Learn how to change your employees' info in QuickBooks payroll products.
Did your employee change their name, bank account, W-4 filing info, or move to a new address? You’ll want to make those or any other changes on their profile in your QuickBooks Payroll account. Here’s how.
If you just hired or are adding a new employee, see Add a new employee to your payroll instead.
Step 1: Get updated info
If necessary, get any documents from your employee showing the changes. This could be an updated W-4, or direct deposit form.
Step 2: Change your employee info
Once you have the updated info, you can make the changes in your payroll account. Select your payroll product below for steps.
QuickBooks Online Payroll
Edit an employee's info
Option 1: Update an employee from their Employee profile
- Go to Payroll, then Employees.
- Select your employee.
- If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and choose Active Employees, Inactive Employees, or All Employees.
- Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
- When finished, select Save.
Option 2: Update an employee while you run a payroll
- On the Run payroll screen, select the employee's name.
- Select Start or Edit on the section you want to update.
- When finished, select Save.
Use the table below to learn what’s in each tab. Select the links for more detailed instructions.
| Tab |
Info that can be changed |
| Personal Info |
name, address, birth date, Social Security number, phone number, gender |
| Tax withholding |
W-4 info like federal and state withholding, local taxes and exemptions |
| Payment method |
direct deposit info |
| Employment details |
employee status such as terminated, hire date, pay schedules, work location, job title, employee id, workers’ comp |
| Pay types |
hourly or salary pay, time off pay such as sick or vacation pay, other pay types such as bonus or overtime |
| Deductions & contributions |
deductions or company contributions for items like health insurance or retirement plans, garnishments |
QuickBooks Desktop Payroll
- Select Employees, then Employee Center.
- Double-click the employee name you want to edit.
- If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and choose All Employees, Active Employees, or Released Employees.
- Make changes. If you aren’t sure what section to choose, see the table below.
- Select OK.
Use the table below to learn what’s in each tab. Select the links for more detailed instructions.
Step 3: Complete new state setup if your employee moved to another state
When your employee moves to another state, you may need to set up and pay taxes in that state. See Set up employees and payroll taxes in a new state.
