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Enter federal Form W-4 in QuickBooks Payroll

SOLVEDby QuickBooksIntuit Online Payroll11807Updated 19 hours ago

Learn about the federal W-4 forms, how to print a blank W-4 form from QuickBooks for your employees if needed, and how to add or change the info in your employee profiles.

There are two versions of the federal W-4 form: the 2020 and later, and before 2020. It’s important for you to have your employees fill out a W-4 and enter the info in QuickBooks.  The W-4 is a vital part of the Federal Income Tax calculations on your employees’ paychecks. 

Note: Some changes to the 2020 and later form can impact your employee’s Federal Withholding on paychecks.  It can also impact the amount of their refund or taxes owed when filing their personal tax return. Get more info

Step 1: Have your employee fill out a W-4

Your employee should fill out a W-4 form when you hire them, or when they have changes in their tax status.  

Here’s important info about filling out a W-4 for you and your employees:

  • Your employees can use either version of the federal W-4 form: 2020 or newer, or before 2020.  
  • All of your employees should fill out a W-4.  Per IRS guidelines, if you don't receive a completed W-4 from an employee, withhold their tax as if they’re single.
  • If your employee switches to the 2020 or later W-4 form, they’ll likely notice a difference in Federal Withholding on their paychecks and the amount of tax owed or refunded when they file their personal tax return. Get more info.
  • If your employee needs help understanding the W-4, or needs guidance for their tax situation, they should speak with a tax advisor or financial planner.  Intuit and employers legally can’t provide W-4 advice.  

Print a blank W-4 from your payroll product

You can print a blank W-4 form directly from your payroll product. Select your product below for the instructions. 

Note: Not sure which payroll service you have? Here's how to find your payroll service.
  1. Select Taxes, then Payroll Tax.
  2. In the Payroll Tax Center, select Filings.
  3. Scroll down to the Filing Resources section, and select Employee setup.
  4. Select W-4.
  5. Select View, then print the form.
  1. Select Employees, and then Employee Forms.
  2. Choose the appropriate W-4 for your employee. You can select either Federal W-4 2019 and Prior or Federal W-4 2020 and Later.
  3. A PDF file will open, select File, then select Print.

Step 2: Enter your employee’s W-4 info in your payroll product

As soon as you have your employee’s new or updated W-4, you’ll need to enter that info into your payroll product so your employee’s Federal Income Tax calculates according to their W-4. 

If you hired a new employee, you can invite your employee to enter their own W-4 info, or you can enter it yourself. If your employee gave you an updated W-4, you’ll enter that info. 

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. From Tax withholding, select Edit.
  4. In the Federal Withholding section, fill in the applicable info from your employee’s W-4.  If they claim exempt on their W-4, in the Filing Status dropdown▼, select Exempt.
  5. When finished, select Save.
  1. Select Employees, and then Employee Center.
  2. Select the name of the employee. 
  3. Select Payroll Info, and then select Taxes.
  4. On the Federal tab, in the W-4 Form ▼ dropdown, select the applicable form.
  5. Enter the employee's W-4 info.  If they claim exempt on their W-4, in the Filing Status dropdown▼, select Exempt
  6. Select OK to save.

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