QBooks Office Employees / Payroll Cycle

Employees
Payroll Items
Payroll Extensions (to Employee)
Payroll Year To Date
Time Lines

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Ver	Field Name	Type	Prop	IIF Name	Description
-45	nKey	Long	PKey	REFNUM	Unique employee record identifier ADD NOTE THAT PAYROLL RELATED FIELDS ARE IN ...
-45	sName	S41	Req	NAME	Name of this employee
-45	sSalutation	S15	Opt	SALUTA- TION	Salutation for employee (Mr., Mrs, etc.)
-45	sFirstName	S25	Opt	FIRSTNAME	First name of person
-45	sMidName	S5	Opt	MIDINIT	Person's middle name or initial
-45	sLastName	S25	Opt	LASTNAME	Person's last name
-45	sInitials	S3	Opt	INIT	Initials of this employee
-45	sAddr1	S41	Opt	ADDR1	Address line First line of address. Will typically be a company name or person name. Only the address lines that actually contain data are exported.
-45	sAddr2	S41	Opt	ADDR2	Address line
-45	sAddr3	S41	Opt	ADDR3	Address line
-45	sAddr4	S41	Opt	ADDR4	Address line
-45	sAddr5	S41	Opt	ADDR5	Address line
-45	sPhone	S21	Opt	PHONE1	Main telephone number
-45	sPhone2	S21	Opt	PHONE2	Second telephone number
-45	sSSAN	S11	Opt	SSNO	Socal Security account number
-45	sNoteAccount	S99	Opt	NOTE	Account field in Additional Info tab
-45	sCustomField1...	S30	Opt	CUSTFLD1.	Custom field value used in employee
-45	sCustomField15	S30	Opt	CUSTFLD15	Custom field value used in employee
-45	sNotes	S999	Opt	NOTEPAD	Memo notes about this employee
--5	bInactive	Bool	OptDftF	HIDDEN	T if currently inactive (Inactive checkbox is checked)

