Verify Data for First Quarter Tax Filing
As the end of the first quarter approaches, it is time to check your records to make sure the data displayed in QuickBooks reflects all recent changes, and that you have transmitted those changes to us.
Assisted Payroll prepares and sends your tax filings to the proper taxing authorities. For a list of what we prepare and file on your behalf, visit the Quick Tax Guide on the Assisted Payroll Support Site.
To make sure you have reviewed and updated your information prior to the end of the first quarter, use the following checklist:
- Confirm and update your state unemployment rates.
- Confirm and, if necessary, update your state tax IDs.
- Transmit all manual payrolls and paper checks processed this quarter.
- Verify that employees' names, addresses, and Social Security numbers are accurate.
- Verify that your company legal name and address are accurate.
1. Confirm and Update Your State Unemployment Rates
Assisted Payroll customers must update their state unemployment insurance (SUI) rates in QuickBooks themselves. Many states send these rates to employers after the new year, but the rates can be retroactive to the beginning of the year (see chart). The QuickBooks Payroll tax table does not include updates to SUI rates, because states assign each employer a unique rate based on their employment history.
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| Jan. |
Feb. |
Mar. |
| AZ, DC, GA, MD, RI, SC |
KY, LA, MS, NY, PR |
CT, HI, SD |
| Apr. |
May |
Jun. |
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VT |
| Jul. |
Aug. |
Sep. |
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NH |
NJ, OK, TN |
| Oct. |
Nov. |
Dec. |
| WI |
CO, FL, IL, IN, IA, MO, NC, OH, OR, UT |
AL, AK, AR, CA, DE, ID, KS, ME, MA, MI, MN, MT, NE, NV, NM, ND, PA, TX, VA, WA, WV, WY |
In some instances, Assisted Payroll collects and updates your SUI rate on your behalf. The ability for us to collect and update your SUI rate depends on many factors, including, but not limited to, the individual state policies. If we are able to collect and update your rate, you will receive the new rate when you send your next payroll. The new rate will update QuickBooks, but it will not be used for payroll calculations until the next subsequent payroll.
Remember: It is your responsibility to verify and update your SUI rate.
Before you change your SUI rate in QuickBooks, be sure that you transmit any existing payroll.
Follow the instructions on the QuickBooks Assisted Payroll support site to update your SUI rate in QuickBooks and then transmit the rate to Assisted Payroll.
After changing your SUI rate in QuickBooks, send a "zero" payroll, so that we receive your updated SUI rate (see "How to Send a Zero Payroll" at the end of this article).
Employers located in states that have state disability insurance (SDI) may also need to update their SDI rates themselves. For some states, however, the state disability insurance rate is supplied by the tax table, and you cannot edit it. You can check which states' disability insurance taxes are supported. If the rate changes, check to see if you have the current tax table.
Note: Most states update their rates only at the beginning of each year, but if you are in a state that changes rates throughout the year (such as New Jersey), remember to update the rate when you get the notification from the state.
2. Confirm and, If Necessary, Update Your State Tax IDs
Check your state tax ID numbers displayed in QuickBooks against any correspondence you may have received from that corresponding government agency. If you find a discrepancy, please call the tax agency to verify the correct number, and then contact an Assisted Payroll representative at (888) 712-9702 to convey the proper number. This will ensure the tax payments and filings we send on your behalf are applied accurately by the taxing authorities.
3. Transmit All Manual Payrolls and Paper Checks Processed This Quarter
Sometimes you might find it necessary to pay an employee an advance that is not recorded in your QuickBooks as a paycheck. Make sure you enter these checks into your QuickBooks file as a paycheck and transmit them to Assisted Payroll, so we may collect the taxes due on the net amounts and so they will be included in your first quarter tax filings. Changes sent to the payroll service after April 3 will result in amendments.
4. Verify That Employees' Names, Addresses, and Social Security Numbers Are Accurate
Get into the habit of having your employees double-check their names, addresses, and Social Security numbers as each quarter ends.
If they spot an error, you can update it in QuickBooks, and it will transmit to us with your next payroll. If you do not have an additional payroll to send before the close of the quarter, please send us a "zero" payroll (see "How to Send a Zero Payroll" at the end of this article).
However, if the error has existed for more than a single quarter, an amendment may be necessary. If that is the case, then contact an Assisted Payroll representative at (888) 712-9702 to request an amendment.
Social Security numbers. The Social Security Administration (SSA) now offers two ways for you to verify Social Security numbers for your employees: online and through a file upload. Both processes require you to set up an initial account. After that, you can use the account to verify both your current employees and any future new hires. For more information, visit www.ssa.gov/employer/ssnv.htm. The SSA also provides a template of a letter you can give to an employee if you find a discrepancy. This letter should help the employee understand and follow up on the issue.
5. Verify That Your Company Legal Name and Address Are Accurate
Make sure QuickBooks accurately represents your company's legal name and address. If you require a change to this information, please complete the form listed on Payroll.com. Return it to us at the fax number shown on the form.
Access the request forms and learn more about changing the legal name of your company and changing the legal address of your company.
How to Send a Zero Payroll
If you find an error or need to submit SUI rate changes, but you do not have another payroll to transmit, send a "zero" payroll to update the payroll service.
To send a "zero" payroll:
- From the Employees menu, select Send Payroll Data.
- Click Go Online.
- Enter the PINs, and click OK.
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