Use Unscheduled Payroll to give your employees occasional bonuses that aren't part of their regular paychecks. What does this mean?
If you're paying a bonus at each pay period as an earning item, include the bonus payroll item in the regular paycheck. Set up a bonus payroll item in the employee's paycheck or set up a bonus wage item in the Employee record.
If you give bonuses occasionally at your discretion for special occasions (for example, at the end of the year), use the following procedure to create a bonus check for this special circumstance using Unscheduled Payroll (otherwise the bonus payroll item will keep appearing in the employee's regular paychecks).
Note: If you haven't set up payroll schedules, the Unscheduled Payroll button appears as Pay Employees. You can click Pay Employees to run regular paychecks if you don't want to use payroll schedules.
To do this task
Open the Enter Payroll Information for Unscheduled Payroll window.
If you haven't set up payroll schedules, go to the Employees menu and then click Pay Employees
If you have already set up payroll schedules, go to the Employees menu, click Pay Employees and then click Unscheduled Payroll.
Click the Payroll icon.
In the Pay Employees section of the Payroll Center,
If you haven't set up payroll schedules, click the Pay Employees button.
If you have already set up payroll schedules, click the Unscheduled Payroll button.
Note: The Pay Employees button becomes the Unscheduled Payroll button after you set up payroll schedules.
What if Payroll menu options aren't there?
Go to the Employees menu, click Payroll, and then click Learn About Payroll Options.
Click OK to launch a Web browser.
You can choose a QuickBooks Payroll Service or run your payroll manually.
Select the employee you're giving the bonus to.
To select employees individually, click the field next to the employee's name.
To select all employees, click the Check All button. QuickBooks places a
every employee and changes the button name to Uncheck All.
To clear all employees, click Uncheck All. QuickBooks clears the
next to every
employee and changes the button name to Check All.
Clear any earnings or benefits for the checked employee by clicking in each field that has a rate or number and pressing the Backspace or Delete key.
Do one of the following:
If there's a Bonus payroll item column and it is editable (not grayed out) for the employee, type the bonus amount in the field.
If there isn't a Bonus payroll item column or it is grayed out for the employee, click the employee's name or click Open Paycheck Detailto open the Preview Paycheck window for the first selected employee. Click Save & Next to go through the stack. Add the bonus payroll item in the employee's paycheck.
In the Earnings section of the paycheck, click and start a new line, then click the drop-down arrow.
Select Bonus from the list if it already exists, or click to add a new Bonus payroll item and follow the next steps.
In the Add new payroll item window, click Bonus and then click Next.
In the Enter name for bonus field, type a name for the Bonus payroll item (for example, One-time bonus or simply Bonus) and then click Next.
Click the drop-down arrow and select the expense account from which the bonus amount will be drawn.
The newly created bonus payroll item appears in the Earnings section
Enter an amount in the Rate column for the bonus item.
Create bonus checks
Calculate the federal and state withholding amounts, and enter them manually.
In the Employee Summary section, place your cursor in the Amount column in the same row as the Federal Withholding Item Name and clear the amount.
Type the bonus amount, press the * key on your keyboard, type the tax rate percentage decimal, and then press the = key on your keyboard. QuickBooks calculates the amount that should be withheld.
Follow the same steps for the State Withholding amount.
Important: QuickBooks calculates tax withholdings at the rate you specified when you set up the employee record and does not calculate withholdings for supplemental wages, such as an employee bonus. For information about the latest federal withholding requirements and rates for supplemental wages, contact the IRS or refer to the IRS Publication 15 (Circular E). For information about your state withholding requirements and rates for supplemental wages, contact your state agency.
Click the employee's name or click Open Paycheck Detail to open the Preview Paycheck window for the first checked employee. Click Save & Next to go through the stack. Click to check the Do not accrue sick/vac checkbox.
If you want to give the employee the entire bonus amount, click to check the Enter net/Calculate gross checkbox.
Although QuickBooks calculates and deducts the appropriate taxes, checking Enter net/Calculate gross allows you to give employees the entire bonus amount as their net pay. This feature is available only to subscribers of the QuickBooks Enhanced Payroll service.
Click Save & Close to close the Preview Paycheck window.
Make sure that the information that appears in the Payroll Information section is accurate.
This section has the following fields:
Payroll Schedule: The name of the payroll schedule that is running. You gave this name to the schedule when you set it up.
If you're running Unscheduled Payroll, only Pay Employees appears. If you're writing a termination check, Paycheck Type: Termination appears.
Employees selected to pay: The number of employees who are assigned to this scheduled payroll run. You can click the column to uncheck an employee from this particular payroll run. The number of employees changes accordingly.
If you're running a payroll schedule, the number of employees shown defaults to the number of employees who're assigned to the payroll schedule. If you're running Unscheduled Payroll or a termination paycheck, this number changes when you an employee's name.
Check Date and Pay Period Ends date:
The check date is the date when employees know they are getting paid. It is the date you want the paycheck to affect your bank account. For example, your pay period end date could be Friday, April 14, but your paycheck date is 5 business days later on the following Friday, April 21. The IRS bases your tax liability and that of your employees on the check date. For example, if you pay an employee in January 2007 for time worked in December 2006, the income is reported on the employee's 2007 W-2 form.
QuickBooks uses this date when it runs reports.
A pay period is the duration of time for which you are paying your employee wages. The pay period ends date is the last date of the pay period you have specified for a specific pay schedule; that is, it is the last date of the pay period that you want this paycheck to cover.
QuickBooks uses this date to calculate how many weeks an employee has worked in a year and the time information to include in the paycheck.
If you're running Unscheduled Payroll or a termination paycheck, update the Check Date or Pay Period Ends date.
Note: If you're using Assisted Payroll or Direct Deposit services, remember to send your paychecks two business days before you want the employee to be paid.
