Has anyone here had problems with QB Payroll service not e filing quarterly reports? Or how to best access archived reports?

Hello there, @lianasmith.

May I know what specific problem did you encounter with QuickBooks Payroll service when e filing quarterly reports? This way, I'll be able to provide an accurate solution for this.

To be more familiar with how the filing of quarterly forms works, here's an article made handy for your reference: File quarterly tax forms.

For accessing your archive reports, I'll be glad to help you with that. I'll guide you how.

1. From the Taxes menu, select Payroll Tax.
2. Select View Archived Forms in the Quarterly Forms or Annual Forms section, as appropriate.
3. Choose the desired form.
4. Select View.

Also, here's an article that'll help you in checking your e file status: Check e-filing or e-payment status.

Keep me posted if you have additional concerns with QuickBooks Online. I'll be around to help. Take care!

Yes I just received notice that a 2019 4th quarterly report was not received.  I have looked everywhere of how to contact QB about this. Why does it seem so difficult.  It is very possible they filed and the Department of Labor is saying they didn't receive it error, but it would be nice to be able to talk with QB rep either email or by phone. I don't care just would like to resolve this.  I can look at the archived reports and see a filed report, just need to see how can get Department of Labor to acknowledge they have it. Thanks

I appreciate you for letting us know the status of your 2019 4th quarterly tax form, Jakeshorty2.

Since the tax return shows as filed in QBO, we’ll have to trace why the Department of Labor didn’t receive it. I have to collect sensitive information to pull up your account. However, I’m unable to perform this process in the Community for safety purposes. I recommend reaching out to our Payroll Team for further assistance.

We have streamlined the process of getting the contact information for support. Let’s log in to your QBO account and go to the Help menu for the complete details. You can now sign up for our call back process or get real-time assistance by chatting with our online specialists via the Start messaging option.

1. Click on the Help icon at the top to open the QB Assistant window.
2. From the options, choose Talk to a human and enter the issue/topic.
3. Next, hit I still need a human button to display the QB Assistant pop-up.
4. Click the Contact us link to open the Choose a way to connect with us window
5. Select Start messaging or Get a call.

Here’s a link that will guide you on how to check the e-filing status for filed tax forms and payments. It includes answers to frequently asked questions: Check e-filing or e-payment status.

Visit the Community again if you need help when working in QBO. I’m here to lend a helping hand. Have a good one.

problems with QB Payroll service not e filing quarterly reports

have latest payroll updates

Welcome to QuickBooks, RIDDER6685.

Are you getting error when when trying to efile quarterly reports?

There are certain requirements when efiling quarterly taxes.

• An active QuickBooks Desktop Payroll Enhanced subscription.
• A supported version of QuickBooks Desktop.
• An internet connection.
• The most recent payroll update.
• To change the filing method of the Federal forms to E-file.
• You are enrolled to the IRS e-File Program.
• The 10-digit PIN you obtained after enrolling to the IRS e-File Program.

However, here's how e-file Federal Forms 940, 941, and 944 in QuickBooks Desktop.

1. Find Employees, then Payroll Tax Forms & W-2s, then Process Payroll Forms.
2. In the Payroll Center, select File Forms tab.
3. Select the form you need to file from the list.
4. Select File Form.
5. Select the form filing period and click OK.
6. Review the forms and select Check For Errors. If needed, correct any errors.
7. Select Submit Form button.
8. Select E-File button and follow the on screen instructions to submit the form.

On the other hand, if you're not yet enrolled to IRS efile program you'll have to do so to set up your federal forms. 

You'll want to run any payroll reports in the program. These will help you manage your payroll and employee expenses. You can also customize them to focus on the details that matter the most. 

Fill me if there's anything that you like us to help with. We're always right here to further assist you.

I have also had this issue. When I go to archived reports I see last quarters 941 and NYS-45 available for download.  However, it looks like only the 941 has been filed by QBO.  For some reason, it seems QBO only populates the state Quarterly form but does not e-file it as well.  I know this because we received a letter from  NYS indicating they had never received the return.  Now I know I can simply attach a copy to the letter and send them a response but going forward I don't want this to be an issue.  Why does QBO only automatically file federal PR tax returns but not State?  Is this something that is affected by type of subscription?  We have QB Essentials and PR Core.  I looked at the 2 higher PR packages and there does not appear to be a difference concerning filing of forms electronically

I appreciate you for joining the thread, @Sean521. Let me share with you some additional information about filing reports in QuickBooks Online (QBO) Payroll.

