3.a – QuickBooks Time Tracking Instructions

There are two things required of your employees regarding time tracking:

1. Track Daily Time
2. Review and Submit Weekly Timesheets

The instructions below should be given to each employee.

Track Daily Time

To track your time worked, you’ll create a Single Time Activity in QuickBooks each day. A single time activity allows you to enter the time you started and ended your work, and the duration of your break, if applicable. Your payroll supervisor will create a user account for you to log in to QuickBooks to accomplish this.  

To create a Single Time Activity:

1. Go to qbo.intuit.com and enter your User ID and Password to login to QuickBooks
2. From the Welcome page, select Single activity

The Time Activity page will then appear.

3. Verify the date, then select the individual from the Name drop-down menu
4. (Optional) To bill the activity to a customer, select the Billable checkbox to open the additional fields, select the Taxable checkbox if the activity is taxable, and, if you’re allowed to change the rate at which an activity is billed, make sure that the Bill at rate per hour is correct
5. Enter the total time for the Time Activity

Select Enter Start and End times for a more detailed entry, where you can include time for a Break, if applicable.

6. (Optional) Enter a description, if needed
7. Select Save and close or Save and new

Review and Submit Weekly Timesheets

The Weekly Timesheet displays your time activities for a given week. This tool is used to monitor and edit your time activities, as it shows a summary and total of your hours, work performed, and individual activities for the week. When you create single time activities, the time information is posted here.

The Weekly Timesheet displays your time detail for a selected week, as well as the following:

1. Week
2. Total hours
3. Customer
4. Service
5. Description
6. Billable
7. Time

The following are the steps to complete when reviewing your Weekly Timesheets:

1. Submit your time sheets for the payroll period
2. Verify your total time doesn’t exceed the allowable total hours for the payroll period.

Perform these additional steps if you bill or charge time by client or job:

3. Verify customer, service, and description fields are properly completed
4. Verify the Billable box has been properly selected
5. Communicate any questions with the payroll supervisor and make necessary adjustments

To view your Weekly Timesheet, select Weekly on the Welcome page.

On the Weekly Timesheet page, you can review your time following the steps above. After making any adjustments, be sure to select Save.

5.a – Navigate QuickBooks Workforce

There are several features available through QuickBooks Workforce. The main items available to view are Paychecks and W-2s. After receiving your email invitation from your employer, you can access the available features by signing in.

To sign into QuickBooks Workforce, go to workforce.intuit.com and enter your login credentials.

QuickBooks Workforce has three pages available:

1. Paychecks
2. W-2
3. Profile

Paychecks

Here are some points to help you navigate the Paychecks page and get accustomed to its features.

1. Information regarding the employee’s latest paycheck is shown at the top of the page
2. A Year-to-date chart regarding employee’s gross pay, net pay, taxes withheld, and deductions is displayed to the right of the page
3. View past paychecks by entering a date range
4. Select Show more paychecks to expand the list
5. See the details of your latest paycheck by selecting View detail, or any other paycheck by selecting it from the list. When on the Paycheck detail page, the employee can view the breakdown leading to their net pay for that particular pay period
6. Print pay stubs by selecting Download at the top of the Paycheck detail page to open a printable PDF of the paycheck

W-2

You can view and print your W-2s by selecting W-2 from the left menu, but only after they have been filed or archived by your employer.

Profile

The Profile page allows you to edit or update your personal and tax withholding information. To edit this information, select Edit, then make the necessary changes.

6.a – Tax Forms and Filing Methods for Each State

The following is a list of each state which includes the tax forms that may be required, and the method used to file them. If your located in one of the states it doesn’t mean you’re required to file each form listed.

Filing Payroll Tax Forms

When you have e-file set up, QuickBooks will automatically file federal tax forms when the related tax payment is made and will do this for some state tax forms as well. The task of filing tax forms is for any remaining payroll tax forms, which will differ from state to state. When it comes time to submit a tax form, there are three possible methods for filing them. These methods are:

• E-file forms
• “Print and Sign” ready forms
• Manual forms

Which one you use will depend solely on the methods available with the state that your company resides in. As stated earlier in the guide, e-file is the recommended method when available.

