Intuit — Intuit Online Payroll for Accounting Professionals

From the Sept. 2010 Review of Professional
Payroll Systems.

The
Intuit Online Payroll offering, formerly known as PayCycle, is one of several
payroll products and services offered by Intuit. The completely web-based system
includes versions for small businesses and for accounting professionals managing
payroll activities and compliance for multiple employers, with automated compliance
reporting, payments and due date alerts. The system also supports standard and
custom deductions and benefits plans, including insurance, deferred income and
flexible spending accounts. For this review, Intuit Online Payroll fits into
the “Full-Service Professional” model, since the program allows
firms to provide full payroll services and compliance to their business clients.
Unlike many web-based payroll programs, the vendor doesn’t offer outsourced
compliance services, but the system automates many of the tasks and provides
numerous reminders of payroll runs, due dates and other pending actions, making
the system simple to use. The QuickBooks Enhanced Payroll for Accountants is
another professional system from Intuit reviewed at www.CPATech
Advisor.com/go/2975.

BASIC SYSTEM FUNCTIONS:
Intuit Online Payroll opens into the user’s web browser (supports IE,
Firefox and Safari); with a minimalistic tabbed interface that presents options
for working with client data, managing system settings and users, and accessing
resources and Help options. Payroll tasks are grouped under the Client menu,
with the ability to view a client list, use marketing tools, and access client
tax to-do lists, which provides a due date tracker. Payroll runs are worked
on through the Pay Day tab, with a single-screen data overview, edit and entry
screen that displays all employees in a pay group to speed data entry. Users
can also drilldown to employee data and histories, set up employer tax and form
defaults, use Excel Timesheets or generate reports.

Intuit Online Payroll takes the core automated payroll functions the company
offers with its in-house small business payroll offering and adds client management
functions. This allows firms to easily process payrolls for their clients with
a single login and client overview screens, while also keeping up with compliance
and other functions. Multiple users can access the program at the same time,
but not within the same specific data file, so as to prevent data overwrites.
It can handle any number of payroll runs for employers, with pricing based on
the number of employees whether the firm selects the wholesale or retail pricing
service options. Up to 150 active employees or contractors can be paid per employer,
with support for multiple pay rates per employee and for various pay types,
including salary, hourly, bonuses, tips, advances and reimbursements, expense
reporting, holiday pay and other custom pay types. Voluntary and involuntary
deductions, including retirement plans, garnishments and customized options
can also be set up on a per-employee basis. Multiple payroll groups can be set
up for each company, allowing pay on different frequencies.

Intuit Online Payroll’s primary client list offers only basic name and
contact information, but the Client Tax To Do screen, accessible from the client
list, provides an overview of all pending client payroll activities. The program
includes tax tables and compliance reporting for federal and all states, either
electronically or with printable coupons and forms if the state requires. It
also supports compliance for employers with multi-state taxed employees, with
the program providing basic options for distributing income between the primary
resident state and others. The system does not provide tables or direct support
for municipal income reporting. Direct deposit is included, with up to two accounts
per employee and the ability to also print partial print paychecks. The program
does not offer batch processing or reporting across multiple clients, but the
To Do screen provides good oversight for managing multiple clients. Benefits
management functions include accruals, Sec. 125s, retirement plans and insurance.
Intuit supports multiple carriers for pay-as-you-go workers’ compensation,
including The Hartford, Travelers and Employers.

REPORTING & MONITORING:
Intuit Online Payroll includes the To-Do list screen for management of due dates
and other issues across all clients, and also lets users set up email-based
alerts to notify them of pending tasks and deadlines. The system offers quarterly
and annual reporting forms for all states, with the ability to print to states
with coupons or other requirements. Electronic payment capabilities are included
for all entities that accept EFT. W-2s are generated by the program and can
be printed locally. For contractors, 1099s are available through an additional
service. Reports include wages, deductions, employees, liabilities, workers’
comp, benefits and other standard management options, which can be saved to
Excel for additional customization for document storage. Employee management
screens offer summary views of categorized data, with access to histories and
tools such as the gross-up calculator.

INTEGRATION/IMPORT & EXPORT:
The web-based system offers integration with workers’ comp systems from
multiple leading carriers, and can export payroll data into Excel format for
import into most accounting systems, including QuickBooks and Peachtree. An
optional timesheet management tool is offered to provide time tracking, which
allows employees to enter data which, after approval, is automatically routed
into the payroll system. It also includes email reminders and time clock authentication.
The system does not offer data import from any sources.

HELP/SUPPORT:
The program includes good built-in assistance features, including a Help library
and resources, along with access to state tax sites, FAQs, How Do I’s
and other options. Since the program is online, these resources are web-based,
and all tax table and system updates are automatically managed by the vendor.
Users of Intuit Online Payroll also have access to some of Intuit’s professional
online support. Live web and phone-based technical support is included in system
pricing, including access to payroll professionals on Intuit’s staff.

CLIENT SELF-SERVICE FEATURES:
As a web-based system, Intuit Online Payroll gives firms the ability to let
client employers log in and perform some of the data entry themselves, such
as em-ployee time entry and benefits. This is an optional function and can be
tailored to each client depending upon what specific areas of the system the
firm wants them to be able to access, such as payroll only, setup and payroll,
or full access. The program also offers a secure portal for employees to be
able to check their own pay stubs, but does not include W-2s or HR options.
Client portals can be branded with the accounting firm’s name.

SUMMARY & PRICING
Intuit Online Payroll provides a very streamlined system for firms to fully
manage virtually all aspects of their client payroll, including processing,
direct deposit and all compliance reporting and payments. It offers a collection
of tools for managing due dates and reminders that alert users to deadlines.
Pricing under the Wholesale Service (where the firm is billed for all clients
and then invoices clients themselves) starts at $19.99 per client, per month
for up to five employees, with additional employees costing 50 cents each, and includes
unlimited payroll runs and direct deposits.

2010 OVERALL RATING:

Payroll