroll data in QuickBooks Desktop Payroll.
But if you'd like to create actual paychecks, you can use the Unscheduled Payroll. You can do this per employee and pay period.
Here's how:
  1. Click Employees at the top, and then select Payroll Center.
  2. From the Create Paychecks section, select Unscheduled Payroll or Pay Employees depending on what you see.
  3. Enter the Pay Period End date, Check Date, and Bank Account where the money will be drawn from.
  4. Choose the Printing Option that applies to you.
  5. Check the name of the employee(s) that were paid on the period you entered.
  6. Double-check the employees' amounts in the appropriate columns.
  7. Click the Open Paycheck Detail button to edit a specific employee's payroll details.
  8. Click Save & Next to go to the next employee, or Save & Close to go back to the main screen.
  9. Click Continue and then Review and Create Paychecks to finish.


You’re now set!

4. How can I go about creating our W2 file to be able to submit electronically on the State website?

Thanks for posting here in the Community! I can help walk you through submitting your State W-2 forms electronically through QuickBooks Online.
Here's how:
1. Go to the Taxes menu at the left panel, then Payroll Tax.
2. In the Forms section, select Annual Forms, then choose the Iowa W-2 form.
3. Select Continue to proceed and double-check the details on the form.
4. When you're ready, click Submit.
5. On the status page, the current status will be Submitted.

For more resources, you can also check these articles for more detailed information:


5. Can you make an existing employee a contractor?

Totally! I've got the steps on how to transition your employee to a contractor in QuickBooks Online.
First, you'll have to change the employee's status to Terminated. Follow these steps:
  1. Click the Employees tab, and find the employee to be terminated.
  2. Click the employee's current status.
  3. Under Employment, select Terminated from the Status drop-down list.
  4. Optionally, click the date icon to select the employee's last day of Active status.
  5. Click Save.


Once done, you can proceed by adding a contractor by following these steps: 
  1. Go to Employees/ Workers in the left navigation bar.
  2. Select Contractors.
  3. Click the Add a Contractor button at the upper right side.
  4. Enter the Name and Email address.
  5. Make sure to check the box to email contractors, so they can complete their profile and get their account to safely share their details.
  6. Click Add Contractor.
That’s all I have for you today. I hope you found these Top Year End Payroll questions helpful and got some valuable resources out of them. As always, if you have any other questions or concerns, please feel free to ask us here in the Community.  
See you next time!

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