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QuickBooks Tip – Easy Access to Employee Payroll Forms

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This QuickBooks tip explains where you can easily access employee payroll forms; including the Federal I-9, W-4, and W-9’s.

QuickBooks tipsHaving used QuickBooks for many years, I can remember when needing an I-9 (Employment Eligibility Verification), a W-4 (Employee’s Withholding Allowance Certificate), or a W-9 (Request for Taxpayer Identification Number and Certification) meant a trip to the appropriate website to obtain the most current form – and depending on how busy I was at the moment, that could be a royal pain!

The I-9, Federal W-4, and W-9 are now available to anyone with a current payroll subscription using QuickBooks Pro/Premier 2009-2012 or Enterprise 9.0-12.0 from the Employees menu -> Employee Forms option; you’ll also find a Direct Deposit and Pay Card Authorization form.

Right click on the image to enlarge it.

NOTE:  If you don’t see the Employee Forms menu option; choose the Get Payroll Updates option and get the latest payroll update.  Restart QuickBooks after the update has been installed.

The forms open in a “fillable”. pdf format, so employees can type in their I-9, W-4, Direct Deposit or Pay Card Authorization information and it will be legible!

You can easily send W-9’s to your vendors as an email attachment {once the .pdf of the W-9 is open and visible, from the File menu -> choose Attach to email}.

You will still need to obtain the current version of the State W-4 from their website and have that on hand.

These are certainly handy forms to have quick access to and will save you from having to worry about whether or not you have a copy of the form, the most current version of the form, or from having to go searching on the internet to download the most current version that is available.

Critical note:  You MUST have a .pdf creator/reader installed on your computer in order to open/use these forms.  If you currently don’t have a pdf creator/reader, check out Foxit Reader – it’s free!

We hope you’ve found today’s QuickBooks tip to be helpful; if so please take a moment to leave a comment or share this tip with others via your favorite social networking site using the buttons below.

6 Responses to QuickBooks Tip – Easy Access to Employee Payroll Forms

  • Hi Lucas – Thanks for dropping by and taking the time out to leave a comment on this post. I always lean on the side of caution – so my “best practice” would be to have them go to the Employees menu -> choose Get Payroll Updates -> and then select the Download entire payroll update option.
    Have a great weekend.

  • Thanks for the tip Nancy! If someone was using an older version of QuickBooks, such as 2009, and found the employee forms menu option, is it safe to say that they are the most current and up to date forms? Or does the user need to update them manually?

  • Keith, I bet you looked like a “hero”! Glad I could help – gotta save the trees 🙂

  • I read this article this morning and this afternoon, I pointed it out to a client I was setting up in payroll. They were quite happy as well. They also found it a hassle to try to remember where all the web sites were or to keep dead tree forms around.

  • Having to keep less bookmarks is always a good thing! Glad you found this tip helpful. 🙂

  • Thank you! This tip was very helpful and saves me from having to keep bookmarks up to date in order to have the latest forms!

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About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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