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Intuit

Managing an employee status in QuickBooks Online Payroll

There are two versions of payroll for QuickBooks Online UK. This article is only applicable t QuickBooks Online Payroll.

We have a variety of ways to manage your employee's status in QuickBooks Online. We'll go over the status basics and how to manage them in this article.

Different status

Active: This employee is a current employee and is visible when you creating payslips. Employees with this status are found in your employees list.
Leaver: This employee is no longer with your business and is not visible when you are creating payslips. Employees with this status are found in your employees list. For more information on this, click here: Process a leaver in QuickBooks Online Payroll 

Deleting employees

In cases where you have not created a payslip for an employee, you have the ability to delete that employee in their profile.

How to delete an employee you have not created a payslip for

  1. Go to the Employee's profile page that you want to delete.
  2. Scroll to the bottom of the page and click Delete this employee.

How to delete an employee you have created a payslip for

If you have created a payslip for an employee and also submitted data to HMRC via an FPS (Full Payment Submission) then HMRC will have recorded this as you paying an this employee. If you subsequently delete this payslip HMRC will not receive any notification and will still assume you have paid this employee. If you are deleting the payslip in order to make any changes ( e.g changing the salary) then re-create a new payslip for the employee and submit a new FPS then HMRC will take the latest data as being the correct values paid to the employee.

If you have submitted any FPS to HMRC do not delete the employee as this will cause difficulties with HMRC e.g duplicate employee record and you may owe HMRC more money than is required.