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Change Payroll Tax Deposit Schedule In QuickBooks Desktop

Change Payroll Tax Deposit Schedule In QuickBooks Desktop

You may need to change your tax setup at some point or just wish to review previously submitted tax forms now that you know how to set up payroll tax payments. By selecting the gear symbol in the top right corner of the site, choose “Payroll Settings.”

Employers are also responsible for paying their own employment taxes, such as Social Security, Medicare, and unemployment insurance, in addition to withholding and paying payroll taxes for their employees. The QuickBooks Payroll Core, Premium, and Elite plan all make it straightforward to calculate and pay these taxes.

In order to help you rapidly pay taxes, we’ll go over setting up payroll tax in QuickBooks Payroll and then demonstrate how to connect your bank account to the software.

Payroll Settings on the screen 

  • General tax info:
    Changes should be made to your company name, filing name, and filing address for tax purposes.
  • Federal tax information:
    Make any necessary adjustments to your FEIN, state account number, required tax forms, and payment (deposit) schedule.
  • Notifications via email:
    Leave this on the default “Send to You” setting if you want email notifications and reminders for tax payments. If not, you can turn it off.
  • Shared data:
    You have the option of allowing employees to import their W-2 tax information into TurboTax. The benefit of not having to enter the data themselves will accrue to employees who file their taxes.
  • Bottom Line:
    You are now prepared to process your first payroll because you are aware of how simple it is to use QuickBooks Payroll to set up, modify, and pay payroll taxes. For detailed instructions on setting up your employees in QuickBooks, visit our payroll guide if you haven’t already.

Soon after, you can begin paying your employees via direct deposit. And the system will do everything necessary to withhold, file, and pay all payroll taxes.

Contact  The IRS or a State Agency

The IRS and state withholding taxes determine your federal 941 taxes (federal withholding, Social Security, and Medicare) as well as state withholding taxes. The frequency of your payments is known as depositor frequency. Your depositor frequency is based on how much tax you owe for a period of time known as a lookback period. As your payroll changes over time, your frequency might also change.

You must add your federal 941 and state withholding deposit frequencies in QuickBooks Desktop to make sure that your tax payments are made on time.

need to update your frequency changes

Step 1: Determine your depositor frequency

  • Federal taxes of 941:
    In the same letter, you received from the IRS, your new Federal Employer Identification Number and deposit frequency are both listed (FEIN). If you do not have this letter, speak with the IRS.
  • State withholding tax:
    If your state charges withholding tax, you should have received a payment coupon book along with your deposit frequency. If you didn’t receive one, get in touch with the withholding office in your state.

Step 2: Understand your tax deposit frequency

The IRS provides two deposit frequency options: semiweekly and monthly.

Semiweekly depositors

  • If the date of your paycheck falls on a Wednesday, Thursday, or Friday, your taxes are due the following Wednesday.
  • If the date of your paycheck falls on a Saturday, Sunday, Monday, or Tuesday, your taxes are due the following Friday.

Monthly depositors

Payroll taxes must be paid by the 15th day of the following month for the current month if they are regularly deposited. You must deposit on the following banking day if the 15th falls on a weekend or a federal holiday.

State deposits are occasionally withheld withholding, but this varies. Visit your state agency’s website for information.

Step 3: Set up or change your deposit frequency

You won’t need to set up your deposit frequency because we will take care of paying your payroll taxes for you.

Send an email to with your change notifications if the frequency of your federal or state deposits changes. You can change it with us.

QuickBooks Desktop Payroll Enhanced

Set up a payment schedule to keep track of when your taxes are due.  You can also set up a payment schedule for your state taxes and non-tax liabilities.

  1. Go to Employees, and select Payroll Center.
  2. Select the Pay Liabilities tab.  From Other Activities select Change Payment Method.
  3. In the QuickBooks Payroll Setup, select Schedule payments.
  4. Select the tax liability you want to set up a schedule for. 
  5. Select Edit
  6. From the Payment frequency  ▼ dropdown, select your schedule.
  7. Select Next, then Finish.

QuickBooks Online Payroll

Note: Form 943 is only available for customers who sign up for payroll service on or after June 18, 2022.

  1. Go to Settings ⚙ then select Payroll Settings.
  2. Select Edit ✎ next to the federal or state you wish to update.
  3. Select Change or add a new schedule.
  4. Select the new filing and deposit schedule. Then, select an effective date.
  5. Select OK, then Done.

Note: The system is designed to change your schedule when you exceed thresholds. This will help you avoid additional penalties.