Alabama  

E-file capable tax forms:

• UC-CR4 and UC-CR4A (Due Quarterly)
• A-3 (Due Annually)
• A-1 (Due Quarterly)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due 7 days after an employee is hired)

Alaska  

“Print and sign” ready tax forms:

• TQ01C (Due Quarterly)
• New Hire Report (Due no later than 20 days after an employee is hired)

Arizona  

E-file capable tax forms:

• UC-018 (Due Quarterly)
• UC-020 (Due Quarterly, when needed)
• A1-QRT (Due Quarterly)
• State W-2 (Due Annually)
• A1-R (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Arkansas  

E-file capable tax forms:

• AR-941A (Due Annually)
• AR-941M (Due Monthly)

“Print and sign” ready tax forms:

• ESD-ARK-209B (Due Quarterly)
• ESD-ARK-209C (Due Quarterly, as needed)
• New Hire Report (Due no later than 20 days after an employee is hired)
• ARW-3 (Due Annually)
• State W-2 (Due Annually)

Worksheet assisted tax forms:

• AR3MAR (Due Annually)

California  

E-file capable tax forms:

• DE 9 (Due Quarterly)
• DE 9C (Due Quarterly, as needed)

“Print and sign” ready tax forms:

• DE34 New Hire Report (Due no later than 20 days after an employee is hired)

Colorado  

E-file capable tax forms:

• DR 1094 (Due dates vary depending on company)

“Print and sign” ready tax forms:

• UITR-1 (Due Quarterly)
• UITR-1A (Due Quarterly, as needed)
• New Hire Report (Due no later than 20 days after an employee is hired)
• DR 1093 (Due Annually)
• State W-2 (Due Annually)

Connecticut  

E-file capable tax forms:

• UC-5A (Due Quarterly)
• UC-5B (Due Quarterly, as needed)
• UC-2 (Due Quarterly)
• CT-W3 (Due Annually)
• CT-941 (Due Quarterly)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Delaware  

“Print and sign” ready tax forms:

• DEUC-8 (Due Quarterly)
• DEUC-8A & 8C (Due Quarterly)
• New Hire Report (Due no later than 20 days after an employee is hired)
• W-3 (Due Annually)
• W-1A (Due every eighth month)
• W-1 (Due Monthly)
• W-1Q (Due Quarterly)
• State W-2 (Due Annually)

District of Columbia  

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• DOES-UC30H (Due Annually)
• DOES-UC30 (Due Quarterly)
• FR 900A (Due Annually)
• FR 900Q (Due Quarterly)
• WT (Due Annually)
• State W-2 (Due Annually)

Florida  

E-file capable tax forms:

• RT-6 (Due Quarterly)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Georgia  

E-file capable tax forms:

• DOL-4 Part I & II or called DOL-4N (Due Quarterly)
• G-1003 (Due Annually)
• G-7 (Due Quarterly and Annually)
• G-7/Sch B (Due Quarterly)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 10 days after an employee is hired)

Hawaii  

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• HW-3 (Due Annually)
• State W-2 (Due Annually)
• HW-14 (Due Quarterly)

Worksheet assisted tax forms:

• HI Report UC-B6 (Due Quarterly)
• HI Report UC-B6A (Due Quarterly, as needed)

Idaho  

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• State W-2 (Due Annually)

Worksheet assisted tax forms:

• TAX020 (Due Quarterly)
• TAX026 (Due Quarterly)
• Form 967A (Due Annually)

Illinois  

E-file capable tax forms:

• UI-3/40 (Due Quarterly)
• UI-40A (Due Quarterly, as needed)
• IL-941 (Due Quarterly)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Indiana  

E-file capable tax forms:

• WH-3 (Due Annually)
• State W-2 (Due Annually)
• WH-1 (Due dates vary depending on company)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• UC-1 (Due Quarterly)
• UC-5A-S (Due Quarterly)
• UC-5B (Due Quarterly, as needed)

Iowa  

E-file capable tax forms:

• VSP or 44-007 (Due Annually)
• Employer's Withholding (Due Quarterly)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 15 days after an employee is hired)

Worksheet assisted tax forms:

• 65-5300 (Due Quarterly)

Kansas  

E-file capable tax forms:

• K-CNS 100 (Due Quarterly)
• K-CNS 101 (Due Quarterly, as needed)
• KW-3 (Due Annually)
• KW-3E (Due Annually)
• State W-2 (Due Annually)
• KW-5 (Due dates vary depending on company)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Kentucky  

E-file capable tax forms:

• K-1 (Due dates vary depending on company)
• Form K-5 (Due Annually)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• K-3 (Due Annually)

Worksheet assisted tax forms:

• UI-3 (Due Quarterly)

Louisiana

E-file capable tax forms:

• Employer's Wage and Tax Report (Due Quarterly)
• L-3 (Due Annually)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• LA New Hire Report (Due no later than 20 days after an employee is hired)

Maine  

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 7 days after an employee is hired)
• W-3ME (Due Annually)
• State W-2 (Due Annually)

Worksheet assisted tax forms:

