There may be times when you grow your business and add a second or third location. The first business address that you enter during set up is your primary work location. You can add additional work locations, and then assign employees to each location.

To add a work location:

  1. Click your company name in the top right, and then click Payroll Settings.
  2. Click Work Locations under Company and Account.
  3. Click Add a Work Location.
  4. Enter the new work location address, and then click Save.
Assign employees to the new location

  1. In the left navigation bar, click Employees.

  2. Click the employee's name, and then click Edit employee.
  3. Click Employment at the top of the page.
  4. Select the new work location from the Work location drop-down.
  5. Click Done.

We only support one work location per pay period.

What if the new work location is in another state?

If your employee works in a state different from your primary work-location state, your employee is subject to the work-based taxes (such as state unemployment insurance) in the other state. Our service calculates work-based payroll taxes for each state in which you have a work location.

QuickBooks Online Payroll does not support roaming employees. A roaming employee is one who changes their work-location state multiple times during the course of a year. Our system supports one work-location state change during a year, but not two or more changes.

What about local taxes?

Some local taxes are based on where an employee works, while others are based on where an employee lives. Our service gives you the option of calculating all local taxes that could apply to you and your employees. When you assign an employee to a work location, we offer you the option to activate work-based local taxes (if any).

What if I have 10 or more employees working offsite?

If you have 10 or more employees who work at locations other than your principal worksite, you'll need to file one or more Multiple Worksite Report (MWR) forms.

Here are the states that require you to fill out an MWR form:

  • California
  • Colorado
  • Florida
  • Georgia
  • Iowa
  • Kansas
  • Louisiana
  • Maine
  • Minnesota
  • Montana
  • Nevada
  • New Hampshire
  • New Jersey
  • New York
  • North Carolina
  • North Dakota
  • Ohio
  • Oregon
  • Vermont
  • Virginia
  • West Virginia

Get the form from the Department of Labor in the state where your business is located. (We don't provide it.) You can download a copy from the Bureau of Labor Statistics MWR State Forms website.

To find the information that you need to complete the MWR form:

  1. In the left navigation bar, click Reports.
  2. Click in the search box (the one with the magnifying glass icon) to see a drop-down list of reports. If you know the name of the report, start entering the report name to quickly jump to it in the list. Enter Multiple Worksites for this report.
  3. This report is available only after you've set up more than one work location.

  4. Select the time period you need.
  5. Click Run Report.
Additional info for New York employers with employees who work outside the state of New York

If the employee of a New York employer works outside the state of New York for the employee’s convenience (rather for the employer’s business necessity), the employee is subject to New York withholding taxes as though the employee worked in New York. If you are in this situation, contact us to be sure your setup is correct.

Additional info for Michigan, Minnesota, and North Dakota employers with multiple work locations

Michigan, Minnesota, and North Dakota each require separate reporting of wages paid at multiple work locations within the state. Our Plus service does not support separate reporting for multiple work locations within a state. If your primary work-location state is Michigan, Minnesota, or North Dakota, and you have multiple work locations in your primary work state, you will have to prepare wage reports for each location yourself, using our form as a guide.

Still stuck? Contact us