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M
mwhip
April 2, 2026
Solved

MN Paid Leave Edit

  • April 2, 2026
  • 2 replies
  • 75 views

MN Paid Leave set up on Desktop QB.  I am unable to edit the percentages in the Payroll Item List, which are incorrect.  .88% showed up for employer and employee.  S/B .66% for employer and .44% for employee. I am, however, able to enter the correct percentages from within the Employee Center set up for each employee, State taxes, Other.  So, the correct amount is being withheld from their checks.  But, why can I not edit the Payroll Item percentage amount?  Also, why is there no payroll liability showing up for this withholding in Payroll Center?  I paid it online, but it should be showing up as a quarterly reminder in the payroll liability section of Payroll Center. 

    Best answer by Janiqueca_T

    Hello there, mwhip. It's great that you've already found a way to apply those correct percentages at the employee level to keep your checks accurate. QuickBooks can be very firm about its default settings, often making it hard to change things in the main list once a state rule is set.

     

    The .88% you see was pulled in via the payroll tax table update, but it appears to be incorrect. QuickBooks locks this field in the Payroll Item List to prevent manual overrides on state-managed tax items. Because this is a system-defined tax, the software expects you to handle specific splits, like your .66% and .44% rates, directly in each employee's profile. Using the Employee Center > State Taxes > Other method is the correct way to override that locked global default.

     

    Since you mentioned you already paid it online, QuickBooks may already be treating the liability as paid, which is why it's not showing up in your Pay Liabilities window. 

     

    Here's how to check this:

     

    1. Go to Employees, click Payroll Center then Pay Liabilities tab.
    2. Scroll down and click Payment History.
    3. Change the date range to This Quarter and Last Quarter.
    4. If you see a payment already recorded, that's why the liability is hidden.

     

    If no payment is found, also check the following:

     

    1. Make sure the Show liabilities due on or before date at the top of the Pay Liabilities tab is set far enough out to capture the upcoming quarterly reminder.
    2. Right-click the MN Paid Leave item in your Payroll Item List and select Edit.
    3. Click Next to ensure the Tax Tracking Type is set to the state-specific category and the Liability Account is mapped to your Payroll Liabilities account.

     

    To make this show up as a scheduled task, you need to tell QuickBooks how often you plan to pay:

     

    1. In the Payroll Center, go to the Pay Liabilities tab.
    2. Click Change Payment Method, then find the MN Paid Leave items.
    3. Select Edit, and set the Payment Frequency to Quarterly.

     

    Once you save this, the Pay Taxes & Other Liabilities section will automatically show you when it's time to pay.

     

    If you have more questions or need more clarification, just let us know. We're here to help.

    2 replies

    J
    Janiqueca_TQuickBooks TeamAnswer
    QuickBooks Team
    April 2, 2026

    Hello there, mwhip. It's great that you've already found a way to apply those correct percentages at the employee level to keep your checks accurate. QuickBooks can be very firm about its default settings, often making it hard to change things in the main list once a state rule is set.

     

    The .88% you see was pulled in via the payroll tax table update, but it appears to be incorrect. QuickBooks locks this field in the Payroll Item List to prevent manual overrides on state-managed tax items. Because this is a system-defined tax, the software expects you to handle specific splits, like your .66% and .44% rates, directly in each employee's profile. Using the Employee Center > State Taxes > Other method is the correct way to override that locked global default.

     

    Since you mentioned you already paid it online, QuickBooks may already be treating the liability as paid, which is why it's not showing up in your Pay Liabilities window. 

     

    Here's how to check this:

     

    1. Go to Employees, click Payroll Center then Pay Liabilities tab.
    2. Scroll down and click Payment History.
    3. Change the date range to This Quarter and Last Quarter.
    4. If you see a payment already recorded, that's why the liability is hidden.

     

    If no payment is found, also check the following:

     

    1. Make sure the Show liabilities due on or before date at the top of the Pay Liabilities tab is set far enough out to capture the upcoming quarterly reminder.
    2. Right-click the MN Paid Leave item in your Payroll Item List and select Edit.
    3. Click Next to ensure the Tax Tracking Type is set to the state-specific category and the Liability Account is mapped to your Payroll Liabilities account.

     

    To make this show up as a scheduled task, you need to tell QuickBooks how often you plan to pay:

     

    1. In the Payroll Center, go to the Pay Liabilities tab.
    2. Click Change Payment Method, then find the MN Paid Leave items.
    3. Select Edit, and set the Payment Frequency to Quarterly.

     

    Once you save this, the Pay Taxes & Other Liabilities section will automatically show you when it's time to pay.

     

    If you have more questions or need more clarification, just let us know. We're here to help.

    M
    mwhipAuthor
    April 2, 2026

    Got it! All that was required was "to make this show up as a scheduled task."  Silly me assumed that the "Payroll Liability" tab would contain all payroll liabilities. The "Change Payment Method" link took awhile to locate.  Thanks for your help!

    C
    continea
    Level 5
    April 28, 2026

    Thank you for chiming in on the thread MN Rookie! To override the employer portion of the MN Paid Leave tax (Minnesota Paid Family and Medical Leave), you must adjust the rates within each individual employee's profile. QuickBooks often locks these rates in the global "Payroll Item List" because they are state-managed items, making individual employee overrides the standard way to fix a split that defaults incorrectly. Here's how to make those changes:
     

     

    1.  Open Employee Center: Go to the Employees menu and select Employee Center.
    2. Select Employee: Double-click the name of the employee you need to update.
    3. Navigate to Taxes: Click the Payroll Info tab, then select the Taxes button.
    4. Access "Other" Taxes: Select the Other tab.
    5. Override Rates:
      • Locate the MN - Paid Family Leave and MN - Medical Leave items.
      • Manually change the Co. Portion Rate to .44%
      • Ensure the Emp. Portion Rate remains at .44%
    6. Save Changes: Click OK, then Save & Close. Repeat this for each affected employee.

     

    Let us know if you have additional questions! My team and I will love to help further. See you around. 

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