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R
RCutchins
August 3, 2021
Question

New Hire Reporting

  • August 3, 2021
  • 2 replies
  • 0 views

Some basics to get started. Quickbooks Online user here. I have the Core Payroll. I use the automated tax filing and payment option.

 

Back on March 15th, I received an email stating QB was going to be enhancing the Core Payroll package by offering automated New Hire reporting if you had the auto tax filing/payment option turned on.

 

Either I'm a dense, or I cannot seem to locate any indication this feature is engaged and working on my behalf. I can log into my State's New Hire Reporting Center (Virginia), and when running a report on their site to show the new hires reported, nothing comes back for the last several months. I'm now worried QB hasn't been doing this, and I've let a good 4 months of new hires go unregistered.

 

No degree of searching the QB website is helping. Didn't know if any other Online users with the core payroll package might be able to assist. I feel a call to Support is likely in my very near future.

 

Thanks to anyone who may be able to chime in and assist.

-Robert

 

Here's the notice I got back on 3/15:

Great news! We're bringing our popular automatic new hire reporting feature to QuickBooks Online Payroll Core at no extra cost to you. Previously only available to our Premium and Elite customers, our automated reporting service sends a new hire report to your state tax agency whenever you add a new employee and run their first payroll through QuickBooks.

 

What you need to do
Starting March 15, 2021, any QuickBooks Payroll user who has the Automate taxes and forms setting turned on will have new hire reports sent automatically to their state tax agency after any new employee is added to payroll. Currently, you have this setting turned on (you can turn it off in Payroll settings).

2 replies

C
Catherine_B
August 3, 2021

Hello, Robert.

 

I can share a few information on how payroll tax form filings work in QuickBooks.

 

There are some states that allow us to electronically file tax forms such as the New Hire Report for you or you can get the form in the system to file with the state. For the state of Virginia, we prepare the signature-ready form to be manually printed, signed, and mailed to the VA tax agency. To generate a new hire report in your payroll account, you'll have to enter the employee's gender, birth date, and hire date info. 

 

To get the report, you can use these steps: 

 

  1. Click the Taxes menu from the left, and select Payroll Tax.
  2. Select Employee Setup under the Forms section.
  3. Click VA New Hire.
  4. Select View and then Print or Download the form.

Feel free to use these articles below if you need more help in handling your tax forms and employee info:

 

Please don't hesitate to mention me in your reply if you need more help. Take and have a good one!

R
RCutchinsAuthor
August 3, 2021

Catherine,

 

Thank you so much for the detailed reply. Unfortunately, I followed these steps from an earlier finding on the New Hire process, and "VA New Hire" is not one of my options under Forms. Almost all the instructions I have come across suggest this form should be listed exactly in the area you pointed out, but it isn't. Attempted to search for "adding form", but to no avail.

 

Thanks for your assistance. If you have any other suggestions, I'm all ears. I can certainly go to my State's New Hire Reporting portal, and continue entering them manually, but if QB states they'll do it for me, why isn't that happening? I'm bewildered.

-R

MaryLandT
MaryLandT
August 3, 2021

Thank you for getting back to us, RCutchins.

 

Allow me to step in and share how you can get the new hire form. To generate a new hire report in your payroll account, you need to check if the following info are set up on your employee:

 

  • Gender - most states require gender on the hire forms.
  • Birth date - this is required for both new hire forms and for employees enrolled in a 401(k) plan to calculate plan contribution maximum and determine catch-up amounts.
  • Hire date - most states require the hire date to be the first pay date for your employee.
     

And, here's how to get the form:

  1. Go to Taxes, then select Payroll Tax.
  2. Click Filings, then Employee Setup.
  3. Select the employee from the dropdown and select the new hire form.
     

For additional information about this, check out this link: Get a new hire report.

 

If you're still not seeing the form, I recommend contacting our QuickBooks Payroll Live Team. They can check the setup on your account and review it so you can get the form.

 

Please use this link to chat with our support team: QuickBooks Online Payroll Core.

 

Stay in touch with me if there's anything else you need. I'll be around to help you with your QuickBooks Payroll account.

L
LaceyHSAR
March 20, 2023

The help chat person is having to load the forms for me to print. Sounds like we'd have to go to help chat or call and request access everytime. Maybe QB could get that fixed.

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