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QBooks Office Overview

Ver	Field Name	Type	Prop	IIF Name	Description
-45	nKey	Long	PKey	REFNUM	Unique payroll item record identifier
-45	sPayItemType	S13	Req	PAYITEM- TYPE	Type of payroll item. Values used for addition items: "Salary", "Wage", "Commission", "Addition", and "CompContrib". Values used for subtraction items: "Federal", "StateWH", "StateUnemp", "StateDisab", "Local", and "Deduction".
-45	sSpecItem	S10	Opt	SPECIAL	Predesignated special payroll item. Special accounts are 'marked' accounts QB uses for processing. One of: "MedComp", "SSecComp", "MedEmpl", "SSecEmpl", "FedTax", "FUTA", "Salary", "SickSalary", "VacSalary", "SickHourly", or "VacHourly".
-45	sName	S31	Req	NAME	Name of this payroll item
-45	bIsStateRec	Bool	OptDftF	ISSTATE- REC	T if payroll item tracks a required state tax
-45	sState	S2	Opt	STATE	State for which payroll item applies. Includes 2 char capitalized abbreviations for all 50 states, plus "DC" for Washington DC and "PR" for Puerto Rica.
-45	sLocality	S15	Opt	LOCALITY	Name of local tax district or area. One of: "NewYorkRes", "NewYorkNonres", "YonkersRes", "YonkersNonres", "MichCities", "IndianaCounties", or "OhioSchool". These appear to be holdovers from earlier versions of QuickPay that require special processing.
-45	bBasedOnQuan	Bool	OptDftF	BASEDON- QUANTITY	T if based on quantity applies
-45	bLocalTax	Bool	OptDftF	LOCALTAX	T if local tax that's not in preset list
-45	rDfltAmount	Doub	Opt	DEFAULT- AMT	Default dollar amount or percentage for this item
-45	mLimit	Curr	Opt	LIMIT	Maximum dollar limit for this item
-45	bAdjustGross	Bool	OptDftF	ADDJUST- GROSS	T if amount applied before ...
-45	bFUTACredit	Bool	OptDftF	FUTA- CREDIT	T if ...
-45	bAllocCost	Bool	OptDftF	ALLOCCOST	?????????? track expense by job?
-45	bPriorToFedWH	Bool	OptDftF	EFFECTS FWH	T if before Federal Withholding This field, and the 9 fields that follow it are components of the TAXEFFECTS field in the .IIF file.
-45	bPriorToStaWH	Bool	OptDftF	EFFECTS SWH	T if before State Withholding
-45	bPriorToLocWH	Bool	OptDftF	EFFECTS LWH	T if before Local Withholding
-45	bPriorToFUTA	Bool	OptDftF	EFFECTS FUTA	T if before Federal Unemployment
-45	bPriorToSSecC	Bool	OptDftF	EFFECTS SSEC_CO	T if before Soc Sec Co.
-45	bPriorToSSecE	Bool	OptDftF	EFFECTS SSEC_EE	T if before Soc Sec Emp.
-45	bPriorToMCareC	Bool	OptDftF	EFFECTS MCARE_CO	T if before Medicare Co.
-45	bPriorToMCareE	Bool	OptDftF	EFFECTS MCARE_EE	T if before Medicare Emp.
-45	bPriorToStaDI	Bool	OptDftF	EFFECTS SDI	T if before State Disability
-45	bPriorToSUTA	Bool	OptDftF	EFFECTS SUI	T if before State Unemployment
-45	bEmplPaid	Bool	OptDftF	FUTA- CREDIT	T if FUTA credit should be applied
-45	bIsEmplRec	Bool	OptDftF	ISEMPREC	T if ...
-45	kAcctExp	Long	FKeyOpt	EXPACCNT	Key of expense account
-45	kAcctLiab	Long	FKeyOpt	LIABACCNT	Key of liability account
-45	kVendor	Long	FKeyOpt	TAXAUTH- ORITY	Key of tax authority (vendor) for this item
-45	sW2Tracking	S10	Opt	W2- TRACKING	Additional info on how this item affects W2 tracking. One of: "Comp", "NTSP", "Other", "Tips", "AEICP", "DepCare", "SEC457", "NQPD", "Fringe", "OthMovExp", "401K", "403B", "408K", "457B", "501C", "LocalTax1", "LocalTax2", "Federal", "SocSecTax", "Medicare", "SWH", "SDI", "SUIEmpl", "QualMovExp", "SSecComp", "MedComp", "SUIComp", or "FUTA". V5 uses these values more thoroughly than V4.
-45	bInactive	Bool	OptDftF	HIDDEN	T if currently inactive (Inactive checkbox is checked)

