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How QuickBooks populates Form 941

SOLVEDby QuickBooksQuickBooks Desktop Payroll362Updated 2 weeks ago

Learn how QuickBooks Online and Desktop populates the lines on the Form 941.

Employers must file a quarterly Form 941 to report wages paid, tips your employees have received, federal income tax withheld, and both the employer's and employee's share of social security and Medicare taxes. Form 941 is due by the last day of the month that follows the end of the quarter.

For the quarterForm 941 is due
January 1 to March 31April 30
April 1 to June 30July 31
July 1 to September 30October 31
October 1 to December 31January 31

Note: If any due date for filing shown above falls on a Saturday, Sunday, or legal holiday, you may file your return on the next business day.

For a detailed explanation of each line, refer to the General Instructions for Form 941.

See how QuickBooks populates each line and an equivalent report from your payroll software.

Lines on page 1

QuickBooks pulls the information for the "Name" of the company from the "Legal Name" in Company information.

The "Trade Name" is the name given to your company in the "Name" section of the company information.

To verify/update your employer name and address in QuickBooks, see steps below:

QuickBooks Online Payroll

  1. Select the Gear ⚙ icon at the top then Payroll settings.
  2. Select Edit ✎ next to General tax.
  3. Update your Filing Name and Filing Address.
  4. When finished, select OK.

QuickBooks Desktop Payroll

  1. Go to Company, select My Company.
  2. Select the Edit icon then go to the Contact Information and Legal Information tabs to make necessary correction to the address.
  3. Select OK. Note that you’ll have to create a new form once you’ve change your company address.

QuickBooks uses the quarter-end date that has most recently passed unless you specify a different date.

If you had any employees paid with a pay period that included the date of March 12 (for Q1), June 12 (for Q2), September 12 (for Q3), or December 12 (for Q4), they are counted here.

QuickBooks calculates the total wages, tips, bonuses, overtime pay, etc., that are subject to federal income tax, and paid to the employee during the reporting year. Wages earned in the reporting year, but paid in the following year, are not included. Certain deductions that are not taxable to federal income tax such as 401(k), pre-tax medical, fringe benefits, etc., can affect this box.

See Taxability of pay types and deductions to learn how they affect this box.

QuickBooks Online Payroll

  1. Select Reports and search for the Payroll Details report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Scroll to the bottom of the report.
  4. In the Total section:
    1. Review the total wages and deductions for the quarter affected.
    2. Subtract pre-tax items that are not included in Line 2 such as 401(k), pre-tax medical, fringe benefits, etc.

QuickBooks Desktop Payroll

  1. Run the Payroll Item Listing report.
  2. Filter the report, and in the Columns, uncheck everything but the Payroll Item and Tax Tracking Type.
  3. Print the report.
  4. Put a checkmark next to any item that has a tax-tracking type of:
    • Compensation
    • Reported Tips
    • Dependent Care FSA
    • Section 457 Distribution
    • Non-qual. Plan Distribution
    • Fringe Benefits
    • Other Moving Expenses
    • 401(k)
    • 403(b)
    • 408(k)(6)SEP
    • Elective 457(b)
    • Simple IRA
    • Taxable Grp Trm Life
    • Med Care Flex Spend
    • Premium Only/125
    • SCorp Pd Med Premium
    • HSA Co. (Taxable)
    • HSA Emp. (Pretax)
  5. Now run a Payroll Summary report for the quarter.
  6. Select Customize Report, then select Filters tab.
  7. Under Current filter choices, select Payroll Item. In the dropdown box in the middle, pick Multiple Payroll Items.
  8. Check off all the payroll items you marked earlier. Line 2 is equal to the total of the Adjusted Gross Pay and Total Employer Taxes and Contributions.

    If any of them should not track the way they are, then modify the payroll item:

    1. Go to the Payroll Item List.
    2. Double click the payroll item in question.
    3. Select Next until you get to Tax Tracking Type.
    4. Correct the tax-tracking type, then select Next until you reach Finish.
    5. This will correct the form, but if the taxability changed, a payroll checkup should be run to correct the taxable wage bases.

QuickBooks adds the total of the Federal Withholding (FIT) from the paychecks for the quarter.

QuickBooks Online Payroll

  1. Select Reports, then search for the Payroll Details report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Look for the FIT amount and compare the numbers.

To prevent this from occurring in the future, obtain an updated W-4 from your employee:

  1. Select  Payroll menu, then select Employees.
  2. Select the employee name to access their Employee details.
  3. Select Edit Employee to update the employee information.
  4. Scroll to Step 4, withholding, then select Edit.
  5. Update the withholding information as needed.