Once you're subscribed to QBO Payroll Core, Premium, or Elite and you opted for Intuit to file your forms for you, the system will automatically generate and process your payroll tax forms. However, Intuit will only file those forms that are required for your company by each state or local tax agency for applicable payroll services. 

You can review your payroll service below to see the supported reports:

• QuickBooks Online Payroll Core: All state's withholding and unemployment taxes and forms. New hire reporting and local taxes aren't supported.
• QuickBooks Online Payroll Premium, Elite: All state's withholding and unemployment taxes and forms, new hire reporting and local taxes.
• Intuit Online Payroll Full Service: All state's withholding and unemployment taxes and forms, new hire reporting and local taxes.
• QuickBooks Desktop Payroll Assisted: All state's withholding and unemployment taxes and forms, except Indiana and Wyoming. New hire reporting and local taxes aren't supported.

For unsupported forms or reports, you may need to submit them separately.

To learn more about the payroll forms and taxes we submit for you and when will be the forms be available in the Payroll Tax Center, open this link: Tax payments and forms Intuit payroll submits for you.

Additionally, here's how you can review your e-filing or e-payment status: Check e-file and e-pay status in Online Payroll.

If you have any other questions about your payroll forms and taxes, let me know by adding a comment below. I'm always here to help. Have a good one!

Thanks for the quick response, but this doens't help.  All settings for our QB are set to automatic payroll.  Based on the descriptions, all forms and payments should be made automatically by QB.  The prior quarters federal form 941 were efiled by QB, and a monthly online payment was made to NYS for WH tax.  However, the NYS45 was simply populated & not submitted.  On top of this, the balance due for state unemployment and additional NYS W/H tax is still due with the forms.  The QB PR Core package indicates all federal & state forms are submitted so why isnt this being done for NYS?  It seems I need to submit manually on NYS website which is not what we want.

Thank you for getting back to us, @creo. I'll make sure to get things done for you by providing you with some information.

I'd recommend contacting our payroll support team. They have the resources to investigate your account and figure out why there's no actions show up as drop down choices.

To contact, here's how:

1. Sign in to your QuickBooks Online company.
2. Go to Help.
3. Select Contact Us.
4. Enter your concern, then select Let's talk.
5. Choose a way to connect with us:

• Start a chat with a support expert.
• Get a callback from the next available expert.

You can check out this article for the local tax setup and support in New York.

If you want to know which taxes and tax forms intuit handles for your business, you can click here.

Feel free to come back if you have any other concerns about managing your users and clients. I'm always glad to help you out. Take care!

I can't seem to find the correct place to get or find my 94x pin in order to e-file my quarterly's.  I've called QB and I've called the IRS..I am working at a company that, unfortunately, lost many of the staff during Covid and I've needed to recreated, re-apply for, completely start from scratch many of the responsibilities I have.  Can anyone direct me in the right direction to get this pin?  I've attached the rejection email.

Thank you!

Hi there, jena0419.

Let me help get your 94x PIN so you can electronically file payroll forms. You have the option to reset your PIN so you can successfully transmit payroll.

Let me show you how to do it.

1. Log in to QuickBooks as admin.
2. Go to the Employees menu, then Send Payroll Data.
3. In the Send/Receive Payroll Data window, click Send.
4. In the Payroll Service PIN window, select Forgot your PIN?
5. Enter your admin password in the Password field, then click OK.
6. Enter a new PIN when prompted.
7. Select Submit.

Ensure that your PIN consists of 8-12 characters with a combination of letters and numbers, no special characters like $ % #, etc. Check out this link to learn some more: Change PIN for processing direct deposit payroll.

You can also call again the IRS E-file services to reset your 10-digit PIN. Within 7-10 banking days, your PIN will be mailed to you. 

Here's how: 

1. Contact 866.255.0654.
2. Choose option 1 and then 3 for E-file questions.
3. When you get an IRS agent, ask for the e-file 10-digit PIN department.

When needed, you might want to file your form manually while waiting for your PIN to make sure you can submit it on time.

Just in case, I'll also add this article that tackles E-filing issues in QuickBooks Desktop: Handle payroll e-file and e-pay rejections.

