Update the third party designee or paid preparer

Learn how to update the third party designee or paid preparer info on your Federal forms  in QuickBooks Online Payroll.

Effective 2011, the IRS requires Paid Preparer information to be completed on 94X forms if applicable. If the Paid Preparer already has a PTIN prior to 9/28/10, they still must register their PTIN through the IRS's new online system. Usually, the IRS can reassign the same PTIN, but the preparer will still need to re-apply for PTIN. A Paid Preparer may register for their PTIN at https://www.irs.gov/tax-professionals.

Update the third party designee or paid preparer

If you use QuickBooks Online Payroll Core, QuickBooks Online Payroll Premium, or QuickBooks Online Payroll Elite and your Auto Pay & File is enabled, you MUST leave both options as "No". Since Intuit is paying and filing payroll taxes on your behalf, Intuit is your third party designee and paid preparer.

If your Auto Pay & File is disabled, you can change one or both options to "Yes" and enter the Third-Party Designee or Paid Preparer’s info:

• Third-Party Designee: an individual who is authorized to speak to the IRS regarding Forms 940, 941, 943, or 944. This also flows to state forms.
• Paid Preparer: an individual who is paid to prepare federal tax forms, including the Forms 940, 941, 943, or 944. These individuals must have a valid Preparer Tax Identification Number (PTIN). This also flows to state forms.

Here’s how to add or update the Third-Party Designee or Paid Prepare’s info.

Note: Only the Primary Admin or Company Admin can complete these steps. Accountant users can't complete these steps even if they have Admin permissions.

1. Go to Settings ​​⚙, then Payroll settings.
2. Scroll down to the Federal Form Preferences section, then select Edit ✎.
3. Select Yes for the third party designee or paid preparer, then enter the details in all fields.
4. Select Save, then Done.