Overview

This article explains how to edit employee's payroll information in the employee profile in QuickBooks Desktop.  You may need the employee Form W-4 or State Allowance form to complete these changes.

Details

Note: Payroll customers can change an employee's payroll information as described below. If you use Direct Deposit or Quickbooks Desktop Payroll Assisted, you must send a zero payroll after you have completed your updates.

  • Employee information you can change anytime:
    Legal Name, Date of Birth, Address, Payroll Schedule, Earnings (items, rate, pay period), Class, Additions, Deductions, Company Contributions, Direct Deposit, Sick/Vacation, Allowances, Extra Withholding, Federal Filing Status, State Allowances, State Extra Withholding, State Filing Status, and State Estimated Deductions.
  • Changes that become effective the next pay period:
    State Worked, State Lived, and Other Taxes.
  • Employee information you cannot change in QuickBooks Desktop; contact a Quickbooks Desktop Payroll Assisted representative for assistance:

Social Security, Medicare, Advanced Earned Income Credit, SUI, SDI, and Federal Unemployment Tax (company paid). Retroactive changes for earlier payrolls during the current year to State Worked, State Lived, and Other Taxes.

To change an employee's payroll information:

  1. Choose Employees > Employee Center.
  2. Double-click the name of the employee whose payroll information you want to change.
  3. In the Edit Employee window, click the Payroll Info tab.
  4. Edit the employee's payroll information. See below.

To change an employee's name:

  1. Choose Employees > Employee Center.
  2. Double-click the employee's name.
  3. On the Personal tab, enter corrected employee name under Legal Name.
  4. Click OK.

To include an additional payroll item:

  1. Click beneath the last item in the Item Name column.
  2. Choose a payroll item from the drop-down arrow. If you need to create a new payroll item, click Add.
  3. Click OK to save your changes.

To change the amount, percentage, or annual limit of a payroll item:

  1. Click the Hourly/Annual Rate, Amount, or Limit column for the item you want to change.
  2. Edit the amount, percentage, or limit.
  3. Click OK to save your changes.

To change tax withholding or add extra withholding:

  1. Click Taxes.
  2. Click the tab for the type of tax you want to change.
  3. Enter the change and click OK.

To insert a payroll item above another:

  1. Click the item above which you want to insert an item.
  2. Choose Edit > Insert Line.
  3. Click OK to save your changes.

To delete a payroll item:

  1. Click the item you want to remove.
  2. Choose Edit > Delete Line.
  3. Click OK to save your changes.

To reactivate a terminated or released employee

  1. Go to Employee Center > Change View to All Employees (to see inactive employees in the list)
  2. Double click the employee you wish to reactivate.
  3. Click the Employment Info tab.
  4. Remove the Release Date, so the field is blank.In QuickBooks Desktop 2015, click the Termination tab and remove the termination information (when necessary).
  5. Unmark the Employee is inactive box
  6. Click OK to save your changes.