QuickBooks HelpQuickBooksHelpIntuit

Edit or change employee info in payroll

SOLVED•by QuickBooks•97•Updated January 08, 2024

Learn how to change your employees' info in QuickBooks payroll products.

Did your employee change their name, bank account, TD1 filing info, or move to a new address? You’ll want to make those or any other changes to their profile in your QuickBooks or 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

Double-check the changes with your employee. If necessary, get any documents from your employee showing the changes. This could be an updated TD1.



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.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

Edit an employee’s info

Note: Your employees can also edit some of their personal and tax info like name, address, and TD1 info through QuickBooks Workforce.

Option 1: Update an employee from their Employee profile

  1. Go to Payroll and select Employees (Take me there).
  2. Select the employee's name.
    • 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. 
  3. Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
  4. Edit their info, select Save, then select Done.

Option 2: Update an employee while you run a payroll

  1. On the Run payroll screen, select the employee's name.
  2. Select Start or Edit on the section you want to update.
  3. Edit their info, select Save, then select Done.

Use the table below to learn what’s in each tab.

TabInfo that can be changed
Personal infoName, address, birth date, Social Insurance number, phone number, gender
Employment detailsEmployee status, hire date, pay schedules, work location, job title, employee id
Tax withholdingTD1 info like federal and provincial withholding, and exemptions
Payment methodDirect deposit info or pay by paper cheques
Vacation policyAdd a vacation policy
Pay typesHourly, salary, or commission only pay, time off pay such as sick pay or unpaid time off, other pay types such as bonus or overtime
Deductions & contributionsDeductions or company contributions for items like health insurance, retirement plans, loan repayments, and so on.
Emergency contactAdd employee's contact in case of an emergency

Edit an employee’s info

  1. Go to Employees and select Employee Centre.
  2. Double-click the employee’s 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.
  3. Make changes. If you aren’t sure what section to choose, see the table below.
  4. Select OK.

Use the table below to learn what’s in each tab. Select the links for more detailed instructions.

TabInfo that can be changed
PersonalName, SIN, Birth date
Address & ContactAddress, Phone number
Additional InfoEmployee No
Payroll InfoPayroll schedule

hourly or salary pay, other pay types or deductions or company contributions for items like health insurance

Taxes info like federal, other taxes and exemptions

Time off pay such as sick or vacation pay
Employment InfoHire date, employee status, Release date

Was this helpful?

You must sign in to vote, reply, or post

Sign in for the best experience

Ask questions, get answers, and join our large community of QuickBooks users.

More like this