If the employee is filling in their personal information themselves in QuickBooks via workforce, does the employer still need a w4 and I9 filled out to keep on file?

Hello, I am also interested in having our employees fill out their own info. But it seems like if one employee doesn't have info completed, that I cant run payroll.  Have you run into that? What is the work around? Are your employees entering their own direct deposit info too? I appreciate any insight you can offer as non of our employee info transferred over from QB desktop to QB online.

Thanks for chiming in on this thread, @dbrower. I'm here to clarify things for you about how running Payroll in QuickBooks Online (QBO) works.

In QBO, you need to complete the company and employee setup before proceeding with payroll.

As a workaround, instead of having your employee fill out the forms, you can manually enter the needed info to complete the setup.

You'll want to read this article to learn more about the detailed steps involved in setting up your employees in QBO Payroll: Add your new employee to QuickBooks Payroll.

Once done setting it up, you can now process or run payroll in QBO seamlessly.

Keep us posted if you need anything else regarding Payroll in QBO. I'd be happy to lend you a hand. Have a wonderful day!

When we invite them to Workforce does it have them fill out an I-9?

Thanks for joining us here, @g-cody-weber.

I'll share some information about QuickBooks Workforce. When inviting employees to QuickBooks Workforce, they can also add their personal info. Thus, information that are needed in filing W-2s and I-9. This lets you save some time on chasing paper works and data entry.

To set up and invite a new employee:

1. Go to Payroll and then choose Employees.
2. Select Add an employee. Enter your employee's info including email address. This will automatically invite your employee to see their paystubs and W-2s. They'll get an email instructions to set up their Workforce account.
3. Click Done.

For existing employees, just click Invite to Workforce. When finished, click Send Invitations.

Want more details? Check out these guides:

•  Invite your employees to QuickBooks Workforce.
• What is an I-9 Form? Requirements and when to use it.

I'm also attaching this link about payroll. It has our general payroll topics with articles.

Let me know anytime below if you have other payroll questions or concerns. I'm more than happy to answer them for you. Have a good one.

I had my employees enter their own information via workforce. Do I still need to manually fill out a W4 and I9 for IRS purposes? Also, what about the state W4? Is this taken care of when they fill out their own information?

Hi there, @b_rush14.

Thanks for joining this thread. I'm happy to share additional information about W-4 and I-9 forms.

The Employee's Withholding Certificate (Form W-4) is vital to know how much income tax to withhold from your employees' wages. As soon as you have their new or updated W-4, you need to enter that info into your payroll product or invite them to enter their own. This way, their Federal Income Tax calculates according to their W-4. 

To view and download their Form W-4, follow these steps:

1. Head to the Payroll menu, then Employees.
2. Select your employee.
3. Go to the Documents tab.
4. Click the View link to open the form and then print the form.

The Employment Eligibility Verification (Form I-9) is used to verify the identity and employment authorization of any person hired in the United States. It is the employer’s responsibility to retain a completed copy of the form for every person who is on their payroll. You can also refer to this article for additional information and a detailed steps to fill out I-9: What is an I-9 Form?.

These forms help clue the IRS into your business’ finances and tax obligations. These serve as supporting payroll records for your employees’ tax responsibilities.

Keep in touch with me here should you have any additional questions or concerns. I'm always available to help.