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BWay
Level 2

Editing number of employees on Form 941

In QuickBooks Online is there a way to edit the lines in the PDF that is created for the Form 941? I need to edit the number of employees before we file; for some reason QB doesn't always capture this figure accurately. We previously used QB Desktop, and it allows you to override this field in the form (non-PDF) using a a right mouse click. I do not have a full version of Adobe Acrobat which would possibly allow me to edit the PDF that QuickBooks Online generates.

Solved
Best answer January 17, 2019

Best Answers
AlcaeusF
Moderator

Editing number of employees on Form 941

Hello BWay,

 

I'd be glad to assist you with the number of employees showing in the 941 tax form.

 

Employees the system include are those you pay with a pay period that includes the date of March 12 (for Q1), June 12 (for Q2), September 12 (for Q3), or December 12 (for Q4). We can run the Payroll Details report to verify the employees who should be on the form.

 

Here's how you can run the report:

  1. On the left navigation bar, click Reports.
  2. In the search bar, type in and select Payroll Details.
  3. Filter the date to the quarter you need.
  4. Check the pay period below the employee name (see screenshot below).

 

In case you want to visit this article about the form, I'm adding the link below:

 

How QuickBooks Populates The 941.

 

If the number of employees listed in the form is still incorrect, I recommend giving us a call. You'll need the help of our Payroll Support Specialists to correct the data showing on your account.

 

Please feel free to follow up with me here if you need further assistance. I value your time and service.

View solution in original post

8 Comments
AlcaeusF
Moderator

Editing number of employees on Form 941

Hello BWay,

 

I'd be glad to assist you with the number of employees showing in the 941 tax form.

 

Employees the system include are those you pay with a pay period that includes the date of March 12 (for Q1), June 12 (for Q2), September 12 (for Q3), or December 12 (for Q4). We can run the Payroll Details report to verify the employees who should be on the form.

 

Here's how you can run the report:

  1. On the left navigation bar, click Reports.
  2. In the search bar, type in and select Payroll Details.
  3. Filter the date to the quarter you need.
  4. Check the pay period below the employee name (see screenshot below).

 

In case you want to visit this article about the form, I'm adding the link below:

 

How QuickBooks Populates The 941.

 

If the number of employees listed in the form is still incorrect, I recommend giving us a call. You'll need the help of our Payroll Support Specialists to correct the data showing on your account.

 

Please feel free to follow up with me here if you need further assistance. I value your time and service.

View solution in original post

BWay
Level 2

Editing number of employees on Form 941

Thank you. That was very helpful. I always wondered why that number was never really right!

Malcolm Ziman
Level 10

Editing number of employees on Form 941


@BWay wrote:

for some reason QB doesn't always capture this figure accurately.


 

I doubt that. Are you sure?  That would be a serious error

BWay
Level 2

Editing number of employees on Form 941

Hi, Malcolm,

 

You are correct, that would be bad. My comment was based on what I THOUGHT was an inaccurate count for employees. I was unaware that the IRS determines this number by using pay periods that include the 12th day of the last month in the quarter (March 12, June 12, September 12, December 12). I assumed the number was calculated using the last day of the last month in the quarter (March 31, June 30, September 30, December 31). This would explain why MY count for employees would be different.

 

 

Malcolm Ziman
Level 10

Editing number of employees on Form 941


@BWay wrote:

Thank you. That was very helpful. I always wondered why that number was never really right!


Why do you think it's not right?

BWay
Level 2

Editing number of employees on Form 941

Hi, Malcolm,

 

I replied earlier but either it hasn't been reviewed or I did something wrong.

 

As the support team stated, the IRS counts employees who were paid through the 12th day of the last month in a quarter (March 12, June 12, September 12 and December 12), so that is how QB populates Line 1 on the 941. I was figuring employees paid through the last day of the last month in each quarter (March 31, June 30, September 30 and December 31). This would probably explain the differences I was seeing in the calculations; we don't always pay the same number of people each pay period and if I don't figure the calculation the same as the IRS, the count could be different.

Hope that explains it.

 

941 errors
Level 1

Editing number of employees on Form 941

I spent over an hour on the phone with QB support trying to get this corrected on my 941 forms.  How do I get put through to the correct person who will be able to solve this problem?

ReymondO
QuickBooks Team

Editing number of employees on Form 941

Hi there, @941 errors.

 

I can see that you've already reached out to our customer support. However, I'd recommend reaching out to them again. This way, they can review your last case documentation and provide you another workaround. 

 

They also have the tools that can access your account and guide you in correcting the 941 forms. Here's how you can reach out to them:

 

Option 1

  1. Click the Help icon.
  2. Hit the Contact Us button at the bottom. 
  3. Enter your concern in the description, then click Let's talk or Continue.
  4. Select Get a callback.

callback.PNG

Option 2

  1. Click the Help menu in the upper-right hand corner.
  2. Type in "Talk to a human", then press Enter.
  3. Look for I still need a human and click on it.
  4. Click Contact Us.
  5. Select between Send a messageSchedule an appointment, or Get a callback.

 

Also, our articles might have something that can help you with your other payroll concerns, too. Just click this link and make sure that the topic is set as "QuickBooks Online Payroll."

 

The Community always has your back, so please let me know if you have any other questions. I'll be more than happy to help. Keep safe.

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