  • Intuit Online Payroll
  1. Select Setup. Then select Federal Taxes.
  2. Select Change or add a new schedule.
  3. Select the new filing and deposit schedule. Then select an effective date.
  4. Select Ok.

What are the Advantages of Setting up Payroll Taxes in QuickBooks?

Payroll is a very busy task for many business owners that necessitates total concentration. To implement the most recent tax laws and employment regulations, one must be informed. In conclusion, many people find filing taxes to be very overwhelming.

Because of this, payroll software like QuickBooks can assist business owners in paying their employees on time and at the appropriate rate.

Pay rates and employment status for employees are all gathered in one place. Notifications of paydays to stop users from skipping or missing payment deadlines.Payroll tax calculation as a full-service offering combined with automatic tax analysis, payments, filing, tracking, efficient administration, and explanation of employee benefits.

How to Set up and change Payroll Taxes in QuickBooks Desktop?

  • At the top, select the Gear icon.
  • Under “Your Company,” select Payroll Settings.
  • Under the Taxes heading, choose the name of your state.
  • Select the link for “Change or add a new schedule.”
  • Select the Effective Date and enter the Deposit Schedule.
  • Select OK.

Step 1: Locate the Tax option.

To access the tax button, look for it in the main menu bar.

Step 2: Select the Appropriate Tax Center of the Payroll.

In the incident that you use QuickBooks Online, you must modify QuickBooks Payroll Online. Check to see if the payroll tax option was selected. Examine all the data, and ensure that the QuickBooks team offers you full support.

Step 3: Taxes are Set up Together with the Payroll Agreement

You will see a list of all the employees who have already been set up on the screen in front of you. You must enter a specific birthdate. The payroll must also reflect the employees’ hiring dates.

You must set up the taxes and ensure payroll compliance in order to obtain all the information from the W-4 form filled out by the employee.

Step 4: Enter all Company Details

Enter all of the company’s information. The information is detailed below:

  • Business Addresses: If a business’s new address is blank, it will be filled in automatically.
  • First Employee Hiring Date: Press Yes or No if the employee has been employed for less than six months.
  • Business Name: Enter your company’s official name here.
  • Date of First Payroll: Indicate the day on which the payroll will be processed for the first time.

Step 5: Enter the Details Concerning Federal Tax

Here is the information you need to put related to Federal tax:

  • Forms for Payroll Tax: Fill out the specific payroll tax form that was given to you.
  • Non-Profit Status: IPress Yes if there is a non-profit organization. Press No if it’s a for-profit company instead.
  • FEIN: Do not choose no if you have a Federal Tax ID on hand. Choose the Tax ID number instead.
  • Forms for Payroll Tax: submit the specific payroll tax form that is assigned to you.

Step 6: Share the Information

  • SUI: This informational item is given to each employer. 
  • Account Number of the Employer:  A unique number is an account number.
  • ETT: Tax on Employee Training is the same for all other workers.
  • Deposit Schedule: The payroll taxes in QuickBooks will be configured based on the schedule that you must submit as an employer.

Step 7: Set up the E-file along with the E-pay Tasks

Two options for making the payment will be given to you. Either select the payment option, the e File option, or manually enter the payment amount.

Both e-filing and e-paying should be automatic to save time and effort.

Only when payment must be made using paper coupons, a long and tedious, and time-consuming process, is the manual option necessary.

Step 8: Conduct Tax Payments

Once everything has been completed, locate the setting icon and choose the payroll setting.

Everything related to setting up or changing payroll taxes in QuickBooks has been discussed. Each point has been made clear. You have to stick to the directions in the statement.

However, if you are stuck and think that an expert opinion can be very helpful, you should contact us right away. We have a team of professionals who are very good at what they do.


  1. Does QuickBooks payroll pay employee taxes?

    In some states, you can use QuickBooks to create a State Unemployment Insurance (SUI) file that you can then upload directly to the website of the state agency. We will pay and file your federal and state taxes for you if you use QuickBooks Desktop Payroll Assisted.

  2. Does QuickBooks report payroll to IRS?

    You can electronically pay and submit your 941/944, 940 taxes, and forms with QuickBooks Desktop Payroll Enhanced. The quickest and simplest way to make sure you remain in compliance with the IRS is to do it this way.

  3. Why is QuickBooks not calculating Social Security and Medicare?

    The following factors may prevent Medicare and SS from calculating: During the update, either QuickBooks is not updated or the internet is interrupted. using an outdated version of the tax table. The most recent payroll’s gross wages for the workers are too low.

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