When you’ve paid employees in the current year, QuickBooks Online Payroll also needs totals for wages, deductions, and taxes for each employee you’ve paid. You’ll find this information on your payroll reports, employee pay stubs, or spreadsheets from your prior payroll solution. Here’s what we will need:

Period Details
Year to Date Totals for Each Employee Report should include:
  • Gross Wages (by paytype such as Salary, Regular, and Tips Pay)
  • Tax Amounts (by tax type such as Federal Withholding and Social Security)
  • Deduction Amounts (by deduction type, pre-tax and after-tax such as 401(k), health insurance)
  • Net Pay
Year to Date Totals for Each EE as of the last paycheck in the previous quarter Report should include:
  • Gross Wages (by paytype)
  • Tax Amounts (by tax type)
  • Deduction Amounts (by deduction type, pre-tax and after-tax)
  • Net Pay
Payroll totals for the current quarter by pay date Report should include:
  • Pay Period & Date
  • Gross Wages (by paytype)
  • Tax Amounts (by tax type)
  • Deduction Amounts (by deduction type, pre-tax and after-tax)
  • Net Pay
Year to date and quarter to date totals of company-paid taxes This includes employer taxes such as:
  • FUTA Employer
  • Social Security Employer
  • Medicare Employer
  • State Unemployment taxes
All tax payments paid this year Transaction Receipts should include:
  • Type of Tax Payment
  • Total Taxes Paid
  • Date of Payment

If you don’t have the information handy, you can come back at a later time. But this information is required to complete each employee’s setup to ensure that your employees’ paychecks and payroll taxes are accurate.

For more information about entering in prior payroll in QuickBooks Online Payroll see Prior payroll overview in Online Payroll.