QuickBooks Desktop Payroll

  1. Run a Payroll Summary report for the quarter. The total of the Federal Withholding should equal line 3.
  2. If you have Basic, Standard, Enhanced Payroll: enter a liability adjustment for that employee. The amount of the adjustment may then need to be collected from or refunded to the employee.

To prevent this from occurring in the future, obtain an updated W-4 from your employee:

  1. Go to Employee Center, then select Employees Tab.
  2. Double click the employee's name.
  3. Change tabs to Payroll Info, then select Taxes.
  4. Correct the filing status and allowances as necessary.

QuickBooks does not check this box for you.

Note: Leave taken after March 31, 2021, should be included in Line 5a because the American Rescue Plan Act made National Sick Leave taxable to Social Security.

QuickBooks supplies Column 1 from the wage base for Social Security minus the wage base tips. Column 2 is a calculated amount.

QuickBooks Online Payroll

  1. Select Reports, then search for Payroll Details report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Under Total view the wage totals and subtract the tips totals. The result should match column 1 in Line 5a.

QuickBooks Desktop Payroll

  1. Go to Reports, select Employees & Payroll, then select Payroll Summary.
  2. Select Customize Report, then select the Display tab.
  3. Select Last Calendar Quarter from the Dates dropdown list.
  4. In the Display columns by dropdown list, select Total Only, then clear the Hours and Rates checkboxes.
  5. Select the Filters tab.
  6. Choose Payroll Item in the Filter dropdown list, then choose Selected payroll items in the Payroll Item dropdown list.
  7. In the Payroll Item window, select Federal Withholding, Medicare Company, Medicare Employee, Social Security Company, and Social Security Employee. Clear any other selected items, then select OK.
  8. Select OK to return to the Payroll Summary report.
  9. Double-click the "Social Security Employee Total" amount to display the Transactions by Payroll Item report. The Wage Base column total minus the Wage Base (Tips) column total should equal line 5a, Column 1.

Qualified Sick Leave Wages are the sum of the new wage types with the National Paid Leave Employee and National Paid Leave Family (Up to the annual Social Security wage Limit for each employee).

Qualified Sick Leave Wages are subject only to the employee portion of Social Security.

QuickBooks Online Payroll

  1. Select Reports, then search for the Payroll Tax Liability report.
  2. Next to Date Range select a quarter, then select Apply.
  3. In the Federal 941/944 section, view the wage totals for each of the new wage types indicated above.
  4. The result in the Tax Amount column for National Paid Sick Leave:Employee and National Paid Sick Leave:Family should match in 5a(i) Column 1.

Note: Only National Paid Sick Leave paid on or before March 31, 2021 will be included in line 5a(i). Leave paid on or after April 1, 2021 will be taxable to Social Security, and therefore will not appear on this line.

QuickBooks Desktop Payroll

  1. Go to Reports, select Employees and Payroll, then select Payroll Summary.
  2. Next to Dates select a quarter.
  3. In Show Columns, select Total only.
  4. Scroll to the bottom and locate the National Paid Leave-Employee item.

Note: Only wages paid during the quarter using Payroll Items with tax tracking types National Paid Leave-Emp and National Paid Leave-Family will show in Line 5a(i).

These tax tracking types should ONLY be used to pay leave wages taken on or before March 31, 2021. Leave taken on or after April 1, 2021, should use new payroll items given the National Leave tax tracking types with “ARPA” in their descriptions, and will not appear on Line 5a(i)

Qualified Family Leave Wages are the sum of the new wage types with the National Paid Leave FMLA.

QuickBooks Online Payroll

  1. Select Reports, then search for the Payroll Tax Liability report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Under Federal Taxes 941/944 section view the wage totals for each of the new wage types indicated above.
  4. The result in the Tax Amount column for Family Medical Leave Expansion Act Paid Leave should match in 5a(ii) Column 1.

Note: Only FMLA Expansion Paid Leave paid on or before March 31, 2021, will be included in line 5a(ii). Leave paid on or after April 1, 2021 will be taxable to Social Security, and therefore will not appear on this line.

QuickBooks Desktop Payroll

  1. Select Reports at the top of the page.
  2. Select Employees and Payroll, then Payroll Summary.
  3. Next to Dates select a quarter.
  4. In Show Columns , select Total only.
  5. Scroll to the bottom and locate National Paid Leave-Family item.

Note: Only wages paid during the quarter using Payroll Items with the tax tracking type National Paid Leave-FMLA will show in Line 5a(ii). This tax tracking type should ONLY be used to pay FMLA wages taken on or before March 31, 2021. Leave taken on or after April 1, 2021, should use new payroll items given the National Leave tax tracking types with “ARPA” in their descriptions, and will not appear on Line 5a(ii)

QuickBooks supplies Column 1 from the wage base tips for Social Security. Column 2 is a calculated amount.

