Employee Payroll Liabilities Account form: options and information

Employee payroll liabilities are tax obligations that the company owes to federal and state tax agencies for incurred and withheld payroll taxes. Creating Employee Payroll Liabilities accounts allows you to separate payroll tax liabilities from current liabilities for tax reporting purposes. Examples of employee payroll liabilities include withheld federal income tax and the employee and employer contributions for Social Security.

Open the form

  1. On the Company menu, click New Account.

  2. In the Select Account Type dialog box, select Payroll liability.

Form options

Form options and descriptions



Account type

(Read-only.) Displays the default account type, which is Payroll Liability.

Account no

This field appears if you select the Use account numbers check box in the Preferences dialog box. Type a number in accordance with your company's chart of accounts structure. It is a good practice to number the same types of accounts together. For example, all account numbers for Assets could start with a 1, all Liability accounts could start with a 2, all Equity accounts could start with a 3, and so on. You can change the account number by editing the account record.

Account name

(Required.) Type a name for the account that describes the type of payroll liability that you are tracking.


Default status is Active. You can make the account inactive by clearing the check box. Make an account active by opening the account record and selecting the Status check box.

Note: An account with an inactive status does not appear in dialog boxes, forms, or wizard lists. However, you can still enter the account in a field.

Subaccount of

You can create subaccounts to separate a broad category into smaller, specific categories. Creating subaccounts can make a balance sheet easier to understand and the results easier to analyze. To designate an account as a subaccount, click the arrow next to Subaccount of, and then select a parent or main account. For example, you could create a subaccount for a payroll tax obligation by selecting a descriptive name for the payroll tax lability subaccount in the Account name field, and then selecting Payroll Taxes in the Subaccount of field. You can create up to five levels of subaccounts under a parent account. For example, you could have an account Wages, and then create subaccounts under it named Sales, Admin, and Factory. You can then create another level of subaccounts named East, West, North, and South under each of the first level of subaccounts.

Note: A subaccount must be the same account type as the parent account.


(Read-only.) Displays the hierarchy of an account from a parent account through all the levels of subaccounts under it. For example, a Medical account that is a subaccount of Insurance would be displayed as Insurance>Medical.

Cash Flow category

Click the arrow next to Cash Flow category to identify the cash flow identity of this account as either Operating, Investing, or Financing. The Cash Flow Statement separates your cash activity into categories that describe your operating, investing, and financing activities. By selecting the proper category when you create an account, you ensure that the account activity is properly reflected in the statement. If you are uncertain about the category, open an account of the same type from the Chart of Accounts and note how it is categorized. If you select one of the default Chart of Accounts supplied by Microsoft Office Accounting 2008 when you are creating a company, the proper category appears by default.

Opening Balance

Displays the opening balance, which is $0.00 by default. You can enter an opening account balance in the field if you are creating the account to bring over balances from another system. When you enter the opening balance, you create the opening balance in the account register.

As of

Displays the company start date as selected in Company Setup. To change the date, type the starting date for the account opening balance or click the arrow next to As of to open the calendar.

Note: You can enter a date prior to the start date that you selected in Company Setup. If you do so, a message opens that gives you the option to allow Office Accounting 2008 to automatically create all fiscal years necessary to include the entered date.

1099 Category

Click the arrow next to 1099 Category to select an appropriate 1099 category for the account you are creating. The 1099 Category list reflects the categories on the 1099-MISC forms you send, at tax time, to vendors you have designated as 1099 vendors. Information on the 1099 Summary and 1099 Detail reports is organized by these categories, so you can use the information on these reports to create accurate 1099-MISC forms. Each year, after you have printed 1099-MISC forms, you should determine if form categories have changed for the next year. If they have, you should edit the category list in the Manage 1099 Categories dialog box. You can then edit the Chart of Accounts for the changes.

Note: To have accurate 1099 information on the reports, both the vendor and the account have to be 1099-linked. If you run a report and you note that a 1099 vendor does not show income when you know it should, you can edit the account record to reflect a 1099 category.

Include in cash-basis reports

The default report status of an account is determined by the type of account. To change the report status of an account, select or clear the check box. Cash-basis reporting is commonly used for preparing business tax returns.

Note: If you are unsure about the impact of including or removing an account in a cash-basis report, consult your accountant.


Type additional information about the account. This field is only for internal informational purposes, and you can view it only by opening the account record.

Additional actions

Actions menu commands

On the Actions menu, you can select the following commands.



New Account

Create a new account.

New Journal Entry

Create a new journal entry.

Open Account Register

Open the account register for the record you are in.

Transaction History

Open the Transaction History report for the open record.

Transaction Journal

Open the Transaction Journal report for the open record.

Related topics

Find company accounts in a list

Balance Sheet report: options and information

About payroll accounts

Manage payroll

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