QuickBooks Payroll comes with so many different features and functions that allows you manage your business and employees easily. With QuickBooks, you can create paychecks for your employees within the software. This article will provide you the complete guide to create paychecks in QuickBooks Desktop. You can also contact the QuickBooks Payroll Support department to know more about the process of creating paychecks in QuickBooks Payroll.
3 Types Of Paychecks
QuickBooks Payroll comes with three types: unscheduled, scheduled, or termination paychecks. Before you create or run paychecks for your employees, checkout the following checklist:
- Activate your payroll service.
- Download the latest tax table.
- Download the latest QuickBooks Desktop release.
- Set QuickBooks Desktop to Single-user mode.
- Create employee payroll items.
- Provide your employee withholding information (W-4) into QuickBooks Desktop (normally done when you initially set up your employee).
- To create pay employees via Direct Deposit, set up employee direct deposit information in the employee profile.
- Create paychecks in the same company file where you have been creating paychecks.
If you want to pay your employees on a regular basis like weekly, biweekly, monthly, etc. it is suggested to use scheduled payroll. This helps you for creating a group if your employees are being paid on a different scheduled. Before running the scheduled payroll, ensure that the payroll scheduled date are correct. You can learn more about setting up scheduled payroll at Set Up And Manage Payroll Schedules.
Direct Deposit or QuickBooks Desktop Payroll Assisted users are required to Process Payroll On date is adjusted to add transmit lead times and federal holidays.
It is recommended to use Unscheduled Payroll option if you don’t pay your employees on a regular basis. You can also choose this option if you pay them an off-cycle paycheck, bonus paycheck or commission paycheck that is not integrated with your employee’s normal payroll.
This option can be used to pay a released/terminated employee’s last paycheck. Terminating check helps you to create a final paycheck, providing the employee’s release date and putting a checkmark on inactive items.
Assisted Payroll users can use the termination paycheck option in order to create the last paycheck for the same day without any late fee.
Create paychecks in QuickBooks Desktop Payroll
Step 1: Choose the type of payroll check you need to create.
- From the main menu, go to Employees, then Pay Employees > Check Types > Scheduled, Unscheduled, or Terminated checks.
Scheduled Payroll: You will be taken to the Payroll Center and Pay Employees tab. Go to the Create Paychecks section and choose the appropriate schedule. Click on Start Schedule Payroll option. The Enter Payroll Information window will open up on your screen.
Unscheduled Payroll: You will be directly redirected to the Enter Payroll Information window.
Termination Check: Enter Payroll Information window will occur on your screen.
- Check the Pay Period Ends date, Check Date and Bank Account from the money was withdrawn from.
Step 2: Choose the Printing Option that applies to you.
- Select Print paychecks on check stock to bring paychecks into the queue of printing from QuickBooks Desktop.
- Click Handwrite & assign check numbers for writing your paychecks manually outside of QuickBooks Desktop. Enter a First Check#. After entering a check number, the number will automatically increase by 1 for all subsequent check written from the account specified in the Bank Account field.
Direct Deposit Options
- Select Print DD on check stock to bring direct deposit into the queue of printing from QuickBooks Desktop.
- Select Assign DD numbers for restricting direct deposits from being included in the check-printing queue. The print pay stubs for your direct deposit can still be printed. You also have the option to show alphanumeric number up to 11 characters. This will get incremented and will get included on direct deposit pay stubs.
- Mark the employee/s name that you want to pay.
- You can modify employee paycheck information for a single paycheck only by selecting employee’s name to access the Paycheck Details.
This can be done to add payroll items temporarily or to edit amounts prior to create the paycheck as well.
- If Direct Deposit is being used by employee, validate that the Use Direct Deposit checkbox is marked.
- If the vacation and sick leaves are not supposed to accrue on this particular paycheck, mark the Do Not Accrue Sick/Vac. Provide or validate the employee’s amounts in the appropriate columns.
- Select Save & Next and go to the next employee to click on Save & Close to return to the Enter Payroll Information window.
- Once the checks are ready, click on Continue.
- Go to the Review and Create Paychecks window and validate the Check/Direct Deposit printing options.
- Validate amounts for each employee and click on Create Paychecks.
- Print the paychecks or pay stubs now or later as required. See How to print paychecks and Print pay stubs for detailed steps.
This needs to be done before 5:00 PM PT 2 banking days before the check date. Doing this will provide enough time to process the direct deposit funds and tax payments.
Paycheck date vs Pay period dates
The distinction between paycheck date and pay period is very important.
It is the date on which your employees are paid or the date when checks are distributed. The paycheck date helps you to determine when payroll liabilities are due, depending upon direct deposit.
Pay period dates
The pay period start and end dates show the period in which employees worked on earned wages.
When an employee works in December but is paid in January
The IRS rules depend on when wages are paid. Because of this, all the wages paid in January will be included in the new year’s wages for tax deposit and reporting purposes regardless of the pay period.
If pay period dates have been entered incorrectly
There are no impacts of pay periods on the tax deposit timing due dates or payroll tax reporting, it is also not required to make corrections in these dates for tax purposes after the checks are distributed.
Technical Support For QuickBooks Payroll
Hopefully, you find this article helpful and you now have a clear idea about creating paychecks in QuickBooks Desktop Payroll. However, there can be several situations when you may find yourself in some errors and issues while creating paychecks in QuickBooks. If you are also facing issues while creating paychecks, you can contact us at our toll-free QuickBooks Support Phone Number +1800-324-6955 and get your issues resolved.