QuickBooks Online Payroll

  1. Select Reports, then search for Payroll Details report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Under Total view the wage totals and subtract the tips totals. The result should match column 1 in Line 5a.

QuickBooks Desktop Payroll

  1. Go to Reports, select Employees & Payroll, then select Payroll Summary.
  2. Select Customize Report, then select the Display tab.
  3. Select Last Calendar Quarter from the Dates dropdown list.
  4. In the Display columns by dropdown list, select Total Only, then clear the Hours and Rates checkboxes.
  5. Select the Filters tab.
  6. Choose Payroll Item in the Filter dropdown list, then choose Selected payroll items in the Payroll Item dropdown list.
  7. In the Payroll Item window, select Federal Withholding, Medicare Company, Medicare Employee, Social Security Company, and Social Security Employee. Clear any other selected items, then select OK.
  8. Select OK to return to the Payroll Summary report.
  9. Double-click the "Social Security Employee Total" amount to display the Transactions by Payroll Item report. The Wage Base column total minus the Wage Base (Tips) column total should equal line 5a, Column 1.

QuickBooks supplies the number for Column 1 from the wage base for Medicare. Column 2 is a calculated amount.

QuickBooks Online Payroll

  1. Select Reports, then search for Payroll Details report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Under Federal Taxes (941/944), view the taxable wages for Medicare.

QuickBooks Desktop Payroll

  1. Go to Reports, select Employees & Payroll, then select Payroll Summary.
  2. Select Customize Report, then select the Display tab.
  3. Select Last Calendar Quarter from the Dates dropdown list.
  4. In the Display columns by dropdown list, select Total Only, then clear the Hours and Rates checkboxes.
  5. Select the Filters tab.
  6. Choose Payroll Item in the Filter dropdown list, then choose Selected payroll items in the Payroll Item dropdown list.
  7. In the Payroll Item window, select Federal Withholding, Medicare Company, Medicare Employee, Social Security Company, and Social Security Employee. Clear any other selected items, then select OK.
  8. Select OK to return to the Payroll Summary report.
  9. Double-click the "Medicare Employee Total" amount to display the Transactions by Payroll Item report. The Wage Base column total minus the Wage Base (Tips) column total should equal line 5a, Column 1.

QuickBooks supplies the number for Column 1 from the wage base for Medicare Employee Addl Tax. Column 2 is a calculated amount, but it should match the amount of tax withheld as calculated by QuickBooks (within a few cents rounding difference).

QuickBooks Online Payroll

  1. Select Reports, then search for Payroll Details report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Find employees that grossed over $200,000 for the year. The difference between the total and $200,000 is what will appear in Line 5d column 1. (Example: Employee One made $250,000. $50,000 will be in box 5d column 1)

QuickBooks Desktop Payroll

  1. Go to Reports, select Employees & Payroll, then select Payroll Summary.
  2. Select Customize Report, then select the Display tab.
  3. Select Last Calendar Quarter from the Dates dropdown list.
  4. In the Display columns by dropdown list, select Total Only, then clear the Hours and Rates checkboxes.
  5. Select the Filters tab.
  6. Choose Payroll Item in the Filter dropdown list, then choose Selected payroll items in the Payroll Item dropdown list.
  7. In the Payroll Item window, select Medicare Employee Addl Tax. Clear any other selected items, then select OK.
  8. Select OK to return to the Payroll Summary report.
  9. Double-click the "Medicare Employee Addl Tax" amount to display the Transactions by Payroll Item report. The Wage Base column total minus the Wage Base (Tips) column total should equal line 5a, Column 1.

QuickBooks adds together lines 5a, 5b, 5c, and 5d (column 2).

Use the troubleshooting steps for lines 5a, 5b, 5c, and 5d.

QuickBooks calculates this amount by adding line 3, line 5d, and line 5e.

QuickBooks calculates the fractions of cents (within one dollar) of the difference between the net taxes amount and the quarter's liability amount.

QuickBooks does not supply this number.

QuickBooks calculates this by adding lines 6, 7, 8, and 9.

Make sure all entries for lines 6 through 9 are entered correctly.

QuickBooks does not supply this number because the new reporting process for this credit requires business financial information. For more information on how to claim the credit, refer to IRS instructions for Form 8974 .

Note: “Nonrefundable” here means that the employer’s share of the applicable taxes is reduced on Form 941 before any refunds are calculated. The non-refundable amount will be less than or equal to the employer share of Social Security tax.  Any credit in excess of the employer share of social security tax is refundable and reported on line 13c.

QuickBooks Online Payroll

This line reflects amounts paid to employees under the Families First Coronavirus Response Act pay types between January 1 - March 31, 2021. This line is not used in Online Payroll after the 1st Quarter 2021 filings.

