Transmission Status Page

How current is the data on this page?

The data you see on this page is updated approximately every five minutes. If you log into the Transmission Status page and do not see an expected data update, please wait approximately 7 minutes and try again.(This will allow the QuickBooks Payroll Service to update your data.)

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How far back can I view my payroll data ?

You can view the last payroll transmission that was received by the QuickBooks Payroll Service. Additionally, if there were other payroll transmissions received by the QuickBooks Payroll Service during the past week, those also will be displayed.
Note: Any payrolls sent earlier than March 25, 2002 won't be shown here.

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What should I do if my account is on HOLD?

If your account is on HOLD, please contact a Payroll Service Representative.

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When is my company bank account debited?

Your company bank account will be debited one banking day before the paycheck date. The QuickBooks Payroll Service deducts the funds from the payroll bank account you have specified in QuickBooks. For example, if you specified the 15th as your check date, the QuickBooks Payroll Service will deduct the funds on the 14th.

If you don't allow two banking days for the QuickBooks Payroll Service to process your transaction, this date can vary.

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What does it mean if $0 appears in all the amounts?

A $0 total amount is displayed when a transmission has been successfully received but no funds have been withdrawn. This could be the result of sending a voided paycheck, or other account information updates, after payroll processing has begun.

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What does the Successful Payroll Transmissions table show me?

The Successful Payroll Transmissions table shows the recent payrolls received by the QuickBooks Payroll Service, either scheduled for processing, modified, or already processed. Transmissions that were modified display in this table wiht modified in the "Processing Started" column, and the adjusted transmission information displays in the Modified Payroll Transmissions table.

Field Description
Received Date the information was transmitted to the QuickBooks Payroll Service.
Processing Started Date the QuickBooks Payroll Service initiated processing the payroll transmission.
If payroll processing has not been initiated, this column displays "Pending".
If the payroll was modified, this column displays "Modified".
If the federal payroll tax amount exceeds $100,000, this column displays "Special Handling". Click here for more information about Special Handling.
Paycheck Date Date employees are to be paid, which is the same date as on the paychecks within QuickBooks. Use this date to determine in QuickBooks which paychecks are included in a payroll transmission. If you voided or otherwise modified a payroll, look for this date in the Modified Payroll Transmission table for the adjusted transmission information.
Taxes Total amount of federal and state taxes withheld from all employees' paychecks.
Direct Deposit Total amount of all employees' direct deposits.
Fees

Total amount of fees charged for this payroll transmission. Click on the fee dollar amount within the table for additional detail. (If a transmission appears gray, to indicate it was modified, details are not displayed.)
Total Total amount of funds to be withdrawn from the company bank account.
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What does the Modified Payroll Transmissions table show me?

The Modified Payroll Transmissions table shows transmissions that were modifications to earlier transmitted payrolls. The original payroll transmission displays in the Successful Transmissions table, with "Modified" in the Processing Started column. The adjusted transmission amounts display in an entry in the Modified Payroll Transmissions table. (If a modified transmission is then modified again, that transmission displays in the Modified Payroll Transmission table, and a new adjusted entry displays in this table.)

The columns in the Modified Payroll Transmissions table are the same as the columns in the Successful Payroll Transmissions table. (See above for details.)

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What does the Failed Payroll Transmissions table show me?

The Failed Payroll Transmissions table shows recent payroll transmissions that were rejected by the QuickBooks Payroll Service, and the reason for the failure.

Field Description
Received Date information was transmitted to the QuickBooks Payroll Service.
Description Information about the cause of the payroll transmission failure, and instructions to correct the condition.

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What should I do if a payroll transmission has failed?

If you are expecting to see a payroll transmission that doesn't show up on this page, first check your Internet connection to make sure it is functioning correctly. If a failed transmission message appears on this page, follow the instructions within the failure message. If you need further assistance, contact a Payroll Service Representative.

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How do I find out about rejected direct deposit checks?

If your company has had failed direct deposits within the last seven days, a link to the direct deposit information will be available on the Transmission Status page. Click One or more Direct Deposits failed to see the direct deposit failure information.

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How do I determine which version of QuickBooks I am using?

With QuickBooks running, press CTRL+1. You will see a window showing the version of QuickBooks you are using.

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What does Special Handling mean?

Special Handling indicates that an immediate payment was (or will be) made to the IRS on your behalf, because your total tax amount for the tax deposit period exceeds $100,000. This tax amount is based on the total federal payroll taxes such as Federal Withholding, Social Security, and Medicare. The transmission will be displayed as "Special Handling" instead of "Pending" as the funds are debited the same day by the IRS. If your payroll is submitted on a weekend or holiday, the funds will be debited the following business day.

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What should I do if an employee doesn't receive their direct deposit?

If an employee's direct deposit is not received, verify that the employee's bank account number and routing number are correct in QuickBooks.

  1. From the Employees menu, choose Employee List.
  2. Select the employee, click the Employee menu button, and then click Edit.
  3. Click the Payroll Info tab, and then click the Direct Deposit button.
  4. Verify that the routing (Routing No.) and account (Account No.) numbers match those provided by the employee.

Create a check to your employee for the net amount of the payroll check in the QuickBooks Write Checks screen, using the Direct Deposit Liability Account to post the transaction.

  1. From the Banking menu choose Write Checks.
  2. Enter the name of the employee whose direct deposit was rejected in the Pay to the Order of Field.
  3. When the employee's name is selected, a Warning will appear. Click OK to continue.
  4. Enter the dollar amount of the rejected direct deposit in the amount field.
  5. From the Account field use the drop-down menu and select the Direct Deposit Liability account.
  6. Select Print from the top of the screen and issue the check, using the next available check number.

The payroll service will credit your account as soon as the return is reported to the service by the employee's bank.

Note: Due to the timing of a direct deposit rejection, you may learn of the direct deposit rejection from your employee before it appears as a rejection within these pages.

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What is the benefit of clicking Log Out when I'm finished with a session?

Clicking Log Out will ensure that any active Internet connections to the Payroll Service Account Information pages are disabled. This prevents other users from accessing your information after you have logged out.

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