Payroll with two company files, same tax ID

Hello, FBGS.  

Thank you for reaching out to the Community. It is not possible to have the same tax ID with the payroll with two company files in QuickBooks Desktop. QuickBooks Desktop Payroll can only support one company data file per EIN (employer identification number). Every company that uses QuickBooks Desktop Payroll must have its own unique EIN for tax purposes. 

This means that if you have multiple companies, each must have its own EIN. If you try to use the same EIN for two different companies, it can cause errors and other issues within your payroll data. For example, if you have employees who work for both companies, you may end up with duplicate records and incorrect wage and tax calculations. 

For instance, if you use the same tax ID for two different companies, QuickBooks will merge the data from those companies, which can cause confusion and errors in your financial records. Moreover, the IRS and other tax authorities will treat the merged data as belonging to a single company, which can result in incorrect tax filings and penalties for non-compliance. 
 

For more detailed steps, check this article about adding EINs for your reference. It provides a step-by-step guide on how to add EINs, along with a video to make the process easier to follow.

Additionally, feel free to visit our Payroll page for more insights about running payroll on your business. There, you will find a wealth of resources and insights that can help you manage your payroll more effectively. From step-by-step guides to detailed tutorials, our Payroll page is designed to provide all the information you need to succeed. Whether you are just starting or have years of experience managing payroll, our Payroll page has something for everyone. 

Let me know if you have any other questions or concerns. Assistance is just a post away. Keep safe.

How can I process my second file (with same EIN)?

We are a church with a daycare.

One file has the church employees and the other has the daycare employees.

We do not pay anyone on both sides.

I always hand calculate the 941 at the end of the quarter and create a W3 with both combined at the end of the year.

I only need the tax tables and the reports to work, Quick books does not process any forms or paychecks for me. 

I just need to get through this year and will combine them starting in January.

Any way I can buy tax tables for my second file, just for 3 months?

I can see how essential it is to process your second company file, FBGS.

However, in Desktop Payroll, you're unable to process payroll in two different company files with the same Employer Identification Number (EIN). Each company should have a unique EIN assigned to it. The EIN is a unique identifier for each employer, and it is used to distinguish between different entities for tax and reporting purposes.

It is advisable to obtain an additional EIN for your second company file to ensure smooth processing and minimize the risk of errors.

In addition, you can take advantage of the payroll reporting functionalities in QuickBooks. These reports empower you to handle payroll taxes and conveniently track employee expenses.

I'll keep this thread available if you have more questions, need assistance processing more than one file under the same EIN, or have other relevant concerns. I'm here to assist you.

I am just having a hard time understanding why I have been able to do it the last 12.5 years, but when I had to go to the subscription version of quick books, then I can no longer do it.

I have another question.

Can I export just my payroll information  into a new Quickbooks file?

Good morning, @FBGS. 

Thanks for reaching back out and asking more questions. 

I can see how beneficial exporting your payroll data into a new company file could be for your business. However, you can only export lists within QuickBooks Desktop

I'll make sure that your feedback gets to our Product Developers so they can consider this in the near future. 

If you have any other concerns, don't hesitate to come back. I'm only a post away. Take care! 

I have a suggestion as I was in the exact situation that you are…bookkeeper at our church who ran both a preschool and had the employees for the church…I set up “classes”, and posted just the preschool employees paychecks and taxes to the class I called “Preschool”.   That way I could run separate reports for just the preschool, and the payroll totals not assigned to a class would print on payroll reports as “other” (meaning, not assigned to a class.), which would be the church’s totals.    This way, I could prepare and send only one 941 return each quarter, and I’d run reports for the preschool to pay only their portion of the 941 taxes each month using their own checking account.   Seemed to work for me for 8 years.

Thank you!  I appreciate the suggestion and will look into it further.