QuickBooks Desktop Payroll

This line reflects amounts paid to employees who used Payroll Items that have the following tax tracking types:  National Paid Leave - Emp, National Paid Leave - Family, and National Paid Leave - FMLA

It also includes amounts entered on paychecks during the quarter using Payroll Items that have the tax tracking type of National Paid Leave - Health, which is impacted by the answers to questions in the section Credit for Sick Leave & Family Leave Wages on the Interview for Form 941 page that appears when creating Form 941.

This line should not be used after the 2nd quarter, 2021, unless creating a late paycheck for leave physically taken prior to April 1, 2021.  New Payroll Items with ARPA tax tracking types should be used for all leave taken on or after April 1, 2021.

Note: “Nonrefundable” here means that the employer’s share of the applicable taxes is reduced on Form 941 before any refunds are calculated. Any credit in excess of the employer share of applicable taxes is refundable and reported on line 13d.

Qualified wages for the employee retention credit and/or Sick and Family Leave will be credited to the employer's share of applicable taxes before the employee retention credit.

QuickBooks Online Payroll

This line reflects amounts paid to employees under the Cares Act pay types.

QuickBooks Desktop Payroll

This line reflects amounts on paychecks that used Payroll Items that have the tax tracking type of CARES Retention Cr.-Emp and CARES Retention Cr.-Health.

Lines on page 2

Note: “Nonrefundable” here means that the employer’s share of Medicare tax is reduced on Form 941 before any refunds are calculated. Any credit in excess of the employer share of Medicare tax is refundable and reported on Line 13e.

QuickBooks Online Payroll

This line reflects amounts paid to employees under the Cares Act pay types between April 1 - September 30, 2021. This line is used in Online Payroll for 2nd and 3rd quarter 2021 filings only unless the credit is extended to future quarters.

QuickBooks Desktop Payroll

This line reflects amounts paid to employees who used Payroll Items that have the following tax tracking types:  National Leave ARPA - Emp, National Leave ARPA - Family, and National Leave ARPA - FMLA.  It also includes amounts entered on paychecks during the quarter using Payroll Items that have the tax tracking type of National Paid Leave - Health, which is impacted by the answers to questions in the section Credit for Sick Leave & Family Leave Wages on the Interview for Form 941 page that appears when creating Form 941.

This line should be used for leave taken between April 1 - September 30, 2021, unless the credit is extended to future dates

Note: “Nonrefundable” here means that the employer’s share of Medicare tax is reduced on Form 941 before any refunds are calculated. Any credit in excess of the employer share of Medicare tax is refundable and reported on Line 13f.

Qualified wages for the Employee Retention Credit and/or Sick and Family Leave will be credited to the employer share of Medicare Tax before any COBRA assistance.

This line is used for 2nd and 3rd quarter 2021 filings only, unless the credit is extended to future quarters.

QuickBooks Online Payroll

This number is taken from the amounts entered in the COBRA premium assistance area found in the Payroll Tax Center.

QuickBooks Desktop Payroll

This number is taken from amounts entered for the Other Tax Payroll Item, US - COBRA Subsidy Credit.  These amounts should be entered on liability adjustments per employee as negative amounts, in order to flow to Line 11e correctly.

QuickBooks Online Payroll

This number is taken from the number entered in the COBRA premium assistance area found in the Payroll Tax Center.

QuickBooks Desktop Payroll

The number is taken from how many employees have liability adjustments entered in their name using the Payroll Item US - COBRA Subsidy Credit.

Note: “Nonrefundable” here means that the employer’s share of the applicable taxes is reduced on Form 941 before any refunds are calculated. Any credits in excess of the employer share of applicable taxes are refundable and reported on lines labeled “refundable”.

All Products

QuickBooks calculates this amount by adding lines 11a, 11b, 11c, 11d, and 11e.

All Products

QuickBooks calculates this number by subtracting line 11g from line 10.

QuickBooks adds all the deposits for Federal Withholding, Medicare Employee, Medicare Company, Social Security Employee, and Social Security Company with a paid-through date that falls within the quarter.

QuickBooks Online Payroll

  1. Select Reports, then search for Payroll Tax Payments.
  2. Next to Date Range select a quarter, then select Apply.
  3. View the tax payments made. If line 13 does not match, then the payments need to be verified and updated.

QuickBooks Desktop Payroll

  1. Run the Payroll Liabilities Balances report for the quarter.
  2. Modify (or Customize) Report.
  3. Change the Display columns to Total only.
  4. Select Filters tab, then select Payroll Item under Current Filter Choices. In the middle, select the dropdown next to Payroll Item, then select Multiple Payroll Items.
  5. Check off only Federal WithholdingMedicare EmployeeMedicare CompanySocial Security Employee, and Social Security Company, then select OK.
  6. Select the Transaction Type under Choose Filter on the left. In the middle, click the dropdown next to Transaction type, and choose Payroll Liability Check. Select OK.
  7. The total balance should equal the amount of line 13. You can double-click this amount to see the transactions that contribute to the total. Double-check that all deposits have been recorded.

