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How to Recover or Reset the QuickBooks Desktop Pro/Premier Payroll PIN

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To reset or recover the QuickBooks Desktop Pro/Premier Payroll PIN, use the Payroll Account Management Portal to create a new PIN using your existing one. Go to Send Payroll Data, click Forgot your PIN, and enter your QuickBooks Admin password to generate a new PIN. In case the user is still unable to reset the PIN, submit the Direct Deposit PIN Reset Form to request a manual reset.

Resetting the Payroll PIN is necessary after multiple incorrect attempts, not updating the PIN after changes, infrequent use leading to forgotten credentials, system file corruption, or internal changes to the user account in QuickBooks.

A missing or incorrect Payroll PIN significantly impacts payroll processing. Payroll submission becomes impossible, scheduled tax payments face delays, and filing necessary forms with the IRS and other agencies stalls. These issues lead to compliance violations, delayed employee payments, and potential penalties for late filings or non-payment.

Recovering or resetting a QuickBooks Payroll PIN restores the ability to manage payroll securely and efficiently. This resolution allows for uninterrupted payroll processing, adherence to tax filing deadlines, and compliance with federal and state regulations.

Addressing the issue promptly ensures smooth business operations and maintains payroll continuity and accuracy.

Prerequisites Before Troubleshooting QuickBooks Desktop Pro/Premier Payroll PIN Issue

Complete these preparatory actions to avoid disruptions during troubleshooting. This section focuses on confirming admin rights, subscription validity, system access, and required identification documents which ensures all conditions are in place for resolving the payroll PIN issue efficiently.

  • Admin access to QuickBooks Desktop: Log in as the Admin user in QuickBooks Desktop.
  • Admin Password: Remember the Admin password for the QuickBooks company file.
  • Stable Internet: Maintain a reliable internet connection during the process.
  • Previous Payroll Use: Use a computer previously authorized for sending payroll data. 
  • Check Payroll Subscription Status & Version: Verify the payroll subscription version, whether it’s enhanced or assisted, and ensure that the subscription status is active and valid.
  • Company Principal Information: Have the Direct Deposit PIN rest form, EIN Employee Identification number, principal’s signature, and government ID ready (if required).
  • Payroll Account Portal Access: Access the Payroll Account Maintenance Portal using Intuit Account credentials to change the PIN online.

Steps to Recover or Reset QuickBooks Desktop Pro/Premier Payroll PIN

To recover or reset the QuickBooks Desktop Pro or Premier Payroll PIN, follow the methods given below for each case.

Case 1: Reset the Payroll PIN Using the Old PIN

For Enhanced Version

  1. Step: Go to the Employees menu.
  2. Step: Select My Payroll Service, click on the Account/Billing Information.
  3. Step: Sign in using the Intuit Account login.
  4. Step: In the Payroll Details section, find the Payroll Service PIN section.
  5. Step: Click Update PIN.
  6. Step: Enter the old Payroll PIN.
  7. Step: Create a new Payroll PIN and confirm it.
  8. Step: Click Submit.

For Assisted Version

  1. Step: Go to the Employees menu.
  2. Step: Select My Payroll Service and click on the Billing/Bank Information.
  3. Step: Under the Service Information tab, click Change next to My PIN.
  4. Step: Enter the old PIN and create a new one.
  5. Step: Confirm it and click Submit.

Case 2: Reset Payroll PIN If You Forgot the Old PIN

Method 1: Reset the Payroll PIN Through QuickBooks Desktop

  1. Step: Open QuickBooks Desktop and log in as Admin.
  2. Step: Go to the Employees tab and select Send Payroll Data.
  3. Step: In the Send/Receive Payroll Data window, click Send.
  4. Step: When prompted for the PIN, click Forgot your PIN?.
  5. Step: Enter the QuickBooks Admin password when prompted.
  6. Step: Enter and confirm the New payroll PIN.
  7. Step: Click Submit to save the new PIN.

Method 2: Reset the Payroll PIN through the Direct Deposit PIN Reset Form

Reset the payroll PIN by using the Direct Deposit PIN reset form. This procedure applies when the reset within QuickBooks fails due to a lack of admin access or unsuccessful reset attempts.

  1. Step: Download the Direct Deposit PIN reset Form from the Intuit website.
  2. Step: Fill out the form by providing the company details and (EIN) Employment Identification Number.
  3. Step: Get it signed by the primary or secondary principal.
  4. Step: Attach a photocopy of a government-issued ID of the signing principal.
  5. Step: Submit the Direct Deposit PIN reset Form and ID through mail or fax to the QuickBooks Payroll Support.
  6. Step: After submission, contact QuickBooks Payroll Support to complete the reset process and receive the new PIN.
Illustration showing how to reset the QuickBooks Payroll PIN using the Direct Deposit PIN Reset Form with step-by-step guidance
Note: This manual process is necessary when unable to reset the PIN in QuickBooks due to lost credentials or access problems.

Reasons to Recover or Reset the QuickBooks Desktop Pro/Premier Payroll PIN

Recovering or resetting a Payroll PIN due to failed logins, administrator changes, and security updates is important for smooth payroll operations and financial data security.

Understanding these reasons helps users to prevent issues and ensures timely payroll and tax processing:

A visual summary explaining common reasons users may need to recover or reset their Payroll PIN in QuickBooks Desktop Pro or Premier
  1. Forgotten Payroll PIN: Recover a forgotten PIN to regain access to payroll features immediately.
  2. Security Risks: Reset the PIN when there are suspicions of compromise to protect payroll data and finances.
  3. Locked After Three Attempts: Unlock the payroll service after three failed PIN attempts to resume processing.
  4. Routine Security Policy: Update the PIN regularly to comply with internal security policies.
  5. Change in Payroll Administrators: Reset the PIN when changes in staff happen to ensure access for authorized personnel only.
  6. Bank Account Updates: Reset the PIN when updating bank account information or making significant changes in Payroll Account Maintenance.

Frequently Asked Questions!

How to reset or recover the QuickBooks Desktop Payroll PIN using old PIN?

Go to Employees > My Payroll Service in QuickBooks Desktop. For Enhanced users, update your PIN under Account/Billing Information after signing in. For Assisted users, change it under Billing/Bank Information. Enter your old PIN, create a new one, and submit.

How to reset the payroll PIN if you forgot or lost the QuickBooks Payroll PIN?

Try resetting it via Employees > Send Payroll Data, and click Forgot your PIN? Enter your Admin password and create a new PIN. Complete and submit the Direct Deposit PIN reset form with required documents to QuickBooks Payroll Support.

What are the requirements for creating a new QuickBooks Payroll PIN?

Your new PIN must be 8–12 characters long, include at least one letter and one number, and contain no special characters. This ensures security and compliance with QuickBooks policies.

Disclaimer: The information outlined above for “How to Recover or Reset the QuickBooks Desktop Pro/Premier Payroll PIN” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.