Learn how to use Online Payroll to keep your employee list up to date.

You can easily change an employee's status in QuickBooks Online Payroll and Intuit Online Payroll. Or completely delete an employee. We'll show you how to do all that.

Change an employee's status

Here's how to update your employee's status.

Intuit Online Payroll and Intuit Full Service Payroll

  1. Select the Employees tab.
  2. Select the employee's name.
  3. In the Employment box, select Edit.
  4. Next to Status, select Terminated. You may also select Not on Payroll if the employee is only temporarily not working.
  5. (optional) Enter the termination date.
  6. Select Ok.

QuickBooks Online Payroll Enhanced and QuickBooks Online Full Service Payroll

  1. From the left menu, select Workers, then Employee.

  2. Select the employee's name.
  3. Select Edit employee.

  4. Select the Employment tab.
  5. On the Status drop-down list, select Terminated.  (You can also choose Paid/Unpaid Leave of Absence or Not On Payroll if this is a temporary termination.)
  6. Enter a termination date (optional).
  7. Select Done.

If an employee's status is set to Terminated or Not On Payroll:

  • A terminated or deactivated employee will no longer appear in your active payroll. Although, their profile and pay records will remain in your account.
  • You are no longer billed for that employee.
  • Pending direct deposit will still process unless the check is deleted.
  • Their names will still appear in reports, but are marked with an asterisk to indicate the employee's terminated status.

Delete an employee

You can completely delete an employee who was never paid. (For example, the person never actually worked for you, or was set up inadvertently.) You can't delete an employee who has paychecks or pay history.

Note Don't delete an employee's paychecks or pay history in an attempt to completely remove the person from your account. Their pay records are an integral part of your account's data. It may be difficult or impossible to restore the deleted information.

Intuit Online Payroll and Intuit Full Service Payroll

  1. Select the Employees tab.
  2. If the employee is currently not active, select All Employees from the Show drop-down list.
  3. Select the employee's name.
  4. Select Delete this employee.
  5. Select the Delete button to confirm the deletion.

QuickBooks Online Payroll and QuickBooks Online Full Service Payroll

  1. From the left menu, select Workers, then Employee.

  2. Select the employee's name.
  3. Select Edit employee.

  4. Select Delete employee.
  5. Select Yes to confirm the deletion.