• Schedule 2 (Due Quarterly)
• ME-UC-1 (Due Quarterly)
• 941ME (Due Quarterly)

Maryland  

E-file capable tax forms:

• DLLR/OUI 15 (Due Quarterly)
• DLLR/OUI 16 (Due Quarterly, as needed)
• MW508 (Due Annually)
• MW506 (Due dates vary depending on company)
• MW506M (Due dates vary depending on company)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Massachusetts  

E-file capable tax forms:

• New Hire Report (Due no later than 14 days after an employee is hired)
• M-3 (Due Annually)
• L-1 (Due Quarterly)
• M-941 (Due dates vary depending on company)
• State W-2 (Due Annually)

Worksheet assisted tax forms:

• 1700-EMAC/HI and UI (Due Quarterly)

Forms acquired and filed outside of QuickBooks:

• Form EWD Report or WR1 and 1700HI (Due Quarterly)

Michigan  

“Print and sign” ready tax forms:

• Employer's Quarterly Tax Report (Due Quarterly)
• New Hire Report (Due no later than 20 days after an employee is hired)
• Form 5094 (Due Monthly or Quarterly, depending on your company)
• Form 5081 (Due Annually)
• Form 5080 (Filing and Payment)
• State W-2 (Due Annually)

Forms acquired and filed outside of QuickBooks:

• Form 447 for transmittal of W-2s and 1099s (Due Monthly or Quarterly, depending on your company)

Minnesota  

E-file capable tax forms:

• Employer's Unemployment Insurance (Due Quarterly)
• Employer's Withholding (Due Annually)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• MN New Hire Report (Due no later than 20 days after an employee is hired)

Mississippi  

“Print and sign” ready tax forms:

• UI-2 (Due Quarterly)
• UI-3 (Due Quarterly, as needed)
• New Hire Report (Due no later than 15 days after an employee is hired)
• 89-140 (Due Annually)
• 89-105 (Due dates vary depending on company)
• State W-2 (Due Annually)

Missouri  

E-file capable tax forms:

• MODES-4-7 (Due Quarterly)
• MODES-10B (Due Quarterly, as needed)
• MO-W3 (Due Annually)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Montana  

“Print and sign” ready tax forms:

• UI-5 (Due Quarterly)
• UI-5A (Due Quarterly, as needed)
• New Hire Report (Due no later than 20 days after an employee is hired)
• MW3 (Due Annually)
• State W-2 (Due Annually)

Nebraska  

E-file capable tax forms:

• UI 11T (Due Quarterly)
• UI 11W (Due Quarterly)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• W-3N (Due Annually)
• State W-2 (Due Annually)
• 941N (Due Quarterly or Annually, depending on your company)

Nevada  

E-file capable tax forms:

• RPT3795 (Due Quarterly)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Forms acquired and filed outside of QuickBooks:

• TXR-020.04 (Due Quarterly)

New Hampshire  

“Print and sign” ready tax forms:

• Employer Quarterly Tax Report (Due Quarterly)
• Employer Quarterly Wage Report (Due Quarterly, when needed)
• NHES 0085 (Due no later than 20 days after an employee is hired)

New Jersey

E-file capable tax forms:

• WR-30 (Due Quarterly)
• NJ-W-3 (Due Annually)
• NJ-EFW-2-S (Due Annually)
• NJ Report 927 (Due Quarterly)
• NJ Report 927W (Due Quarterly)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

New Mexico  

E-file capable tax forms:

• WC-1 (Due Quarterly)
• CRS-1 (Due dates vary depending on company)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• RPD-41072 (Due Annually)
• State W-2 (Due Annually)

Worksheet assisted tax forms:

• ES-903A (Due Quarterly)
• ES-903B (Due Quarterly, when needed)

New York  

E-file capable tax forms:

• MTA-305 (Due Quarterly)
• NYS-45 (Due Quarterly)
• NYS-45-ATT (Due Quarterly, when needed)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

North Carolina  

E-file capable tax forms:

• NCUI 101 (Due Quarterly)
• NCUI 101B (Due Quarterly, when needed)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• NC-3 (Due Annually)
• State W-2 (Due Annually)
• NC-5Q (Due Quarterly)

Forms acquired and filed outside of QuickBooks:

• Quarterly Tax Payment Voucher (Due Quarterly)

North Dakota  

E-file capable tax forms:

• SFN 41263 (Due Quarterly)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• Form 307 (Due Annually)

Ohio  

E-file capable tax forms:

• 20125 (Due Quarterly)
• IT-941 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)
• IT-942 (Due Quarterly)
• IT-3 (Due Annually)
• State W-2 (Due Annually)