If you know you've made a deposit but don't see it, expand your date range to see if the deposit appears. If it does, double-click that deposit and change the Paid Through date so that it falls within the quarter it's supposed to.

If the number on line 13 doesn't match the report, then a liability adjustment has been entered or payment was entered incorrectly. To find a liability adjustment:

  1. Select Customize Report and Filters.
  2. Under Transaction Type, click Multiple Transaction Types, and from the list that pops up, click Liability Adjustment. This will show you any liability adjustments made within the quarter in addition to your payments. Double-check that the liability adjustment is actually needed.

If you know you've recorded the deposit in QuickBooks Desktop, find the deposit and check that the type is specifically LIAB CHK and not just CHK.

If it is CHK, and it has been reconciled, a liability adjustment will need to be entered for the amount of the check that was entered. Then you will need to edit the amount of line 15.

If the transaction has not been reconciled, you can delete it and record it as a payroll liability check.

This line is reserved for future use.

The refundable portion of this part of the sick and family leave credit will reflect amounts after the employer share of social security tax for the quarter is reduced to zero by any nonrefundable credits.

QuickBooks Online Payroll

Amounts are taken from the Families First Coronavirus Response Act pay types between January 1 - March 31, 2021. The refundable amount is found after the employer share of social security tax for the quarter is reduced to zero by any nonrefundable credits.  This line is not used in Online Payroll after the 1st Quarter 2021 filings.

QuickBooks Desktop Payroll

Amounts are taken from Payroll Items that have the following tax tracking types:  National Paid Leave - Emp, National Paid Leave - Family, and National Paid Leave - FMLA.  It also includes amounts entered on paychecks during the quarter using Payroll Items that have the tax tracking type of National Paid Leave - Health.  The refundable amount is found after the employer's share of social security tax for the quarter is reduced to zero by any nonrefundable credits.

The refundable portion of this part of the employee retention credit will reflect amounts after the employer share of applicable taxes for the quarter are reduced to zero by any nonrefundable credits.

QuickBooks Online Payroll

This line reflects amounts paid to employees under the Cares Act pay types.

QuickBooks Desktop Payroll

This line reflects amounts on paychecks that used Payroll Items with the tax tracking type of CARES Retention Cr.-Emp and CARES Retention Cr.-Health.

The refundable portion of this part of the sick and family leave credit will reflect amounts after the employer share of medicare tax for the quarter is reduced to zero by any nonrefundable credits.

QuickBooks Online Payroll

This line reflects amounts paid to employees under the Families First Coronavirus Response Act (FFCRA) pay types between April 1 - September 30, 2021. This line is used in Online Payroll for 2nd and 3rd quarter 2021 filings only, unless the credit is extended to future quarters.

QuickBooks Desktop Payroll

This line reflects amounts paid to employees who used Payroll Items that have the following tax tracking types:  National Leave ARPA - Emp, National Leave ARPA - Family, and National Leave ARPA - FMLA.  It also includes amounts entered on paychecks during the quarter using Payroll Items that have the tax tracking type of National Paid Leave - Health, which is impacted by the answers to questions in the section Credit for Sick Leave & Family Leave Wages on the Interview for Form 941 page that appears when creating Form 941.

This line should be used for leave taken between April 1 - September 30, 2021, unless the credit is extended to future dates.

QuickBooks Online Payroll

This number is taken from the amounts entered in the COBRA premium assistance area found in the Payroll Tax Center.

QuickBooks Desktop Payroll

This number is taken from amounts entered for the Other Tax Payroll Item, US - COBRA Subsidy Credit.  These amounts should be entered on liability adjustments per employee as negative amounts, in order to flow to line 11e correctly.

All products

Add lines 13a, 13c, 13d, 13e, and 13f.

QuickBooks Online Payroll, Intuit Online Payroll Full Service

Core, Premium, Elite, and Intuit Online Payroll Full Service customers, who complete and file form 7200, will need to contact us and advise us of the amounts and dates you requested the advance payments as soon as possible and before the 941 is filed by Intuit.

QuickBooks Desktop Payroll

  • Enhanced: If you have filed a Form 7200, you will enter this amount on the 941 Schedule B Interview Worksheet
  • Assisted Payroll - If you have filed a Form 7200 for any advance credits you have taken, you will need to contact us to advise us of the amounts so we can properly fill out your 941.

Learn more about requesting advance payment of the tax credits with IRS Form 7200.