I'll be here to help if there are any additional questions. Have a lovely day!

Thank you for the quick reply but it didn't help.  I'm using QB Desktop, Enterprise Solutions Non Profit 22.0.  I'm able to send payroll data when doing payroll.  It's a 10 digit alpha-numeric password.  When e-filing the Florida Form RT-6, it's also accepted.  It's only the quarterly 941 form it won't e-file.  I get emails stating I need a 94X 10 digit pin.  When entering the 10 digit pin I use for payroll, I get error messages stating it should only be #'s 0-9.  I've made calls to the IRS and QB with no success.  

Good evening, @jena0419. 

Thanks for chiming back in on this thread. 

This isn't the impression we want to leave you with. 

However, the best route would be to contact the IRS through the help line my colleague provided above: 866-225-0654. 

They'll be able to get you back to running your business. If you have any other concerns, don't hesitate to reach back out. We're always here to lend a helping hand. Best wishes! 

I'll try them again.  When I spoke to them the last time, they told me that the software company would be responsible for giving me that pin.  I'm getting bounced back and forth between QB and the IRS.  No one wants to actually help me with this.  Why it's necessary for us to have a completely different pin to file quarterly's is beyond me.  We have to have a pin to do payroll, to e-pay our 941/940/943 payroll liabilities and now a different one for quarterly's...makes no sense

That's also a # for a medical promotion giveaway.  No help there..

I purchased QuickBooks Online Payroll Premium in June 2022. QBO shows my state filings were accepted, but I just got notice from the Tenn Dept of Labor & Workforce Dev that my Q4.2022 was never recevied. When I check the state's archived filings, I don't see Q3.2022 either. I've reached out to Payroll support; they're telling em it may take up to 45 days for them to research. I have to respond to the state in 10 days from 04.18.2023. Not very happy with this and now concerned that my 941s may be not filed as well. 

Was anything ever resolved with this?   Online QB is supposed to file the returns automatically, but we also have received a notice that 4th quarter 2022 NC state unemployment return was not filed and the funds were withdrawn from our bank account in January 2023.  I asked around and someone told me that their business also received a notice for the same quarter.   I contacted QB support and was told to forward the tax notice to their tax dept. and that it could take 6-8 weeks for them to do "research".  However, the NCESC tax notice says to file within 15 days of the notice so that they can determine the 2024 tax rates.  Also, I'm concerned about late fees and penalties.  I'm just wondering if QB resolved the issue for your company.

I have several companies and each have had various rejections. Some we were never advised of. Some were underpaid but we were charged. I have 1 notification sent to QB and it has been 90 days without a response. A current rejection I received was for '000's in the ss. That is because they are applied for. QB is supposed to report to the state the way the state requires for those numbers. Instead ours was rejected for several quarters.  The only reason I found out about it was because the state told us. since then i have another quarterly rejection with no explanation as to why they are not being reported by the state requirements. We have one company that a single quarter report was rejected because of the paying schedule change but the report was for zero wages that quarter. we called the state and they said it was ridiculous and we sent them the report. Another state they failed to file the reports although they had all the info and when I addressed it with them they said I had to file them even though they failed to simply file the forms. The level of competency with QB and the quarterly reporting is degrading rapidly.  

Hi there, Connie! Thank you for reaching out and sharing your detailed concerns regarding the e-filing quarterly reports in QuickBooks Online. We understand that encountering runtime issues can be business-impacting and time-consuming. Please know that this isn't something we want you to have.

If you received a message in QuickBooks or a notice from the IRS or state agency that your e-filed tax form or e-payment was rejected, there are several possible reasons why this may have happened. These include duplicate tax filing, an invalid or incorrect account number, sending the form too early, or having an incorrect tax deposit or filing schedule.

To resolve these issues, we recommend verifying your information within your program and following the process of how to fix it based on your specific case by referring to this article: Handle payroll e-file and e-pay rejections.

In addition, if you are experiencing underpaid taxes, there are several reasons why this may have occurred, such as a retroactive increase in your tax rate, creating additional paychecks for a period in which you already paid taxes, or requesting a payroll correction resulting in additional taxes owed.

For more details on how to handle underpaid taxes, please check out this article: Resolve a payroll tax underpayment.

If you need to view the status of your payroll tax filing moving forward, read this article: Check the status of your payroll tax payments or filings sent through QuickBooks Payroll.

