E-file and e-pay state forms and taxes in QuickBooks Desktop

Setting up Federal E-File and E-Pay in QuickBooks Desktop Payroll is a crucial step for businesses that need to file payroll taxes
electronically with the IRS. By enabling these features, employers can
file their payroll tax forms and make tax payments directly from
QuickBooks, streamlining the process and ensuring timely compliance with
federal tax obligations. This guide will walk you through the setup
process for both e-file and e-pay in QuickBooks Desktop Payroll.

What is Federal E-File and E-Pay?

• E-File: This feature allows you to electronically file payroll tax forms, such as Form 941 (Employer’s
  Quarterly Federal Tax Return), Form 940 (Employer's Annual Federal
  Unemployment Tax Return), and W-2 forms, directly to the IRS.
• E-Pay: E-Pay allows you to make electronic payments for federal payroll taxes (e.g., income tax, Social Security,
  and Medicare taxes) directly to the IRS.

Enabling these features in QuickBooks Desktop Payroll makes the process more efficient and ensures that you meet IRS filing and payment
deadlines.

Steps to Set Up Federal E-File and E-Pay in QuickBooks Desktop Payroll

Step 1: Ensure You Have a QuickBooks Payroll Subscription

Before you can set up Federal E-File and E-Pay, you need to have an active QuickBooks Desktop Payroll subscription (QuickBooks Enhanced
Payroll, QuickBooks Full Service Payroll, or QuickBooks Assisted
Payroll).

1. Verify Your Subscription:

• Go to the Employees menu.
• Select My Payroll Service > Account/Billing Information.
• Ensure that your subscription is active. If it's not, you will need to sign up for the appropriate payroll service.

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Step 2: Enroll in Federal E-File and E-Pay

1. Go to the Payroll Center:

• Open QuickBooks Desktop and navigate to the Employees menu.
• Click on Payroll Center.

1. Set Up E-File and E-Pay:

• In the Payroll Center, click on the File Forms tab.
• Click on Set up E-File and E-Pay. If you haven’t enrolled in the service, QuickBooks will prompt you to do so.
• Follow the prompts to enroll in the Federal E-File and E-Pay services. This may include providing your employer identification number
  (EIN), business details, and other relevant information.

1. Provide Bank Information:

• QuickBooks will ask for your bank account details to enable electronic tax payments. You’ll need to enter your bank account number and routing number to set up direct payments to the IRS.
• Ensure that your bank account is capable of handling payroll tax payments and is linked to QuickBooks for seamless transactions.

1. Review and Confirm:

• After entering the required details, review all information and confirm that everything is accurate.
• Click Finish to complete the enrollment.

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Step 3: Verify Your Enrollment

Once you have completed the enrollment process, QuickBooks will notify you if the setup was successful. You can also verify your
enrollment by:

1. Checking the Status:

• Go to the Employees menu > My Payroll Service > Account/Billing Information.
• Confirm that Federal E-File and E-Pay are listed as “Enrolled” and active.

1. Test the Feature:

• Create a test payroll and check the File Forms section to see if you can file a payroll tax form (e.g., Form 941 or Form 940) electronically.
• If you're able to file the form without issues, your setup is successful.

Step 4: Filing Federal Payroll Forms Using E-File

Now that you have Federal E-File set up, you can electronically file your payroll forms directly from QuickBooks. Here's how:

1. Navigate to Payroll Tax Forms:

• Go to the Employees menu.
• Select Payroll Tax Forms & W-2s > Process Payroll Forms.

1. Select the Form to File:

• Choose the form you need to file, such as Form 941 (Quarterly Federal Tax Return) or Form 940 (Federal Unemployment Tax Return).
• QuickBooks will auto-fill most of the required fields using your payroll data.

1. Review the Form:

• Review the information on the form to ensure accuracy. Double-check the wages, taxes withheld, and other amounts to avoid errors.

1. E-File the Form:

• Once the form is reviewed and correct, click E-File. QuickBooks will transmit the form electronically to the IRS.
• You will receive a confirmation once the form has been successfully filed.

Step 5: Making Federal E-Payments

Once you’ve set up Federal E-Pay, you can pay your federal payroll taxes directly from QuickBooks.

1. Go to the Payroll Center:

• Open QuickBooks Desktop and navigate to the Employees menu.
• Select Payroll Center.

1. Make a Payment:

• In the Payroll Center, click on Pay Liabilities.
• QuickBooks will show the outstanding federal payroll taxes you need to pay.

1. Select Federal Taxes:

• Choose the federal tax liabilities (e.g., income tax, Social Security, and Medicare taxes) that need to be paid.
• Click View/Pay.

1. Pay Via E-Pay:

• Select E-Pay as your payment method.
• Enter the payment details, including the amount to be paid.
• Review the information, and then click Submit Payment to send the payment electronically to the IRS.

1. Confirm Payment:

• QuickBooks will confirm that the payment has been successfully made. You will also receive a confirmation email from the IRS.

Step 6: Managing Payments and Filing History

1. View Payment History:

• To view your past e-payments and filings, go to the Employees menu and select Payroll Tax Forms & W-2s > View E-File History or View Payment History.

1. Print or Save Copies:

• You can print copies of filed forms or payment confirmations for your records by selecting the relevant entry and choosing Print or Save.

Common Issues and Troubleshooting

1. E-File or E-Pay Not Available

• Issue: If you are unable to e-file or e-pay, it might be due to a missing or expired payroll service subscription.
• Solution: Ensure your QuickBooks Desktop Payroll subscription is active. If not, you can renew or upgrade your subscription through the Employees menu.

2. Incorrect Bank Information

• Issue: Payments are failing because of incorrect bank account details.
• Solution: Double-check your bank account and routing numbers in the E-File and E-Pay Setup section. Make sure the information is accurate.

3. IRS Rejections

• Issue: The IRS rejects your e-file submission.
• Solution: Review the rejection notice from the IRS. Common issues may include incorrect EIN, mismatched amounts, or
  missing data. Make the necessary corrections in QuickBooks and
  re-submit.

4. Late Payments

• Issue: You missed the deadline for a payment.
• Solution: If you miss a federal payment deadline, the IRS may impose penalties. You can still make the payment
  through QuickBooks to avoid further delays. Ensure to file future
  payments on time.

FAQs

1. How long does it take for the IRS to process e-filed forms?

The IRS typically processes e-filed forms within a few business days. However, you should allow up to 2-3 weeks for the IRS to acknowledge
receipt.

2. Can I make multiple payments during a quarter?

Yes, you can make multiple payments as needed throughout the quarter. QuickBooks allows you to make payments as often as required, as long as
they are within the filing deadlines.

3. Is there a fee for using Federal E-File and E-Pay?

The cost of using Federal E-File and E-Pay is included in QuickBooks Desktop Payroll subscription plans. However, certain fees may apply for
specific services, such as W-2 filing or other advanced features.

4. Can I use Federal E-File and E-Pay for state taxes?

No, Federal E-File and E-Pay are specifically for federal payroll taxes. You will need to set up state e-filing and e-payment services
separately for state tax filings.