Learn about using E-File and E-Pay to separately file state tax forms and pay state taxes in QuickBooks Desktop.

Some e-filed forms and electronic payments must be submitted as two distinct transactions in QuickBooks Desktop.

While it doesn't matter if you send the payment or form first, you do need to submit one (for example, an e-payment) in QuickBooks Desktop and then go back to the Payroll Center and submit the other (for example, an e-filed form) separately.

The following sections explain which states require two distinct transactions, and how to file and submit separate e-filed forms and e-payments.

Requirements

To e-file state forms and e-pay state taxes in QuickBooks Desktop, you must::

Note QuickBooks Desktop Payroll Basic and Enhanced only file the data for these taxes. You must make payments directly to the appropriate state tax agency online.

States requiring separate transactions

The following state taxes should be e-filed and e-paid separately in QuickBooks Desktop

State Unemployment Tax Withholding Tax Combined
(Unemployment
and Withholding)
Arizona X
California X
Connecticut X
Georgia X
Illinois X X
Kansas X
Louisiana X
Maine X X
Maryland X X
New Jersey X
North Dakota X
Pennsylvania X
Texas X
Utah X
Virginia X
Washington X
Wisconsin X

If your state is not listed here, see E-file state tax form and e-pay state tax liability together in QuickBooks Desktop.

State-specific information

Check out whether the information in the following sections applies to your state.

States not supported for e-file and/or e-pay

The following states are not supported for E-File and/or E-Pay in QuickBooks Desktop:

Alaska Hawaii Minnesota Oklahoma South Dakota
Alabama Idaho Missouri Oregon Tennessee
Arkansas Kentucky North Carolina Puerto Rico Vermont
District of Columbia Massachusetts New Hampshire Rhode Island West Virginia
Delaware Michigan Nevada South Carolina Wyoming

E-Pay state taxes

To make an e-payment of state taxes using E-Pay, you have to set up the e-payment and then submit it

Set up a scheduled payment to make using E-Pay

To set up an e-payment of state taxes:

  1. From the Employees menu, select Payroll Taxes and Liabilities, and select Edit Payment Due Dates.
  2. In the QuickBooks Payroll Setup window, select Schedule payments.
  3. Select the scheduled payment to make using E-Pay, and select Edit.
    Select Scheduled Tax Payment to e-pay from the list in QuickBooks Desktop Payroll
  4. In the Edit Payment Schedule window Payment (deposit) method field, select E-pay, and select Finish.
    Select E-Pay payment method for state tax payment in QuickBooks Desktop Payroll
  5. Select Continue.

  6. Select the bank account you want to track e-payments in QuickBooks Desktop, and select Edit.
    The actual bank account to be debited depends on the account information you submitted when enrolling with your state tax agency.
    Select QuickBooks Desktop bank account to use to track e-payments of state tax payments
  7. In the Edit Bank Account window, enter the Account Number and Routing Number for the account.
  8. Select Finish.
  9. Select Continue.

  10. Select Finish Later.

E-Pay a scheduled state tax payment 

You must submit e-payments on or before the date and time that appears in the Submit Date column next to the payment in the Pay Scheduled Liabilities section of the Payroll Center.

To make a scheduled state tax e-payment in QuickBooks Desktop:

  1. Select Employees, and select Payroll Center.
  2. On the Pay Liabilities tab, in the Pay Taxes & Other Liabilities section, select the state liability to pay.
  3. Select the View/Pay button.
  4. Review the liability for accuracy then select the E-pay button.
  5. Enter any required login credentials.
    Login requirements vary per State.
  6. Select Submit.

Be sure to check the status of your e-payment 1-2 business days after you submit the payment.

E-file state forms

You must change the filing method of your state tax forms to E-File before you can actually e-file the forms.

The following sections guide you through the steps to change the filing method and e-file the forms.

Change the filing method

To change the filing method of your state tax forms to E-file in QuickBooks Desktop:

  1. Select Employees, and select Payroll Center.
  2. On the File Forms tab, under Other Activities, select Change Filing Method.
  3. In the QuickBooks Payroll Setup window, select Continue.
    Select filing methods to set up e-filing for state tax forms in QuickBooks Desktop
  4. Select the state form to modify, and select Edit.
    Forms that can only be E-filed or can only be Printed may not appear in the list.
    List of forms available for e-filing when filing state tax forms in QuickBooks Desktop
  5. In the Filing Method section, select E-file and select Finish.
    Select E-File filing method to set up e-filing of state tax forms in QuickBooks Desktop
  6. Select Continue.

  7. Select Finish Later.

E-File state forms

Once you have selected E-File as the filing method, you can e-file your state tax forms.

To e-file your state tax forms from QuickBooks Desktop:

  1. Select Employees, select Payroll Tax Forms & W-2s, and select Process Payroll Forms.
  2. Select the state form to file, and select Create Form.
  3. Select the form filing period, and select OK.
  4. Select Next to review all pages.
  5. To check for errors, select Check for Errors.
  6. Correct any errors detected.
  7. After all errors are corrected, select Submit Form.
  8. Select the E-File button.

Be sure to check the status of your e-filed forms 1-2 business days after you submit the form.