Congratulations on your new hire! Use the following guides as you set up a new employee:

Gather the employee's information

Before adding the new employee to your payroll account, be sure you have all their information:

Still building your team? Check out our 15 favorite hiring resources.

Personal Legal name, address, phone number, email address, date of birth.

To verify employment eligibility, use Form I-9.

Pay Employee's wages (salary, hourly, or commission), vacation/sick pay, fringe benefits.

See  Supported pay types and deductions in Online Payroll.

Taxes Social Security number, federal and state tax status, number of allowances claimed, exemptions.

Also see

Deductions Voluntary deductions for retirement plans, health insurance, etc. See Set up voluntary payroll deductions for instructions.
Garnishments Mandatory deductions from a court order, such as child support, tax lien, etc. For information on how to set this up for your employee, see Set up a garnishment.
Multistate If you have an employee that lives and/or works in a different state from your business address, you may be responsible for making tax payments and filings to their state.

See  About multistate employment payroll situations.

Report your new employee

All states require that you report new hires. If the employee has been separated from the company for 60 days or more, you re-register the employee with the state agency.

See this site for standards on reporting your new employees to a specific state. Note that certain states require newly hired employees to be reported electronically.

  • If you are an Intuit Full Service Payroll or QuickBooks Full Service Payroll customer, Intuit will submit this filing on your behalf. If you are an Intuit Online Payroll or QuickBooks Online Payroll customer, our service provides a signature-ready new hire report, which can be found on your To Do list.

Add the employee to your payroll account

QuickBooks Online Payroll & QuickBooks Full Service Payroll

To print a new employee packet:

  1. Select Taxes from the left menu > Payroll Tax.
  2. At the bottom, select Print a blank employee packet.
  3. View and Print the form.
  4. Ask the employee to fill out the forms and return them to you.

To add a new employee:

  1. Select Workers  from the left menu > Employees > Add an employee.
  2. Select the edit (pencil) icon to enter the employee's info.
    Note: When adding an email address of an employee, a popup message will show to give employees access to online pay stubs.
  3. Select Done.

To edit an employee:

  1. Select Workers from the left menu > Employees > employee's name.
  2. Select Edit (pencil) icon on the section you want to update.
  3. Select Done.

If the employee is in a new state:

If you set up a new state you are required to register for the appropriate tax account IDs and provide them to us. In addition, if the state requires authorization forms before we may submit tax filings or payments on your behalf you must sign them and return them to us in a timely manner. Until you provide us with the needed Tax IDs or authorization forms you will be required to make tax payments and form filings directly to the state (outside of the payroll system) and will be responsible for any possible penalties or interest that may be incurred for late payments and filings. For state agency contact information and links to registration forms visit the Payroll Compliance Center.

Note: Until the company runs their first payroll, you will not be able to edit the  Profile or Employment tabs on an Employee.

Intuit Online Payroll

To print a new employee packet:

  1. Go to Taxes & Forms > Forms > Employee Setup.
  2. View and Print the form. If you ran payroll on employees that you haven't finished setting up, you won't be able to view or print these forms.
  3. Ask the employee to fill out the forms and return them to you.

To add a new employee:

  1. Go to Employees > Add an Employee.
  2. Enter the employee's information.
  3. Select Continue.

To edit an employee:

  1. Go to Employees.
  2. Select the name of the employee.
  3. Select Edit on the section you want to update.

Note: If you export to QuickBooks Desktop, you need to update your export settings.

Update your export settings if:

  • You separate wage expense accounts for different groups of employees.
  • You added a new company contribution or deduction.

To update your export preferences:

  1. Select the Setup tab.
  2. In the Export section, select Preferences.
  3. Enter the new export accounts for the employee, and select OK.

Intuit Full Service Payroll

To add a new employee:

  1. Go to Employees > Add an employee.
  2. Enter the employee's information.
  3. Select Continue.

To edit an employee:

  1. Go to Employees, and select an employee from the list.
  2. Select the kind of information you'd like to edit from the sections available. These include:
    • Personal information
    • Employment
    • Pay
    • Taxes
    • Deductions and contributions
    • Vacation and sick pay policy
    • Paycheck Records access
    • Notes
  3. Once you've finished editing the required information, select Save.

If the employee is in a new state:

If you set up a new state you are required to register for the appropriate tax account IDs and provide them to us. In addition, if the state requires authorization forms before we may submit tax filings or payments on your behalf you must sign them and return them to us in a timely manner. Until you provide us with the needed Tax IDs or authorization forms you will be required to make tax payments and form filings directly to the state (outside of the payroll system) and will be responsible for any possible penalties or interest that may be incurred for late payments and filings.
For state agency contact information and links to registration forms visit the Payroll Compliance Center.

Note: If you export to QuickBooks Desktop, you need to update your export settings.

Update your export settings if:

  • You separate wage expense accounts for different groups of employees
  • You added a new company contribution or deduction

To update your export preferences:

  1. Select the Account Settings tab.
  2. Next to Export To QuickBooks, click Edit.
  3. Select Edit next to the section you want to update.
  4. Select or enter the new export accounts for the employee, and click Save.
  5. Select Finish.

Set up employee direct deposit

Intuit Online Payroll/QuickBooks Online Payroll/QuickBooks Full Service Payroll

See Set up an employee for direct deposit to complete the process.

Intuit Full Service Payroll

See Set up and edit direct deposit for employees to complete the process.

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