New Hire Reporting

Hello, Robert.

I can share a few information on how payroll tax form filings work in QuickBooks.

There are some states that allow us to electronically file tax forms such as the New Hire Report for you or you can get the form in the system to file with the state. For the state of Virginia, we prepare the signature-ready form to be manually printed, signed, and mailed to the VA tax agency. To generate a new hire report in your payroll account, you'll have to enter the employee's gender, birth date, and hire date info. 

To get the report, you can use these steps: 

1. Click the Taxes menu from the left, and select Payroll Tax.
2. Select Employee Setup under the Forms section.
3. Click VA New Hire.
4. Select View and then Print or Download the form.

Feel free to use these articles below if you need more help in handling your tax forms and employee info:

• Virginia Payroll Tax Compliance
• Payroll accounting preferences

Please don't hesitate to mention me in your reply if you need more help. Take and have a good one!

Catherine,

Thank you so much for the detailed reply. Unfortunately, I followed these steps from an earlier finding on the New Hire process, and "VA New Hire" is not one of my options under Forms. Almost all the instructions I have come across suggest this form should be listed exactly in the area you pointed out, but it isn't. Attempted to search for "adding form", but to no avail.

Thanks for your assistance. If you have any other suggestions, I'm all ears. I can certainly go to my State's New Hire Reporting portal, and continue entering them manually, but if QB states they'll do it for me, why isn't that happening? I'm bewildered.

-R

Thank you for getting back to us, RCutchins.

Allow me to step in and share how you can get the new hire form. To generate a new hire report in your payroll account, you need to check if the following info are set up on your employee:

• Gender - most states require gender on the hire forms.
• Birth date - this is required for both new hire forms and for employees enrolled in a 401(k) plan to calculate plan contribution maximum and determine catch-up amounts.
• Hire date - most states require the hire date to be the first pay date for your employee.
   

And, here's how to get the form:

1. Go to Taxes, then select Payroll Tax.
2. Click Filings, then Employee Setup.
3. Select the employee from the dropdown and select the new hire form.
    

For additional information about this, check out this link: Get a new hire report.

If you're still not seeing the form, I recommend contacting our QuickBooks Payroll Live Team. They can check the setup on your account and review it so you can get the form.

Please use this link to chat with our support team: QuickBooks Online Payroll Core.

Stay in touch with me if there's anything else you need. I'll be around to help you with your QuickBooks Payroll account.

I concur this information is not showing in QBO account.  Intuit is supposed to be doing all reports, but I cannot find any new hire reports or even an employee setup in the payroll section at all.  Just like the previous poster it is not there at all. I have Advanced and cannot file my own reports as Intuit is the reporting agent so am unable to generate regular payroll forms and can only just print the regular 941s/State unemployment reports.  There is no option to view new hire reports which should have been filed.

This is not the impression we want you to experience when trying to view and file the new hire report in QuickBooks, @nsteadman. 

As mentioned by my colleague above, make sure that you set up your employee correctly. Doing this will help you generate a new hire report in your payroll account.

After verifying that all the information is accurate, and you're still unable to view the report, I suggest contacting our support team directly. They have the tools to check your account in a safe environment, and they can help find the root cause of your issue and find a fix.

Here's how to reach them:

1. Sign in to your QuickBooks Online company.
2. Select the Help (?) menu.
3. Choose the Assistant tab.
4. Click the Talk to a human option.
   
   
5. Select Get help from a human.
   
   
6. Click either Chat with us or Have us call you button.
   
   

I've added these articles to help you manage payroll reports in QuickBooks Online. It also covers ideas on how to access, customize and print your statements.

• Get a new hire report
• Run payroll reports 

Please let me know how the call goes by entering a reply below. I'll get back to you right away if you have other questions about generating reports in QuickBooks. Stay safe and take care.

Are there updated instructions on how to get the new hire report to print? 

Hello there, @Salt River Roofing. I'm here to share additional details and steps to get a new hire report in QuickBooks Online (QBO).

As I've checked my resources and verified that there's still the same instruction when getting a new hire report. Although, new hire reporting depends on if you have automatic tax payments and filings turned on or off in your QuickBooks Payroll product. You can check your automatic tax payments and form filing status to confirm.

If you turned on the automatic tax payments and form filings, we'll be the ones to file the new hire forms with your state for you. Here's how you can get the report with new hire details for your records:

1. Hover your cursor to the Taxes menu and click Payroll Tax.
2. Select Filings.
3. Under Forms, choose Employee Setup.
4. Then click the new hire form.
   
   

However, if you turned off the automatic tax payments and form filings, you'll be the one to file it with your state. You can get a new hire form in your product. I'll show you how.

1. Hover your cursor to the Taxes menu, and select Payroll Tax.
2. Under Forms, click Employee Setup.
3. Click the New Hire Form from the Employee dropdown.
4. Then select the View button, then print the PDF file.
   
   

You can refer to this article for more details: Get a new hire report.

I've also added this article in case you'll want to run payroll reports in the future: Run payroll reports. This includes all the lists of payroll reports available in QuickBooks Online.

Feel free to tap the Reply button if you have clarifications or any other QuickBooks-related concerns. Have a good one!