Intuit Online Payroll Enhanced

If you have filed form 7200 for any advance credits you have taken, you will need to file your 941 outside our payroll system. You can use the Federal Form generated by Intuit for reference for other Form 941 lines. You will need to archive the 941 in your system and not file it electronically. (You will also need to contact us and advise us of the amounts and dates you requested the advance payments so your tax payments can be adjusted by the payroll system. )

QuickBooks Online Payroll

The amount here will reflect the result when line 13h is subtracted from line 13g. See the specific instructions for how those specific lines are determined.

QuickBooks Desktop Payroll

QuickBooks calculates this number by subtracting line 13h from line 13g.

QuickBooks calculates this number by subtracting line 13i from line 12.

See the specific instructions for how the lines that lead up to lines 12 and lines 13i are determined.

QuickBooks subtracts line 12 from line 13i.

See the specific instructions for how the lines that lead up to lines 12 and lines 13i are determined.

QuickBooks adds the total taxes accrued each day on paychecks for Federal Withholding, Medicare Employee, Medicare Company, Social Security Employee, and Social Security Company. This is not the amount of the tax deposits you've made.

QuickBooks Online Payroll

  1. Select Reports, then search for the Tax and Wage Summary report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Look for the totals under Federal Taxes (941/944) (Federal Withholding, Medicare Company, Medicare Employee, Social Security Company, and Social Security Employee taxes). The totals should correspond to the amount in the "Total liability for quarter" of line 16.

QuickBooks Desktop Payroll

  1. Go to Reports, select Employees & Payroll, then select Payroll Summary.
  2. Select Customize Report, then select the Display tab.
  3. Select Last Calendar Quarter from the Dates dropdown list.
  4. In the Display columns by dropdown list, select Month, then clear the Hours and Rate checkboxes.
  5. Select the Filters tab.
  6. Choose the Payroll Item in the Filter dropdown list, and then choose Selected payroll items in the Payroll Items dropdown list.
  7. In the Payroll Item window, select Federal Withholding, Medicare Company, Medicare Employee, Social Security Company, and Social Security Employee. Clear any other selected items, then select OK.
  8. Select OK to return to the Payroll Summary report.
  9. Ignoring any negative signs, add up each column's amounts for Federal Withholding, Medicare Company, Medicare Employee, Social Security Company, and Social Security Employee taxes. The totals should correspond to the amounts in Month 1, Month 2, Month 3, and "Total liability for the quarter" of line 16.

    You can double-click any of the numbers on the report to see what transactions contribute to their amounts.

Lines on page 3

QuickBooks does not check this box for you.

QuickBooks doesn't check this box for you. For a detailed explanation of this line, refer to the General Instructions for Form 941.

This line is only applicable for the 3rd and 4th quarters of 2021.  Recovery startup businesses are limited to a maximum employee retention credit of $50,000 per quarter.

Quickbooks does not check this box for you.

QuickBooks Online Payroll (Auto Tax On), Intuit Online Payroll Full Service

Contact us to request this box be marked. This will be done as an amendment to the quarterly 941 that we file for you.

QuickBooks Online Payroll (Auto Tax Off), Intuit Online Payroll

QuickBooks does not check this box for you. Use the form generated within QuickBooks as a guide to complete and file Form 941 outside of QuickBooks. Be sure lines 11c and 13d do not equal more than $50,000 total per quarter.

QuickBooks Desktop Payroll Enhanced

Mark the box when creating the form.  Be sure lines 11c and 13d do not equal more than $50,000 total per quarter.

QuickBooks Desktop Payroll Assisted

Contact us to request this box be marked. This will be done as an amendment to the quarterly 941 that we file for you

QuickBooks Online Payroll

This line will not be used after the 1st quarter of 2021.

Health Plan expenses are typically not allocated by pay type. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave wages.

For the 1st quarter 2021 and prior:

  1. Select Reports, then search for the Payroll Tax Liability report.
  2. Next to the Date Range select a quarter, then select Apply.
  3. Under Federal 941/944 section, view the wage totals for each of the new wage types.
  4. The result in the Tax Amount column for: FMLA Employer Health Premium should match the amount on Line 19.

QuickBooks Desktop Payroll Enhanced

QuickBooks cannot separate the value of the health premium by family and sick leave wages. The total amount entered on paychecks within the quarter using the payroll item with the tax tracking type National Paid Leave-Health will be included on one line of the Interview for Form 941. The amounts should then be adjusted on the other lines to attribute amounts to sick versus family leave and by dates that leave was taken. 

To see the combined value of the balances of the credit pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health payroll item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total health costs you have attributed to National Paid Leave for that date range.
  4. You may need to take a percentage of the total leave taken for the quarter to obtain the numbers requested on the Interview for Form 941.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941, you can manually enter the amounts when creating Form 941.

QuickBooks Desktop Payroll Assisted

Health Plan expenses are typically not allocated by payroll item. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave payroll items. 

