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Edit or change employee info in payroll

by Intuit• Updated 1 month ago

Learn how to change your employees' info in QuickBooks Online Payroll and QuickBooks Desktop Payroll.

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.

Double-check the changes with your employee. If necessary, get any documents from your employee showing the changes. This could be an updated TD1 or a direct deposit form. If you just hired or are adding a new employee, see Add a new employee to your payroll instead.



Step 1: Edit or 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 your employee.
    • If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and select 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 and select Save.

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. Select the links for more detailed instructions.

TabInfo that can be changed
Personal infoTitle, name, preferred first name, email, address, birth date, Social Insurance number, phone number, gender.
Employment detailsEmployee status, hire date, pay schedules, work location, manager (optional), department (optional), job title, employee id, billing rate, is the employee billable by default.
Tax withholdingTD1 info like federal and provincial withholding, and exemptions.
Payment methodDirect deposit info or pay by paper cheques.
Vacation policyAdd a vacation policy and related details.
Pay typesHourly, salary, or commission only pay, rate per hour, pay frequency, or salary based on pay type, time off pay such as sick pay or unpaid time off, other common pay types such as bonus or overtime.
Deductions & contributionsDeductions or company contributions for items like health insurance, retirement plans, loan repayments, dental benefits, and so on.
Workers' compensationRate description. New rates can be set from Payroll settings.
Emergency contactAdd details of employee's contact such as name, relationship, phone number, and email address in case of an emergency.
  1. Go to Employees and select Employee Centre.
  2. 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 select 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.

The fields and tabs can vary depending on your payroll service. Use the tables below to learn what’s in each tab. Select the links for more detailed instructions.

TabInfo that can be changed
PersonalName, SIN, Gender, Birth date.
Address & ContactAddress, Phone number, Email.
Additional InfoEmployee No, Account No, Billing Rate Level.
Payroll Info
  • Payroll schedule.
  • Pay frequency—Daily, weekly, biweekly, monthly, or other.
  • Employer deferred dental benefits.
  • Earning details—salary, vacation, or other hourly/annual rates.
  • Additions, deductions, or company contributions for items like health insurance.
  • Direct deposits.
  • Taxes info like federal, provincial, or other taxes and exemptions.
  • Accrual hours or time off pay such as sick or vacation pay.
Employment InfoHire date, Release date, ROE code, Occupation.

Step 2: Complete new province setup if your employee moved to another province

When your employee moves to another province, you may need to set up and pay taxes in that province.

Money movement services are provided by Intuit Canada Payments Inc.

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