Hey, Thank you for your response, I do not use the automatic tax payments and filings, but nor do I have the options as listed above.  I can get to the payroll tax center, see attached snip of my screen.  I have the option of Payments and filings.  I cannot find any section called forms or employee setup (it used to be there before the most recent updates)

Here is the other payments tab in the payroll tax center.

I would like an answer to this, as well. I would like to be able to confirm a New Hire Report has been submitted to the state. 

Under Payroll Tax - Filings, there is no option of "Under Forms" and in archived forms New Hire reports do NOT exist. 

Hi there, @InIN2. I'm here to share additional information about the new hire report in QuickBooks Online (QBO).

In QBO, the new hire forms are automatically filed with your state if you're using the payroll service. To verify, you can contact your state agency and check the report from there. For reference, please check this article: Get a new hire report. 

Since you're still having trouble seeing the new hire report within the program, I highly suggest reaching out to our Customer Care team to help you with this. They use specific tools to pull up your account and you can also request a screen-share session so they can review your setup further. 

I've also added this helpful resource that you can open any time to have guidance in navigating QBO: Learn about QuickBooks Online with how-to videos.

Please post here again if you have any other concerns about accessing your payroll report. I'm just around the corner to help. Have a good one and keep safe.

The help chat person is having to load the forms for me to print. Sounds like we'd have to go to help chat or call and request access everytime. Maybe QB could get that fixed.

There is no way to verify this without calling and going through your employees on the phone. No forms or proof of submission is available still in Quickbooks online. I am having a to put in a ticket to fix this.  Not hopeful since it appears its been in discussion for a long time

Thanks for getting involved with this thread, ballardwater.

You can get in touch with our Customer Care team while using QuickBooks.

Here's how:

1. Use the Help (?) icon.
   
   
    
2. Click Contact Us.
   
   
    
3. Enter a description of your situation in the What can we help you with? field, then hit Let's talk.
   
   
    
4. Select Start messaging or Get a call.
   
   

Be sure to review their support hours so you'll know when agents are available.

I've also included a detailed resource about system requirements for QuickBooks which may come in handy moving forward: System requirements

I'll be here to help if there's any additional questions. Have a wonderful Wednesday!

The new hire forms are  NOT automatically filed with your state if you're using the payroll service.   If during self-setup for workforce an employee checks the new hire report, then the new hire reporting form is not sent to the state because checking this box makes QB not send the report.

1) Please remove this check box. The employee should not see this check box when doing self check up. 
Also, the employer thinks the reports are being filed with the state.  The employer doesn't realize that the new employee has accidentally checked this box and unknowing prevented the new hire form from being sent to the state. 

2) Please create a QB report so that employers can see that the new hire reporting was submitted.
Thanks

I am equally as frustrated by this. We have automated filing turned on and in talking with the State of MN there has been no new hire report filed since June of 2024. Here is what I have been told: 

State of MN: If someone (in this case QB) files a new hire report on our behalf we the company will not be able to see it anywhere on the State website. They said I could call and ask about a specific person if we were concerned one was not filed. How long do you have on the phone then while we go through the hundreds of employees we have? Makes no sense. 

QuickBooks Payroll Support: I was told there is no way for us to see a new hire report that has been filed on our behalf in quickbooks. 

I talked to the state and they said a new hire report had not been filed since June of 2024. So I asked QB Payroll support about this and they said I need to talk to the Tax Notice Resolution Team. However, the only way to reach them is by email. So I emailed them and there has been no response. 

I called QuickBooks Payroll Support again today 11/19/24 and this representative is telling me QB does not file a new hire report with the state. Yet they had been for the last couple years apparently. So what changed? I received no notice that QB was going to stop doing this? I cannot imagine QB would just stop filing this report without telling customers. 

There could be a potential fine of $25/employee if not filed. Yet I am unable to see a report in QB and unable to see a report on the state website? So if any fines come of this I am pushing those fines to QB. 

Also, any response I see stating I'm here to help you this is how you find your new hire report in QB follow these steps; I don't have the options they describe? We are using QB Online so it's not that I need to update my system. 

QB needs to get this fixed. 

J

I want to ensure that your experience obtaining a New Hire Report within QuickBooks Online (QBO) is positive, @JWatts1. I'll provide further details below to get a copy of that report.

It is important to note that the process may differ based on the payroll service you are using. For those utilizing QuickBooks Online Payroll, our team will handle the filing on your behalf, and you should expect to receive notifications from us regarding this matter. Once completed, you can coordinate with the state to obtain a copy of the New Hire report. Thus, there will be no penalty if you report an employee again. You can check this page for more details: Get a new hire report.

If the issue persists, I recommend reaching out to our Customer Care Team so they can check on your profile and look for the new hire report filed. This way, they can provide updates if there are changes needed. See this article for more information: Get help with QuickBooks products and services.

I'm also adding this article to help you manage employee information and run a report to ensure your data is on point:

• Edit or change employee info in payroll
• Run payroll reports

The Community space is open 24/7 if you have any follow-up questions about generating the report or need a helping hand with QuickBooks-related concerns. You can drop a comment below so I can respond and provide the details you need to address your questions. Keep safe.