To see the combined value of the balance of the credit, pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health Payroll Item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total health costs you have attributed to National Paid Leave for that date range.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941, contact us for help with getting the amounts reported.

QuickBooks Online Payroll

This line will not be used after the 1st quarter of 2021.

Health Plan expenses are typically not allocated by pay type. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave wages.

For the 1st quarter 2021 and prior:

  1. Select Reports, then search for the Payroll Tax Liability report.
  2. Next to the Date Range select a quarter, then select Apply.
  3. Under Federal 941/944 section, view the wage totals for each of the new wage types.
  4. The result in the Tax Amount column for: FMLA Employer Health Premium should match the amount on Line 19.

Quickbooks Desktop Payroll Enhanced

QuickBooks cannot separate the value of the health premium by family and sick leave wages. The total amount entered on paychecks within the quarter using the payroll item with the tax tracking type National Paid Leave-Health will be included on one line of the Interview for Form 941. The amounts should then be adjusted on the other lines to attribute amounts to sick versus family leave and by dates that leave was taken.

To see the combined value of the balances of the credit pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health payroll item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total sick and family leave health costs you have attributed to National Paid Leave for that date range.
  4. You may need to take a percentage of the total leave taken for the quarter to obtain the separate sick and family leave amounts requested on the Interview for Form 941.

QuickBooks Desktop Payroll Assisted

Health Plan expenses are typically not allocated by payroll item. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave payroll items. 

To see the combined value of the balance of the credit, pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health payroll item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total sick and family leave health costs you have attributed to National Paid Leave for that date range.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941, contact us for help with getting the amounts reported.

QuickBooks Online Payroll

  1. Select Reports, then search for the Payroll Summary by Employee report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Look at company totals for Regular Employee Retention Credit and Overtime Employee Retention Credit. The total reflected on Line 21.
    • If these do NOT match, review your employee totals for these 2 items and any employee that is over $10,000, subtract the overage, per employee from the company totals.

QuickBooks Desktop Payroll

To see the value pull a Quick Report to understand the balances of the credit.

  1. Go to your Reports, select Employees & Payroll, then select Payroll Summary.
  2. Update the dates to reflect the period you are looking for. The amount in the Total column for the addition item(s) that have the tax tracking type of CARES Retention Cr.-Emp reflect the amount of qualified wages.
    • If these do NOT match, review your employee totals for these 2 items, and any employee that is over $10,000, subtract the average per employee from the company totals.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941:

QuickBooks Desktop Payroll Enhanced: manually enter the amounts when creating Form 941.

QuickBooks Desktop Payroll Assisted: contact us for help with getting the amounts reported.

QuickBooks Online Payroll

This amount is based upon having Employer Health Insurance Premium under the CARES Act section of each employee’s pay types marked, and then also including the company contribution portion of your health insurance premium when running payroll.

To see the amounts, run a Payroll Summary by Employee report:

  1. Select Reports, then search for the Payroll Summary by Employee report.
  2. Next to Date Range select a quarter, then select Apply.
  3. Look at amounts for your health insurance company contribution.
    • Only contributions made on paychecks that included the Employee Retention Credit pay types will be included on Line 22.

QuickBooks Desktop Payroll

To see the value pull a Quick Report to understand the balances of the credit.

  1. Go to your Reports menu, Employees & Payroll, and then select Payroll Summary.
  2. Update the dates to reflect the period you are looking for. The amount should show all the payroll items you’ve set up and run the payroll on. The amount in the Total column for the company contribution item that has the tax tracking type of CARES Retention Cr.-Health reflects the amount that will flow to Line 22

QuickBooks Online Payroll

This line reflects amounts paid to employees under the Employee Natl Paid Sick Leave and Family Natl Paid Sick Leave pay types between April 1 - September 30, 2021. This line is used in Online Payroll for 2nd and 3rd quarter 2021 filings only, unless the credit is extended to future quarters.

  1. Select Reports, then search for the Payroll Summary by Employee report.
  2. Next to the Date Range select a quarter, then select Apply.
  3. The result in the Total column for Employee Natl Paid Sick Leave and Family Natl Paid Sick Leave combined should match the amount on Line 23.

QuickBooks Desktop Payroll

This line reflects amounts paid to employees who used Payroll Items that have the following tax tracking types:  National Leave ARPA - Emp and National Leave ARPA - Family.

This line should be used for leave taken between April 1 - September 30, 2021, unless the credit is extended to future dates.

To see the value pull a report to understand the balances.

  1. Go to your Reports menu, select Employees & Payroll, then select Payroll Summary.
  2. Update the dates to reflect the period you are looking for.
  3. The amount in the Total column for the company contribution item that has the tax tracking types of National Leave ARPA - Emp and National Leave ARPA - Family reflect the amount that will flow to Line 23.