For other payroll-related tasks, you may find these articles useful: 

• Set up, change, or delete employee-paid payroll deductions
• Set up and manage payroll schedules
• Edit or change employee info in the payroll
• Add pay history to QuickBooks Online Payroll

The Community is always available to assist you with handling payroll or any other QuickBooks-related challenges. Please do not hesitate to drop by again if you have any further concerns by clicking the Reply button below or returning to post in the Community. We wish you all the best in your business endeavors, Connie.

Yes, I got a letter from the IRS saying i did not file my 2015 1st quarter taxes & 3rd quarter of 2016, It's 2023 and they are just now letting me know this, looked into account and shows I paid all taxes but was not filed, payroll company says they don't know what happened, they can't even find those copies so i can give to the IRS, so with that , I'm pretty sure when i have my phone interview and i produce the forms (which i have to fill out myself because intuit can't find them) that there is going to be a hearty penalty, I mean we are talking 7 & 8 years later, so who is liable for paying that? Is the payroll company that I paid all these years to file my taxes going to pay the penalties? 

Hello,

I have the same issue with Quickbooks not filing 28 reports to EDD since 2015.  I just became aware of this issue, as the EDD has taken out a lien/levy from my business checking.  Did anyone on this thread receive a resolution from quickbooks?  I spoke with qb, they could not find my missing forms, nor could they explain why so many were not filed, QB confirmed that my account is on electronic filing since before 2015. I'm looking at a very hefty penalty and interest balance from EDD. over 20k  I am very concerned that the same issue is happening with my federal forms.  Also I just notice on the EDD website that since 2019, 4 different quarters were underpaid, due to calculations on the form, I owe penalties and interest for those as well..... I would really like to connect with any qb user that has had this issue.  Thanks everyone, fyi, i did not receive communication from edd prior, because they had an old company address.  Thank you in advance for your help.

We are having a big problem with QuickBooks and getting access to payroll experts that actually know what they are doing.

This is my third day attempting to get them to correct our system which is not calculating our Florida state Unemployment tax payment. We already received a notice of Delinquency from the state and regardless of urgency no one from QB has called me back even though I am told they will reach me within 10 minutes. (today it has already been an hour). Upon trying to reach them again, the number is not blocked and only get a recording to access the help desk on my desk top which has gotten me no where till now.

Frustrated is not the word at this time.

I hear your sentiments, pacc. I appreciate the time you've taken to ensure corrections to your unemployment tax payment calculation are being prioritized. I understand how you want this to be taken care of at the soonest possible time, so you can seamlessly get back on track. 

Our primary aim is to help resolve your issue. With that, since you've previously contacted our support team, I'm sure all the information you provided was taken into account. I suggest contacting them again for updates. They can help you create necessary adjustments to correct Florida Unemployment tax payment calculations in your payroll records.

1. Go to the Help icon in the top right-hand corner.
2. Select Search, then press the Contact Us button.
3. Enter your question in the box and hit Continue.
4. Choose the best way you'll want to reach out to us.

In addition to that, I encourage you to send your tax notice if you currently use our payroll service. Once we get your tax notice, you’ll get a confirmation email with a case number and additional details. When complete, a tax specialist will email you with the required resolution, any steps we have taken on your behalf, and additional action required from you if applicable.

You may also utilize this guide to help you check the status of your notices inside QuickBooks: Send in your payroll tax notice.

I'm including this handy resource to guide you in running financial reports of your employee's info, wages, taxes, deductions, and many more: Run payroll reports.

I'll be on this thread anytime you need additional assistance when managing the state unemployment tax payroll. Just let me know in the comments below, and I'll make sure to get back to you. Keep safe and have a good one!

My 3rd and 4th quarter 941's have yet to update in "e-filings' on QB Desktop.  It shows the date submitted to Intuit and that is it. 

I have spent over 6 hours on the phone (with 5 different phone calls) and have yet to get anything fixed.  

The representative says is shows on their end that the forms were submitted and "accepted" by the IRS and that it's just that there have been so many e-filings.  

The update usually happens within 5 to 10 minutes.  My 3rd Quarter says submitted to Intuit 12/22/23 (I filed late) and that is the only information I have.  My 4th Quarter says submitted to Intuit 1/3/24 and that is the only information I have. 

I'm so frustrated with Intuit/Quickbooks right now.  

Sandi