cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Community Contributor **

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 01-17-2019

Accepted Solutions
QuickBooks Team

Re: 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.

6 Comments
QuickBooks Team

Re: 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.

Community Contributor **

Re: Editing number of employees on Form 941

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

Established Community Backer ***

Re: 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

Community Contributor **

Re: 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.

 

 

Established Community Backer ***

Re: 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?

Community Contributor **

Re: 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.