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How QuickBooks populates Form 941

SOLVEDby QuickBooksQuickBooks Desktop Payroll491Updated 3 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.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

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:

  1. Go to Settings ⚙, then Payroll settings.
  2. Select Edit ✎ next to General tax.
  3. Update your Filing Name and Filing Address.
  4. Select Save, then Done.
  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.

  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.
  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.

  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. Go to Payroll, then Employees.
  2. Select your employee.
  3. From Tax withholding, select Edit.
  4. Update the Federal withholding information as needed.
  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. Leave paid using Payroll Items having the tax tracking types with “ARPA” in the description will automatically flow to Line 5a. These Payroll Items should only be used in the current year if paying out leave that was physically taken after March 31, 2020 and before April 1, 2021, but which was previously not paid to the employee(s).

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

  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.
  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.

Line 5a(i) should only be used if you paid an employee Qualified Sick or Family Leave wages physically taken after March 31, 2020 and before April 1, 2021, but which were paid to the employee in the current quarter.

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

QuickBooks Online Payroll doesn't support National Paid Sick Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick Leave physically taken after March 31, 2020 and before April 1, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 5a(i).

  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, but which was previously not paid to the employee(s). 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)

Assisted Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken in prior years, contact us to request an amendment.

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

QuickBooks Online Payroll doesn't support National Paid FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on

If you paid an employee in the current quarter for Qualified FMLA Leave physically taken after March 31, 2020 and before April 1, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off

You will need to file Form 941 outside of QuickBooks in order to include amounts on Line 5a(ii).

  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, , but which was previously not paid to the employee(s). 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)

Assisted Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken in prior years, contact us to request an amendment.

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

  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.
  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.

  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.
  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).

  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)
  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 5e, and line 5f.

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 doesn't support National Paid Sick, Family, and FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2020 and before April 1, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 11b.

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.

Assisted Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken in prior years, contact us to request an amendment.

This line is reserved for future use.

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 doesn't support National Paid Sick, Family, and FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 11d.

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 physically taken between April 1, 2021 and September 30, 2021, which was previously not paid to the employee(s).

Assisted Payroll does not support National Paid Sick, Family, or FMLA Leave paid in the current quarter. If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken in prior years, contact us to request an amendment.

This line is reserved for future use.

This line is reserved for future use.

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

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”.

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.

  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.
  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 doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken before April 1, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 13c.

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.

This line should be used for leave physically taken before April 1, 2021, which was previously not paid to the employee(s).

Assisted Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken in prior years, contact us to request an amendment.

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 medicare tax for the quarter is reduced to zero by any nonrefundable credits.

QuickBooks Online Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

If automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 13e.

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 physically taken between April 1, 2021 - September 30, 2021, which was previously not paid to the employee(s).

Assisted Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken in prior years, contact us to request an amendment.

This line is reserved for future use.

QuickBooks calculates this amount by adding lines 13a, 13c, and 13e.

This line is reserved for future use.

This line is reserved for future use.

QuickBooks calculates this number by subtracting line 13g from line 12. If line12 is more than line 13g, a balance due will appear on line 14.

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

QuickBooks subtracts line 12 from line 13g. If line 13g is more than line 12, an overpayment will appear on line 15.

See the specific instructions for how the lines that lead up to lines 12 and lines 13g 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.

Federal Taxes (941/943/944)

  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.
  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 doesn't 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.

QuickBooks Online Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2020 and before April 1, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 19.

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 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. 

This line should be used for health costs associated with leave physically taken before April 1, 2021 which was previously not paid to the employee(s).

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.

Assisted Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter.  If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2020 and before April 1, 2021, contact us to request an amendment.

QuickBooks Online Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2020 and before April 1, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 20.

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 20.

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.

This line should be used for health costs associated with leave physically taken before April 1, 2021 which was previously not paid to the employee(s).

Assisted Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter.  If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken before April 1, 2021, contact us to request an amendment.

This line is reserved for future use.

This line is reserved for future use.

QuickBooks Online Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter.

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 23.

  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.

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 physically taken after March 31, 2021, which was previously not paid to the employee(s).

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.

Assisted Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter.  If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

QuickBooks Online Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter.

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 24.

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 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.

This line should be used for health costs associated with leave physically taken after March 31, 2021 which was previously not paid to the employee(s).

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.

Assisted Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter.  If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

QuickBooks Online Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 26.

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.

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 physically taken after March 31, 2021, which was previously not paid to the employee(s).

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.

Assisted Payroll doesn't support National Paid Sick, Family, or FMLA Leave paid in the current quarter.  If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

QuickBooks Online Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter. 

If Automate taxes and forms is turned on:

If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

If Automate taxes and forms is turned off:

You'll need to file Form 941 outside of QuickBooks in order to include amounts on Line 26.

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 can't 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.

This line should be used for health costs associated with leave physically taken after March 31, 2021 which was previously not paid to the employee(s).

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.

Assisted Payroll doesn't support health expenses related to National Paid Sick, Family, or FMLA Leave paid in the current quarter.  If you paid an employee in the current quarter for Qualified Sick or Family Leave physically taken after March 31, 2021, contact us to request an amendment.

  1. Go to Settings ⚙, then Payroll settings.
  2. From Federal form preferences, select Edit .
  3. Select Yes to add your Third-party designee info, then Save.
  1. Go to Company, then My Company.
  2. In the Company Information, select Edit ✎.
  3. Select Payroll Tax Form Information.
  4. Enter the Contact Name, Title, and Phone Number, then select AutoFill.
  5. Complete the desired areas, then select OK.

Third-party designee information can also be entered in Part 4 manually when creating Form 941.

Assisted Payroll doesn't support this section.

QuickBooks does not supply any of this information.

  1. Go to Settings ⚙, then Payroll settings.
  2. From Federal form preferences, select Edit .
  3. Select Yes to add your Paid preparer info, then Save.

This option is only available for subscribers of Enhanced Payroll for Accountants.  All other Enhanced Payroll subscribers are able to manually enter this information when preparing the form.

  1. Go to Company, then My Company.
  2. In the Company Information, select Edit ✎.
  3. Select Payroll Tax Form Information.
  4. Enter the Contact Name, Title, and Phone Number, then select AutoFill.
  5. Complete the desired areas, then select OK.

Assisted Payroll doesn't support this section.

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