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Set up prior payroll for Intuit Online Payroll

Learn how to enter pay info for employees in Intuit Online Payroll.

Add your employees to complete your payroll setup. If you already paid them in this calendar year, you also need to enter their past pay information. This is to make sure that everything is accurate for year-to-date (YTD) totals on your employees’ pay stubs going forward to report correct W-2 information at the end of the year.

You need to gather some data before we begin, but don't worry, we're here to help you through each step. And you won't have to do this again once you're set up.

Step 1: Collect employee info

Gather employee W-4s, pay stubs, or other payroll reports to help you enter employee's details and what each employee was paid so far this year.  We recommend using employee pay stubs and reports that may have the employee year to date amounts. Check out the reports needed for each employee you paid.

Step 2: Get started

  1. Select Start to enter Employee names.
  2. Enter employee info, then select Continue.
  3. Select Start in the Taxes column to complete Federal and State tax set up.
  4. Select Start to start adding Prior Payroll. Select your answer to the questions that follows.
  5. Enter prior payroll details for each employee you’ve paid in 2020.
    Note: Based on the signup date and the date you started paying your EEs, you need to complete the following YTD totals. These are broken down per pay type, tax type, or deductions and contributions.
    • Year-to-date totals as of today (January 1 to current)
    • Year-to-date totals as of June 30 (January 1 to June 30)
    • Year-to-date totals as of September 30 (January 1 to September 30)
  6. After entering prior payrolls to all employees, select Done with Employee Totals.
  7. Select Company Payroll Totals. These are the total payrolls of employees you paid, broken down per pay date. Select Continue.
  8. Enter YTD totals for Company-paid Taxes, and select Continue.

You can now run your first payroll.

Frequently Asked Questions

Get the payroll reports from your previous provider or review employee's paychecks. YTD payroll totals usually show on their paychecks. If you were manually tracking payroll, gather all the reports you have.

Basic Information

  • Hire date
  • Gender
  • W-4 info:
    • Name
    • Address
    • SSN
    • Marital status
    • Withholding allowance (federal and state)

Pay Schedule

  • Weekly
  • Bi-weekly
  • Monthly
  • Semi-monthly

Pay Rates

  • Hourly rates
  • Salary

Other pay types

  • Deductions/contributions
  • Year-to-date payroll details
  • Quarter 1: January 1 - March 31
  • Quarter 2: April 1 - June 30
  • Quarter 3: July 1 - September 30
  • Quarter 4: October 1 - December 31
  • No paychecks created yet:
  1. Go to Workers and select Finish adding your team
  2. Select the employee.
  3. Scroll down and select Enter [current year] prior pay details and select.

Yes. If they are paid in the current calendar year, you need to add them and their payroll information.

Discrepancies between what was entered at the employee level and company level are highlighted on this screen. Select Show details for further information.

For example, there’s an extra $0.50 in the Total by Company table. To resolve this discrepancy, you need to decrease one of the pay date totals (either 11/15/2012 or 11/29/2012) by $0.50.mismatch

Common errors include but are not limited to:

  • Omitting a paycheck on an employee's YTD total.
  • Omitting a company-total payroll in the current quarter.
  • Adding a duplicate payroll at the employee or company level.
  • Transposing tax types or amounts.
  • Typographical errors.

Find out more about mismatch errors between employee and company payroll totals.

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