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More information about state payroll tax forms

You must have a Go onlinepayroll service subscription to create and file payroll tax forms in QuickBooks.

How QuickBooks calculates numbers on:

Withholding forms

Your withholding form will include some (but not necessarily all) of the following types of fields:

Field

Might also be called

How QuickBooks calculates

Total wages

 

This is the total of all wages your employees earned during the reporting period for the form you created.

Total tax withheld

Income tax withheld

QuickBooks calculates the total tax withheld as a sum of the amount of tax withheld on paychecks during the form's reporting period, plus any liability adjustments you entered whose effective dates fall within the forms's reporting period.

Unemployment insurance forms

Your unemployment insurance form will include some (but not necessarily all) of the following types of fields:

Field

Might also be called

How QuickBooks calculates

Number of employees (by month)

Number of workers

Employee count

QuickBooks calculates this number by totaling the number of employees who were subject to the state's unemployment tax in the pay period that included the 12th of that month.

Total gross wages paid

Total wages paid this quarter

This is the total of all wages your employees earned during the reporting period for the form you created.

Gross wages for [your state]

 

Amount of total wages that are subject to your state's tax.

This number might be less than the number for your total gross wages, if certain benefits your employees receive might not be subject to the state unemployment tax.

Excess wages

Wages paid in excess of...

This is the total amount of employee earnings in excess of the wage base.

Verifying this number

To find this number in QuickBooks, run a Payroll item detail report for the period in question. Modify the report to display the "Income subject to tax" column and filter the report to display your state's unemployment tax payroll item only. Subtract the total at the bottom of the Wage Base column from the total at the bottom of the Income Subject to Tax column. The difference should match the amount in this field.

Total taxable wages

Wages subject to contribution

All wages subject to this tax. In most cases, this number should be equal to Total gross wages paid minus Excess wages.

Verifying this number

To find this number in QuickBooks, run a Payroll item detail report for the period in question, and filter the report to display your state's unemployment tax payroll item only. The total at the bottom of the Wage Base column should match the amount in this field.

Tax rate

Contribution rate

The rate for this tax.

Verifying this number

To find this number in QuickBooks, run a Payroll detail review report for the period in question, and filter the report to display your state's unemployment tax payroll item only. The number in the Payroll Tax Rate should match this number.

This number should also appear in the record for your state's unemployment tax payroll item.

Contributions due

Tax due

The amount of unemployment tax you owe.

This amount represents your total taxable wages multiplied by your unemployment tax rate. QuickBooks gets the rate from your payroll item for this tax.

Surcharge tax (not all states)

 

Some states levy an additional surcharge tax, which gets reported on the unemployment report.

The amount in this field represents your total taxable wages multiplied by your employment training tax rate. QuickBooks gets the rate from the record for the payroll item for this tax.

Interest

 

If you are making your payment late, you will most likely be required to pay interest on the outstanding amount. You must enter this amount yourself; QuickBooks does not calculate this for you.

Calculating interest

Check the following places for instructions on calculating interest:

  • The form itself. (In some cases the instructions are on the form, next to the Interest field.

  • The "Details about this form link"

  • The tax agency

  • Your tax advisor

Penalty

 

If you are making your payment late, most states will require you to pay a penalty. You must enter this amount yourself; QuickBooks does not calculate this for you.

Calculating your penalty

Check the following places for instructions on calculating your penalty:

  • The form itself. (In some cases the instructions are on the form, next to the Penalty field.

  • The "Details about this form link"

  • The tax agency

  • Your tax advisor

Total taxes

Tax due

Contribution

Total payment due

Amount of remittances

The sum of the amounts in the lines for Contributions due, Employment training and assessment due and (if applicable), interest, and penalty.

Payment coupons

Field

Might also be called

How QuickBooks calculates

Amount paid

Payment amount

The amount of tax accrued on your paychecks for the period you specified.

Note: QuickBooks displays the amount of tax that accrued during the specified period. It does not take into account how much you paid already.

Note: For information about specific fields that QuickBooks does not fill in on your tax form for you, click the View details about this form link in the lower left of the Payroll Tax Form window. For more information about tax forms in your specific state or for special situations that might apply to your business, visit the Go onlinePayroll Tax Compliance web site and select your state.

See also

KB ID# H_PAY_INFO_STATE_PAYROLL_TAX_FORMS
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