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QBooks Office Overview

Ver	Field Name	Type	Prop	IIF Name	Description
-45	nKey	Long	PKey	REFNUM	Unique record key. Always matches an nKey field from an Employee record.
-45	sName	S41	Req	NAME	Name of employee. Redundant.
-45	dHired	Date	Opt	HIREDATE	Date employee was hired
-45	dReleased	Date	Opt	RELEASE- DATE	Date employee was released from employment. Pay check transactions are no longer automatically created for this employee after this date.
-4-	mSalary	Curr	Opt	SALARY	Yearly Salary (V4 only). In V5, this comes from the earnings table (nEarnItemCnt, ...)
-45	nEarnItemCnt	Long	Req	NUMHOURLY	Count of earnings payroll items
-45	kEarnItem1...	Long	FKeyOpt	PAYITEM	Key of earnings type payroll item for this earnings The .IIF file mixes earnings items and deductions together in it's CUSTOMPI record type. The LIMIT field for earnings items is always 0.00
-45	mEarnRate1...	Curr	Opt	AMOUNT	Annual rate or hourly wage for this earnings item
-45	kEarnItem8	Long	FKeyOpt	PAYITEM	Last possible earnings item in earnings table
-45	mEarnRate8	Curr	Opt	AMOUNT	Last possible amount in earnings table
-45	nPayPeriodCnt	Long	Req	PAYPERIOD	Count of pay periods per year. These values correlate with the displayed Pay Period values as follows: 365 = Daily, 52 = Weekly, 26 = Biweekly, 24 = Semimonthly, 12 = Monthly, 4 = Quarterly, 1 = Yearly.
-45	kClass	Long	Opt	CLASS	Key of class this employee belongs to
-45	bUseTimeData	Bool	OptDftF	TIMECARD	T if time billing data is used to create paychecks. This option is only available in Pro versions and only if time tracking is enabled.
-45	nDedItemCnt	Long	Req	NUMCUSTOM	Count of Addition, Deduction, or Company Contribution records The prefix "Ded" is used with these fields in our field names - although these items can be for other than deductions.
-45	kDedItem1...	Long	FKeyOpt	PAYITEM	Key of deduction, addition, etc. payroll item
-45	qDedAmount1...	Doub	Opt	AMOUNT	Amount of deduction, additions, etc. This can be either a fixed dollar amount or a percentage. It is positive if added to earnings, or negative if deducted. The order is which these records occur is important if the amount is based on percentage of gross pay.
-45	mDedLimit1...	Curr	Opt	LIMIT	Annual limit, in dollars of the item. This is the maximum annual amount that can be added to or deducted from an employee's pay.
-45	kDedItem10	Long	FKeyOpt	PAYITEM	Last possible deduction item in deductions table
-45	qDedAmount10	Curr	Opt	AMOUNT	Last possible amount in deductions table
-45	mDedLimit10	Curr	Opt	LIMIT	Last possible limit in deductions table
-45	sFedStatus	S9	Opt	FEDSTATUS	Federal filing status. Value will be one of: "Single", "Married", or "HeadHouse".
-45	nFedAllowanceCnt	Long	OptDft0	FEDALLOW	Count of federal allowances claimed on W-4. Can be 0.
-45	mFedExtraWH	Curr	OptDft0	FEDEXTRA	Dollar amount of extra withholding
-45	bFedTax	Bool	OptDftF	FEDTAX	T if subject to federal income tax
-45	bFedFUTA	Bool	OptDftF	FUTA	T if subject to federal unemployment tax
-45	bFedSSec	Bool	OptDftF	SSEC	T if subject to federal Social Security withholding
-45	bFedMCare	Bool	OptDftF	MCARE	T if subject to federal Medicare withholding
-45	sStaUnemp	S2	Opt	STATE- SUI	State in which State Unemployment is filed. 2 char abbreviation
-45	sStaDisab	S2	Opt	STATE- SDI	State in which Disability is filed
-45	sStaWH	S2	Opt	STATE- SWH	State in which State Withholding is filed
-45	sStaStatus	S9	Req	STATE- STATUS	State filing status. One of: "Single", "Married", Married2", or "HeadHouse". "Married2" indicates married filing jointly.
-45	nStaAllowanceCnt	Long	Req	STATE- ALLOW	Count of state allowances claimed on W-4. Can be 0.
-45	mStaExtraWH	Curr	Opt	STATE- EXTRA	Extra state withholding dollars
-45	sStaExtra1	S15	Opt	STATE- MISC1	Additional state specific field
--5	sStaExtra2	S55	Opt	STATE- MISC2	Additional state specific field (v5 only)
--5	sStaExtra3	S55	Opt	STATE- MISC3	Additional state specific field (v5 only)
-45	nLocCnt	Long	Req	NUMLOCAL	Count of local payroll tax items. Maximum is 2. It is possible for only one item to exist, but using the ...2 fields. Local tax items are special QuickBooks predesignated items (only relevant to tax districts in Indiana, Michigan, New York, and Ohio). Most local taxes are entered as normal deduction or company contribution payroll items.
-45	kLocItem1	Long	FKeyOpt	PAYITEM	Key of first local payroll item
-45	sLocW2Name1	S10	Opt	-	Name of W-2 Locality
-45	sLocRate1	S15	Opt	-	Tax percentage rate
-45	sLocExempt1	S15	Opt	-	Limit dollar amount - seldom used
-45	kLocItem2	Long	FKeyOpt	PAYITEM	Key of second local payroll item
-45	sLocW2Name2	S10	Opt	-	Name of W-2 Locality
-45	sLocRate2	S15	Opt	-	Tax percentage rate
-45	sLocExempt2	S15	Opt	-	Limit dollar amount - seldom used
-45	qSickHoursAvail	Doub	Req	SICKACCRD	Sick leave hours currently available
-45	sSickRestart	S11	Req	SICKACCRL	When sick leave accrual restarts. One of: "StartYear", "EveryPeriod"
-45	qSickHoursPeriod	Doub	Req	-	Number of hours sick leave accrued per period
-45	qSickHoursMax	Doub	Req	-	Max hours sick leave accruable
-45	bSickResetHours	Bool	OptDftF	CARRYSICK	T if sick leave reset at start of year
-45	qVacHoursAvail	Doub	Req	VACACCRD	Vacation hours currently available
-45	sVacRestart	S11	Req	VACACCRL	When vacation time accrual restarts. One of: "StartYear", "EveryPeriod".
-45	qVacHoursPeriod	Doub	Req	-	Number of hours vacation time accrued per period
-45	qVacHoursMax	Curr	Req	-	Max hours vacation time accruable
-45	bVacResetHours	Bool	OptDftF	CARRYVAC	T if vacation time reset at start of year

