You can get YTD information from the last payroll you processed for each employee.

Providing information about prior paychecks issued to employees before the beginning of your QuickBooks Payroll subscription is an essential step to ensure that your W-2 forms are accurate come year-end. Note that the system will require you to input year-to-date (YTD) payroll details and tax payments made for each employee later in the setup. Newly established businesses that have yet to run their first payroll can select “No” and then click “Next.”

PTO policy and balance: If you offer vacation and sick pay, you need to know the total number of PTO hours you’re allocating to each employee for the year.

Direct deposit authorization form: If you pay employees via direct deposit instead of paper checks, you must have them complete a direct deposit authorization form.

Payroll history: If you already paid employees within the current calendar year, you should have your prior payroll data on hand to ensure accurate tax calculations.

Form W-4: Upon hiring new employees, you need to have them complete and sign a W-4 form so you can enter their withholding information and other pertinent details that you need to correctly calculate payroll tax deductions.

Paycheck deductions: You should have a list of your employees’ contributions to health insurance, retirement plans, and garnishments.

Pay rate and schedule: You can set up multiple pay schedules in QuickBooks, if needed.

Employee information and hire date: You need basic information about your staff members, such as their legal names, birth dates, and hire dates.

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