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GLHS
Level 1

State Withholding on W-2s not tying into actual amounts.

We are finding that the SWT on some W-2s and on the L-3 summary report form for the state (Louisiana) are not tying into the amounts actually withheld and that are on the payroll summaries.  The amounts are off by only $1 each (amounts are reported with no cents), but it is not necessarily due to rounding since the amounts withheld in some cases were always even dollar amounts.  Is there anything we can do other than go in and override the figures that QB is putting on the forms?

Solved
Best answer January 06, 2021

Best Answers
Jen_D
Moderator

State Withholding on W-2s not tying into actual amounts.

It's nice to see you here, @GLHS,

 

I would like to share some insights on how to resolve this W-2 discrepancy.

 

The information on payroll forms comes from the data on the employees paycheck. If there are any discrepancies for the states taxes, we will need to run through the reports to identify any adjustments to be made. 

 

Fort that, let's pull up a Payroll Detailed (Detail) Review report to spot the discrepancy. Here's how:

 

  1. Go to the Reports menu.
  2. Select Employees & Payroll.
  3. Choose Payroll Detail Review.
  4. Click Customize Report tab (if you want to run a specific report).
  5. Choose the Display tab and select the date range from drop down list or fill in the From and To dates.
  6. In the Filters tab, choose Payroll Item from the Filter section. Select Multiple payroll items in the Payroll Item drop-down.(See screenshot.)
  7. Select the state tax items from the list that is in discrepancy.
  8. Once done, click OK twice.

For additional information about customizing, you can browse this article: Customize reports in QuickBooks Desktop.

 

To get the right amount per employee, multiply the tax rate to the wage base. Once you determine the amounts to adjust, follow the steps below:

 

  1. From the Employees menu, choose Payroll Taxes and Liabilities
  2. Select Adjust Payroll Liabilities, then choose the correct Effective Date
  3. Click Employee Adjustment
  4. Use a positive number to increase or negative to decrease the liability amount.
  5. In the Taxes and Liabilities page, hit the Item Name column and select payroll or tax item.
  6. Tap Accounts Affected, then hit Do not affect accounts if you don't want to post it to any accounts in QuickBooks.

For more information about the process, check this article: Adjust payroll liabilities in QuickBooks Desktop

 

Just in case you need someone to guide you with doing the adjustments, I would recommend contacting our Support Team again. They can provide more help with correcting payroll items. 

 

Refer to this article to learn more about our contact options and support availability: Contact QuickBooks Desktop support

 

If you have any questions about this or need further help with the steps, feel free to connect with me again. I'll be more than happy to provide additional assistance. Have a nice day!

View solution in original post

GLHS
Level 1

State Withholding on W-2s not tying into actual amounts.

Thank you for your response.  Although it did not quite answer the question directly, I was able to solve the problem in that QB is rounding the state withholding amounts for each paycheck, not the total for the year.

View solution in original post

2 Comments
Jen_D
Moderator

State Withholding on W-2s not tying into actual amounts.

It's nice to see you here, @GLHS,

 

I would like to share some insights on how to resolve this W-2 discrepancy.

 

The information on payroll forms comes from the data on the employees paycheck. If there are any discrepancies for the states taxes, we will need to run through the reports to identify any adjustments to be made. 

 

Fort that, let's pull up a Payroll Detailed (Detail) Review report to spot the discrepancy. Here's how:

 

  1. Go to the Reports menu.
  2. Select Employees & Payroll.
  3. Choose Payroll Detail Review.
  4. Click Customize Report tab (if you want to run a specific report).
  5. Choose the Display tab and select the date range from drop down list or fill in the From and To dates.
  6. In the Filters tab, choose Payroll Item from the Filter section. Select Multiple payroll items in the Payroll Item drop-down.(See screenshot.)
  7. Select the state tax items from the list that is in discrepancy.
  8. Once done, click OK twice.

For additional information about customizing, you can browse this article: Customize reports in QuickBooks Desktop.

 

To get the right amount per employee, multiply the tax rate to the wage base. Once you determine the amounts to adjust, follow the steps below:

 

  1. From the Employees menu, choose Payroll Taxes and Liabilities
  2. Select Adjust Payroll Liabilities, then choose the correct Effective Date
  3. Click Employee Adjustment
  4. Use a positive number to increase or negative to decrease the liability amount.
  5. In the Taxes and Liabilities page, hit the Item Name column and select payroll or tax item.
  6. Tap Accounts Affected, then hit Do not affect accounts if you don't want to post it to any accounts in QuickBooks.

For more information about the process, check this article: Adjust payroll liabilities in QuickBooks Desktop

 

Just in case you need someone to guide you with doing the adjustments, I would recommend contacting our Support Team again. They can provide more help with correcting payroll items. 

 

Refer to this article to learn more about our contact options and support availability: Contact QuickBooks Desktop support

 

If you have any questions about this or need further help with the steps, feel free to connect with me again. I'll be more than happy to provide additional assistance. Have a nice day!

View solution in original post

GLHS
Level 1

State Withholding on W-2s not tying into actual amounts.

Thank you for your response.  Although it did not quite answer the question directly, I was able to solve the problem in that QB is rounding the state withholding amounts for each paycheck, not the total for the year.

View solution in original post

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