Checklists

Three checklists XE "checklists:payroll" are included, to help you get organized for starting payroll. The employee record sheet is included to carry information in a convenient form. QuickBooks 5 will print an employee record (Lists|Employees|Employee|Print List) with most of this information, but not all.

These checklists represent the real work of starting payroll. With the lists completed, the work at the computer should go quickly. Descriptions follow the checklists.

Company Checklist:

Company information, including federal and state employer ID numbers, public company name and legal company name.

Circular E (IRS Publication 15,) Employer’s Tax Guide (or Circular A, Publication 51, for farms)

Special company contribution rates or taxes

State unemployment insurance (SUI) rates (employer/employee) and maximum

Federal unemployment insurance (FUTA), including possible SUI credit

State Disability Insurance (SDI) (employer/employee) rates and maximum

Company contributions to health plans, insurance, etc.

Employee deductions, common to all employees, or unique to some.

Employees, all the basic information, including rates of pay

Employee unique deductions: 401k, prepaid health, etc., and whether they reduce income subject to legal deductions, such as Social Security

YTD company payroll totals: FICA, MCARE, company paid expenses

YTD totals for each employee: gross pay and each deduction or contribution

YTD hours worked for each employee (if this is to be tracked)

Willingness to take on something new and determination to make it work.

Payroll Item _____________________________ Type _____________

Name Addition, Deduction, or Employer Contribution

Based on quantity? (Y/N) _ of ____________________________

Addition to/Deduction from: _ Net pay _ Gross pay

Defaults (unless changed for individual employee)

Amount or percentage _____ Annual limit $ _______

Addition or contribution is included in pay subject to,

or deduction is before calculating (check all that apply):

_ FWH _ Social Security (Comp)

_ SWH _ Social Security (Employee)

_ LWH _ Medicare (Company)

_ FUTA _ Medicare (Employee)

_ State Unemployment Insurance

_ State Disability Insurance

Expense Account (company contributions) ______________________

W-2 Tracking: _ None _ Other moving expenses

(check one) _ Compensation _ 401(k)

_ Non-taxable sick pay _ 403(b)

_ Other _ SEP 408(k)(6)

_ Reported tips _ Elective 457(b)

_ Advance EIC payment _ 501(c)(18)(D)

_ Dependent Care _ Local income tax

_ SEC 457 Distribution _ Second local income tax

_ Non-qual plan distrib _ Qualified moving expenses

__ Fringe benefits

From Small Business Accounting with QuickBooks, by Harry Potto1. May be copied by those purchasing the book. QuickBooks is a registered trademark of Intuit, Inc.

Employee Record

For QuickBooks Payroll

Name ____________________________________ Phone ____________

(in list of employees; first or last name first, for all employees)

Name ____________________________________ Alt Phone __________

(as it will be printed on pay checks)

Address __________________________________ SSN ____-____-_____

___________________________________ Date Hired __/____/__

___________________________________ Released __/____/__

New Address ______________________________

___________________________________

___________________________________

Payroll Item: Salary, or principal hourly payroll item, and payroll expense account in that item, and overtime or other secondary payroll item.

Item: ___________Account ________________________

Item: ___________Account ________________________

Base Pay Rate: ____________ _____________ _______________

As of (date) ___/_____/___ ___/_____/___ ___/_____/___

Overtime Item ____________ Account ______________________

Overtime Rate: ____________ _____________ _______________

As of (date) ___/_____/___ ___/_____/___ ___/_____/___

Addition (Add) Deduction (Ded) Commission (Com) Company Contribution (CC)

Type _ Item _________________ Amount (or %) _____________ Effective _____________

Type _ Item _________________ Amount (or %) _____________ Effective _____________

Type _ Item _________________ Amount (or %) _____________ Effective _____________

Type _ Item _________________ Amount (or %) _____________ Effective _____________

From Small Business Accounting with QuickBooks. May be copied by those purchasing the book. QuickBooks is a registered trademark of Intuit, Inc.

Employee Record

(continuation)

Federal Taxes: Form W-4 signed ___/_____/___ ___/_____/___

Withhold z FWH z FUTA z Social Security z Medicare

Filing Status (M/S/MFJ/HH) ______ ________ __________

Allowances ___ ___ ___ Extra W/H ___ ____ ____

State Taxes: State Form signed ___/_____/___ ___/_____/___

State: _ _ _ Status ___ ___ ___ ___

Allowances ___ ___ ___ Extra W/H ___ ____ ____

“Misc” entry ___ ___ ___ ___

SUI State ___ ___ ___ ___

Sick Pay: Initial hours available __ Accrues z First of Year z Each pay period

Hours accrued per accrual period __ _ Max Hours accrued __ ___

z Reset each year

Sick Pay: Initial hours available __ Accrues z First of Year z Each pay period

Hours accrued per accrual period __ _ Max Hours accrued __ ___

z Reset each year

Custom Field Information or Notes.

From Small Business Accounting with QuickBooks. May be copied by those purchasing the book. QuickBooks is a registered trademark of Intuit, Inc.

The check list is designed as a foundation for entering all of this information into QuickBooks, and is intended to be copied. When all the information about these items has been gathered into the check list, setting up the payroll items should be a matter of data entry.

Canadian employers long asked why there is no payroll system for them. QuickBooks 4.5, a Canadian version with Canadian Payroll, was released as this book was well along in writing. The choice was made between delaying the book, or excluding version 4.5. That version is not covered, the decision being driven by the fact that a book benefits no one (reader, publisher, or author) until it is in print.