Important: If you're running a payroll schedule, don't update the Check Date or Pay Period Ends date here because doing so will cause scheduling problems. Instead, edit your existing payroll schedule.
Bank Account: The account QuickBooks uses to track payroll transactions. This account is not the actual bank account where you withdraw money from, but merely used for tracking purposes. If you want to change the account that tracks payroll transactions, click the Bank Account drop-down arrow and then click to select another account.
Bank Account Balance: The available balance in the bank account.
Note: Alternatively, you can click Finish Later if you haven't completed all your changes and need to come back to finish paychecks later. Any changes you have
made to selected paychecks are saved. You can resume work on them by selecting the Unscheduled Payroll button. If you don't complete creating an employee's saved paycheck before the next scheduled payroll in which the employee appears, the saved paycheck appears in the scheduled payroll.
Review the information in the Review and Create Paychecks window.
This Review and Create Paychecks window summarizes all the information for the current payroll run so that you can review it before creating paychecks.
Review the information in the Payroll Information section.
To make changes, click the Back button.
Review the information in the employees' paychecks.
To make changes, click the Back button to go back to the Enter Payroll Information window. To make changes in the Preview Paycheck window, click the employee's name whose paycheck you want to edit or click Open Paycheck Detail to open the paycheck stack, then click Save & Next to navigate through the stack.
If an employee is set up for direct deposit, the Direct Deposit column has a by default next to those employees who are paid by Direct Deposit.
Note: If, for some reason, you choose not to pay an employee via direct deposit, click to uncheck the column. For more information, see Setting up employees for direct deposit.
Choose a print option.
Note: Click Preferences to open the Printing Preferences window from where you can set up printing options. Setting up Printing Preferences
Click Print paychecks from QuickBooks to have QuickBooks print the paychecks. How to print paychecks?
Load your checks in the printer.
Go to the File menu, choose Print Forms and then choose
Click the Bank Account drop-down arrow and choose the payroll
checking account that contains the checks you want to print.
Verify that the number in the First Check Number field matches
the first number on your checks in the printer.
Select the checks you want to print.
How do I separate regular paychecks from Direct Deposit paychecks?
(Voucher checks only) If you need more than one copy of each
check, enter the number of copies in the Number of
Restriction: This field appears only if you
have a page-oriented printer. If
you have a continuous-feed printer,
you can print additional copies by using multiple-part check stock.
Did your paychecks print correctly?
You can use the print confirmation window to reprint checks or forms that didn't print correctly.
In the Print - Confirmation window, click OK.
Your print request is complete.
In the Print - Confirmation window, select any check or form that you want to reprint.
Open the Print Checks window.
Note: For other
forms, go to the File menu,
Forms, and then click the type of form you
want to print.
From the Home Page
In the Banking section, click Print Checks.
Select the checks to print
and then click OK.
From the File menu
Go to the File menu, click
Print Forms, and then click Checks.
From the Write Checks window
Go to the Banking menu and click
Click the Print drop-down arrow at the top of the window,
and then click Print Batch.
When printing paychecks
Go to the Employee Center, click
Print, and then click Print Pay Checks.
Select the paychecks to print
and then click OK.
Select any printing options you may want.
Print company or employee
information on the check voucher
company logo on the checks
Change fonts on a
Set up Direct Deposit
When to separate regular
paychecks from Direct Deposit paychecks
Print pay stubs
Click Assign check numbers to handwritten checks to write your paychecks by hand or deposited directly into the employee's account. What is the First Check Number?
Note: If you use direct deposit to pay your employees, you can leave the check number field blank. You can enter a text memo (for example, DD) into the First Check Number field, which will print out on your employee's pay stubs limited to 11 alphanumeric characters. If you use direct deposit but want to print out on advices of deposit, click Print paychecks from QuickBooks.
Click Create Paychecks.
The Confirmation and Next Steps window opens from where you can complete your payroll run.
The Confirmation and Next Steps window opens when you click Create Paychecks. This window provides confirmation that you have finished processing your payroll run and provides information on the steps that you need to take to complete the payroll run.
Click Print paychecks or Print pay stubs, or both.
How to print paychecks?
How to print pay stubs?
If you subscribe to Direct Deposit or you're an Assisted Payroll customer, click Send Payroll to Intuit to send your paychecks to Intuit for processing from this window.
Note: If you don't use Direct Deposit or Assisted Payroll, you will not see the Send Payroll to Intuit button.
If you don't take these steps to complete your payroll run, a warning message appears when you click Close. From the message window, you can click Send Payroll Now or click Send Payroll Later. You'll be reminded that you have checks to send whenever you open QuickBooks if you choose the latter option.
To send paychecks after you have closed the Confirmation and Next Steps window, click the Related Payroll Activities button from the Pay Employees section, click Send Payroll Data and then follow the instructions.
If you're using payroll schedules, the next pay period's payroll schedule appears in the Pay Employees section of the Payroll Center.
If you have more employees to pay on this payroll schedule for this pay period, check the Do not advance the dates of this payroll schedule in the Payroll Center before you click Close. (If you
leave this box unchecked, any changes you made to employee paychecks that were not included in this payroll run are reverted.)
Distribute your employees' paychecks or paystubs to them the way you normally do.
Note: If you need to print paychecks and pay stubs at later time, after the window closes, you can do so from within QuickBooks. How?
To print paychecks, go to the File menu, click Print Forms and then click Paychecks. Using the Select Paychecks to Print window.
To print pay stubs, go to the File menu, click Print Forms and then click Pay Stubs. Using the Select Pay Stubs to Print window.
Assisted Payroll only: You can also send your payroll information at a later time (as long as you send it two business days before the paycheck date), after the window closes.
Using the Enter Payroll Information window