Throughout the process of learning to run payroll for multiple companies using Intuit Assisted Payroll, I have discovered there are always several things to remember when running payroll. I have included some simple guidelines below to help speed up your process using Intuit Assisted Payroll.
If you have a new employee, make sure you have all their necessary new hire paperwork, including their social security number as you will not even be able to save the employee’s profile in QuickBooks without this. Also, unlike ADP and some other payroll providers, Intuit Assisted does not require that you run a manual check as the first paycheck for a new employee. You can enter and begin using direct deposit immediately.
Make sure you process payroll at least 48 hours before your check date. If you run an off schedule payroll or accidentally miss the processing window, you will incur an extra fee from Intuit for processing. If you just missed the processing window but don’t want to incur the fee, move your check date forward if possible. If this pushes your payroll into the next month, don’t forget to post a payroll accrual and related reversal so month over month expenses are accurate.
If you edit an employees’ salary or any other item in their actual paycheck, it is important to note that this will only change the information for that specific payroll you are running. To make permanent changes, make sure the edits are made to the employees’ profile. This is where QuickBooks pulls the data for each paycheck thus the next time you process payroll the updated information should prepopulate. For example, if you want to remove the healthcare deduction for an employee but you just delete it from their paycheck it is likely that you will forget to do this each time you process payroll and you will probably run the deduction again.
When you select “Send to Intuit” and the preview screen comes up, always open your current payroll and compare it to the preview for the last payroll processed. This will help validate the reasonableness of the amount and if it is significantly more or less you can determine if the reason was due to a known cause; a new employee was added to payroll or maybe someone was terminated, etc.
Lastly, you think you are done processing payroll yet you get an error message that says there is incomplete or missing information for an employee. You can still submit the payroll but it is probably best to just fix this issue. This often occurs because an employee doesn’t have a wage plan code selected in their profile. To resolve this, go to “Employees > Payroll Setup”. You must be in single user mode to access payroll setup. Once you are in the payroll setup window, it will show a red “x” next to each employee with missing information. Highlight the employee’s name and then select “edit”. Click next through each screen until you get to the one with the red “x”. For a wage code error, select the appropriate wage code plan from the drop-down box, select “save”, and then click the “finish later” button to exit payroll setup. Now you can re-submit your payroll and should not receive an error message.Andrea Murray TGG Accounting