Use Online Payroll to keep your employee list up to date.

Change an employee's status

Update your employee's status to Active, Paid Leave of Absence, Unpaid Leave of Absence, Not On Payroll, Terminated or Deceased.

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. Select Workers  > Employees.
  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.)
    Terminated: Indicates the employee is no longer employed with the company
    Not On Payroll: Indicates the employee is not currently receiving paychecks from the company (This would work for a seasonal employee)
  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. Instead, change that person's status to something other than Active, per the instructions above.

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 (near the bottom of the employee's overview page).
  5. Select the Delete button to confirm the deletion.

QuickBooks Online Payroll and QuickBooks Online Full Service Payroll

  1. Select Workers > Employees.
  2. Select the employee's name.
  3. Select Edit employee.
  4. Select Delete employee at the bottom of the screen.
  5. Select Yes to confirm the deletion.