Payroll Deductions - Union

Hi there, @Alaska_VGC. I'd be glad to answer your questions about setting up union contributions in QuickBooks Desktop (QBDT).

Yes, there is a maximum of 10,000 entries for payroll items. On the other hand, you'll need a separate payroll items to be use on paycheck. Since QuickBooks will base on the set up payroll item.  To set up company contribution item.

Here's how:

1. Go to the Lists menu, then choose Payroll Item List.
2. Click the Payroll Item dropdown, then New.
3. Select Custom Setup, then Next.
4. Choose Company Contribution, then hit Next.
5. Type in the name of the item and select Next.
6. Follow the onscreen steps based on your needs.
7. Under the Calculate based on quantity window, select the Calculate this item based on hours. Click Next.
8. Leave the Default rate and limit fields blank. You can add the rate and limit when you add the item to the employee profile.
9. Hit Finish.

Then, add the item to the employee profile. Please follow the steps below:

1. Select the Employees menu, then choose Employee Center.
2. On the left side, select Payroll. Select Start Unscheduled Payroll.
3. Double-click the employee in question to see the employee details.
4. Under the Payroll Items, choose the Item name.
5. You can see that the quantity is based on hours.
6. Fill out the other fields needed, then hit Save and Close.

Furthermore, you have to reduce two different checks each paycheck for individuals who worked on both new and old projects.

To learn more about number of list entries you can make in QuickBooks Desktop, you can check out this article: Maximum number of list entries (list limits and custom fields).

For more guidance in setting up contributions, check out this article: Set up and manage company contributions.

You can  also  run a Payroll Summary report in QuickBooks for any date range or group of employees if you want to track your payroll totals, including employee taxes and contributions.

If you have more concerns about adding payroll deductions or follow-up questions while working on your employee's paychecks, please comment below. I'll be around to guide you further.

Thank you for the response!

I know how to add new payroll rates, the deductions and contributions for the upcoming work.

You would suggest I run two separate payrolls for the old rates, deductions and contributions and also the new rates, deductions and contributions? That way the hours are being collected and deducted or added the correct way for the union? Just wanted to make sure I fully understood your recommendation. 

I would need to enter all the deductions and contributions into the employees profile, then when I run the two different payrolls I would just manually delete or change the item to $0.00 for whichever one I'm not currently doing and repeat for the second one? Would you delete or change the item before starting payroll or is it ok to adjust when I'm in the "pay employees" section?

Thank you!

Yes, you're correct with all your questions and answers, @Alaska_VGC.

I appreciate the details you've shared with my colleague, @AbegailS_. Running separate payrolls for the old and new rates, deductions, and contributions is the best way for the union to get an accurate payroll reporting.

So as an example, after running payroll for the old rates, you'll have to change/update the employee's Payroll Info and select the new rates, deductions, and contributions. Once you have set up all this Payroll Info for each employee, you can run your payroll for the latest rates.

You'll have to make sure that you're using the correct payroll item for each employee by changing each Payroll Info each time you run payroll for different rates. Or, adjusting it while you're in the "Pay Employees" window is also good if you're comfortable with it.

For more details about removing or changing deductions and contributions, feel free to check these articles:

• Set up, change, or delete employee-paid payroll deductions
• Set up and manage company contributions

I also encourage you to seek accounting advice with a payroll or accounting expert to ensure your company's deductions and contributions for a project are tracked accurately.

Let me know if you have other QuickBooks payroll concerns. We're always here to lend a hand. Take care, and more power to your business!

Can this be done on quickbooks online payroll?  Trying to set this all up for a new union employee 

Thanks for joining this thread, @Jozer62. 

I’ve seen you’ve posted a similar concern in the Community space. My colleague has already provided brief information regarding your inquiry about setting up union contributions in QuickBooks Online Payroll (QBOP). If you haven't been notified about the response, please check out this link to read the recommendation: How do I set up payroll contributions and deductions for a union employee on QuickBooks Online Payro...

I appreciate your time and effort. If you have any other concerns, please let me know. I’d be glad to help you. Wish you can get back to running your account soon. Have a good one and keep safe.