Forms electronically filed through agency website:

• SD-101 (Due Monthly or Quarterly, depending on your company)
• SD-141 (Due Annually)

Oklahoma  

E-file capable tax forms:

• WTH 10001 (Due Quarterly)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Worksheet assisted tax forms:

• OES-3 (Due Quarterly)

Forms acquired and filed outside of QuickBooks:

• State W-2 (Due Annually)
• Form W-3 (Due Annually with W-2)

Oregon  

E-file capable tax forms:

• WR (Due Annually)
• State W-2 (Due Annually)
• Form 132 (Due Quarterly, with Form QQ when needed)
• Schedule B (Due Quarterly, with Form QQ when needed)
• OQ (Due Quarterly)
• OQ-WBF (Due Quarterly)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Forms acquired and filed outside of QuickBooks:

• WA (Due Annually, when needed)

Pennsylvania  

E-file capable tax forms:

• Form Detail UC-2 (Due Quarterly)
• UC-2A (Due Quarterly)
• PA-W3 (Due Quarterly)
• REV-1667 AS (Due Annually)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Rhode Island  

E-file capable tax forms:

• RI-941M (Due Monthly)
• RI-941Q (Due Quarterly)
• RI-941QM (Due Quarter monthly or 4 times per month)
• RI-941D (Due Daily)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 14 days after an employee is hired)
• TX-17 (Due Quarterly)
• RI-W3 (Due Annually)
• State W-2 (Due Annually)

South Carolina  

E-file capable tax forms:

• WH-1612 (Due Annually)
• State W-2 (Due Annually)
• WH-1606 (Due Annually)
• WH-1605 (Due the 1^st and 3^rd Quarters)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Worksheet assisted tax forms:

• UCE-120 (Due Quarterly)
• UCE-120A (Due Quarterly, as needed)

South Dakota  

“Print and sign” ready tax forms:

• DOL-UID-21 (Due Quarterly)
• DOL-UID-21A (Due Quarterly, when needed)
• New Hire Report (Due no later than 20 days after an employee is hired)

Tennessee  

E-file capable tax forms:

• LB-0456 (Due Quarterly)
• LB-0851 (Due Quarterly, when needed)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Texas

E-file capable tax forms:

• C-3 (Due Quarterly)
• C-4 (Due Quarterly, when needed)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Forms acquired and filed outside of QuickBooks:

• C-3V or C-3 Payment Voucher (Due Quarterly with C-3)

Utah

E-file capable tax forms:

• Form 33H (Due Quarterly)
• Form 33HA (Due Quarterly, when needed)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Vermont  

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 10 days after an employee is hired)
• WHT-434 (Due Annually)
• WHT-436 (Due Quarterly)
• State W-2 (Due Annually)

Worksheet assisted tax forms:

• C-101 (Due Quarterly)
• C-147 (Due Quarterly, when needed)

Virginia

E-file capable tax forms:

• VEC-FC-20 (Due Quarterly)
• VEC-FC-21 (Due Quarterly, when needed)
• VA-6 (Due Annually)
• VA-16 (Due Quarterly)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Forms acquired and filed outside of QuickBooks:

• VA-W Transmittal form for manually filed W-2s and 1099s (Due Annually)

Washington

E-file capable tax forms:

• 5208 A (Due Quarterly)
• 5208 B (Due Quarterly, when needed)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

West Virginia  

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 14 days after an employee is hired)
• WV/IT-103 (Due Annually)
• WV/IT-101Q (Due Quarterly)
• State W-2 (Due Annually)

Worksheet assisted tax forms:

• WVUC-A-154 (Due Quarterly)
• WVUC-A-154-A (Due Quarterly, when needed)

Forms acquired and filed outside of QuickBooks:

• WV/IT-105 WV/IT-105.1 transmittal form for manually filed W-2s and 1099s (Due Annually)

Wisconsin  

E-file capable tax forms:

• UCT-101 (Due Quarterly)
• UCT-7823 (Due Quarterly, when needed)
• WT-7 (Due Annually)
• State W-2 (Due Annually)

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Wyoming  

“Print and sign” ready tax forms:

• New Hire Report (Due no later than 20 days after an employee is hired)

Worksheet assisted tax forms:

• WYO056 (Due Quarterly)
• WYO078 (Due Quarterly, when needed)

Forms acquired and filed outside of QuickBooks:

• WYO058 (Due Quarterly)

Schedule of Payroll Tasks

The following pages include a schedule for the payroll employee to follow containing the major payroll tasks discussed throughout the guide. It’s recommended to print this schedule to use as a checklist.