QuickBooks Online Payroll

Health Plan expenses are typically not allocated by pay type. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave wages.

To view the total health expenses entered into payroll:

  1. Select Reports, then search for the Payroll Tax Liability report.
  2. Next to the Date Range select a quarter, then select Apply.
  3. The result in the Tax Amount column for FMLA Employer Health Premium should match the total health expenses allocated to both sick and family leave combined.

QuickBooks Desktop Payroll Enhanced

QuickBooks cannot separate the value of the health premium by family and sick leave wages. The total amount entered on paychecks within the quarter using the payroll item with the tax tracking type National Paid Leave-Health will be included on one line of the Interview for Form 941. The amounts should then be adjusted on the other lines to attribute amounts to sick versus family leave and by dates that leave was taken.

To see the combined value of the balances of the credit pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health payroll item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total sick and family leave health costs you have attributed to National Paid Leave for that date range.
  4. You may need to take a percentage of the total leave taken for the quarter to obtain the separate sick and family leave amounts requested on the Interview for Form 941.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941, you can manually enter the amounts when creating Form 941.

QuickBooks Desktop Payroll Assisted

Health Plan expenses are typically not allocated by payroll item. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave payroll items. 

To see the combined value of the balance of the credit, pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health payroll item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total sick and family leave health costs you have attributed to National Paid Leave for that date range.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941, contact us for help with getting the amounts reported.

QuickBooks Online Payroll

Online payroll does not support the entry of this information.

QuickBooks Desktop Payroll

Desktop payroll does not support the entry of this information.

QuickBooks Online Payroll

This line reflects amounts paid to employees under the FMLA Expansion Paid Leave pay type between April 1 - September 30, 2021. This line is used in Online Payroll for 2nd and 3rd quarter 2021 filings only, unless the credit is extended to future quarters.

To view the amounts:

  1. Select Reports, then search for the Payroll Summary by Employee report.
  2. Next to the Date Range select a quarter, then select Apply.
  3. The result in the Total column for: FMLA Expansion Paid Leave should match the amount on Line 26.

QuickBooks Desktop Payroll

This line reflects amounts paid to employees whose Payroll Items that have the following tax tracking type:  National Leave ARPA - FMLA

This line should be used for leave taken between April 1 - September 30, 2021, unless the credit is extended to future dates

To see the value pull a Report to understand the balances.

  1. Go to your Reports menu, Employees & Payroll, and then select Payroll Summary.
  2. Update the dates to reflect the period you are looking for.

The amount in the Total column for the addition item that has the tax tracking type of National Leave ARPA - FMLA reflects the amount that will flow to Line 26.

QuickBooks Online Payroll

Health Plan expenses are typically not allocated by pay type. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave wages.

To view the total health expenses entered into payroll:

  1. Select Reports, then search for the Payroll Tax Liability report.
  2. Next to the Date Range select a quarter, then select Apply.
  3. The result in the Tax Amount column for FMLA Employer Health Premium should match the total health expenses allocated to sick and family leave combined.

QuickBooks Desktop Payroll Enhanced

QuickBooks cannot separate the value of the health premium by family and sick leave wages. The total amount entered on paychecks within the quarter using the payroll item with the tax tracking type National Paid Leave-Health will be included on one line of the Interview for Form 941. The amounts should then be adjusted on the other lines to attribute amounts to sick versus family leave and by dates that leave was taken.

To see the combined value of the balances pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health Payroll Item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total sick and family leave health costs you have attributed to National Paid Leave for that date range.
  4. You may need to take a percentage of the total leave taken for the quarter to obtain the separate sick and family leave amounts requested on the Interview for Form 941.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941, you can manually enter the amounts when creating Form 941.

QuickBooks Desktop Payroll Assisted

Health Plan expenses are typically not allocated by payroll item. We have allocated the health plan expenses for qualified sick leave based on a percentage of wages paid using qualified sick leave and qualified family leave payroll items. 

To see the combined value of the balance of the credit, pull a QuickReport:

  1. Go to your Payroll Item List, then right-click on the National Paid Leave - Health Payroll Item.
  2. Select QuickReport.
  3. Update the dates to reflect the period you are looking for. The amount should show the total sick and family leave health costs you have attributed to National Paid Leave for that date range.

Note: If you did not report health costs using payroll items assigned the tax tracking types that will flow to the necessary lines on the 941, contact us for help with getting the amounts reported.

QuickBooks Online Payroll

Online payroll does not support the entry of this information.

QuickBooks Desktop Payroll

QuickBooks Desktop payroll does not support the entry of this information.

QuickBooks does not supply any of this information.

QuickBooks does not supply any of this information.

QuickBooks does not supply any of this information.

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