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QBooks Office Overview

Ver	Field Name	Type	Prop	IIF Name	Description
-45	nKey	Long	PKey	-	Unique record identifier
-45	nYear	Long	Req	-	Year this record is for
-45	kEmployee	Long	FKeyReq	-	Key of employee
-45	sName	S41	Req	-	Name of employee (redundant)
-45	nPayItemCnt	Long	Req	-	Count of entries to follow There is one for each payroll item for this employee that was used during the year. No limit on number of entries,
-45	kPayItem1...	Long	Req	-	Key of payroll item This field, mYtdAmount(n), and mYtdBasis(n) will repeat nYtdCnt times. If mYtdAmount or mYtdBasis is 0.00, the field will not be output.
-45	mYtdAmount1...	Curr	Opt	-	Amount accumulated so far
-45	mYtdBasis1...	Curr	Opt	-	Sum of year to date salary or other dollar amount on which this is calculated. This is typically used only for payroll items that are no longer to be deducted after a salary cap is reached.

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QBooks Office Overview

Ver	Field Name	Type	Prop	IIF Name	Description
-45	nKey	Long	PKey	REFNUM	Unique time line record identifier
-45	dDate	Date	Req	DATE	Date activity was performed
-45	kEmplVend	Long	FKeyReq	EMP	Key of entity who performed the hours. This is normally an employee - but can also be a vendor or other name (as subcontractor).
-45	kCustJob	Long	FKeyOpt	JOB	Key of customer or job activity was performed for Required if bToBill is True.
-45	kItem	Long	FKeyOpt	ITEM	Key of inventory item indicating type of work performed. Must be a "Service" type item. Required if bToBill is True.
-45	kPayItem	Long	FKeyOpt	PITEM	Key of payroll item for payroll calculations The IIF documentation says this field is not used in QB 5.0. This is incorrect - it is used, but it's optional.
-45	kClass	Long	FKeyOpt	PROJ	Key of class assigned to activity
-45	rHours	Curr	Opt	DURATION	Duration of the activity in hours and minutes
-45	sNote	S999	Opt	NOTE	Notes about the activity. In sample files we've seen, this field seldom contains data.
-45	bToBill	Bool	OptDftF	BILLING	T if activity is to be billed to kCustJob
-45	bBilled	Bool	OptDftF	BILLING	T if activity has been billed to kCustJob

Contents of this page
QBooks Office Overview