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Level 1

Workforce - can access be removed?

Hi,

 

We are looking at setting up Workforce for our employees to view paystubs, but have a couple of questions. First, if we decide we don't want to use it in the future, are we able to stop it so that employees will not get future paystubs? Also, if an employee is terminated, will they still have access to Workforce?

 

The reason we are uncertain and may decide we don't want to use it in the future is that we sometimes give bonuses that we might not want employees to get advanced notice of via the paystub email, as they are a surprise. If we can't figure out a way to work around this, we may decide to stop using Workforce, in which case we won't want employees continuing to get paystub access.

 

Any help with this would be greatly appreciated! Thank you in advance.

Solved
Best answer June 27, 2019

Best Answers
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QuickBooks Team

Workforce - can access be removed?

Hi there, 

 

QuickBooks Workforce is a great way to give more access to your employees so they're able to view their own pay stubs. This will save you tons of time. I'd be happy to share some more information about Workforce to help you decide if this is a good fit for you.

 

All the answers to your questions and more can be found in this article: Invite employees to view pay cheques online.

 

At this time, you're unable to stop using Workforce once you've sent employee invites. As explained in the article I've linked to this response, changing the email of your employee won't limit their access to the portal, and they'll continue to have access using the initial email they were invited with. You're unable to withhold certain pay cheques (surprise bonus cheques) when you're using Workforce. Your employees will be able to access each pay stub in the same way. Workforce is still a relatively new addition to QuickBooks Online, so we're in the process of adding even more awesome features to make it better. Stay tuned for more to come in the future of Workforce. I'd also be more than happy to share theses suggestions with my team for review. 

 

I hope this helps answer your questions. Feel free to reach back out if I've missed anything. 

 

Have a great day!

 

 

 

View solution in original post

14 Comments 14
Highlighted
QuickBooks Team

Workforce - can access be removed?

Hi there, 

 

QuickBooks Workforce is a great way to give more access to your employees so they're able to view their own pay stubs. This will save you tons of time. I'd be happy to share some more information about Workforce to help you decide if this is a good fit for you.

 

All the answers to your questions and more can be found in this article: Invite employees to view pay cheques online.

 

At this time, you're unable to stop using Workforce once you've sent employee invites. As explained in the article I've linked to this response, changing the email of your employee won't limit their access to the portal, and they'll continue to have access using the initial email they were invited with. You're unable to withhold certain pay cheques (surprise bonus cheques) when you're using Workforce. Your employees will be able to access each pay stub in the same way. Workforce is still a relatively new addition to QuickBooks Online, so we're in the process of adding even more awesome features to make it better. Stay tuned for more to come in the future of Workforce. I'd also be more than happy to share theses suggestions with my team for review. 

 

I hope this helps answer your questions. Feel free to reach back out if I've missed anything. 

 

Have a great day!

 

 

 

View solution in original post

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Level 1

Workforce - can access be removed?

Thanks for the quick reply. Just to clarify, if we decide in the future to stop using Workforce, we have to edit each employee's access information individually? What specifically would we need to change? I saw that you said email but in the article you referenced, it says this: "Once your employee accepts your invite and logs in to QuickBooks Workforce, changing their email in QuickBooks Payroll won’t affect their account or access." So I just want to be sure. Also, thank you for that article link. I had found that article previously and read it, but when I did it did not have the "learn more" section at the bottom that had some useful information.
Highlighted
QuickBooks Team

Workforce - can access be removed?

Hello again, Kyla. 

 

My mistake! You're absolutely right that once your employee accepts your invite, changing the email in QuickBooks Online won't affect their access to Workforce. I've edited my above response to reflect that just in case others have similar questions or concerns. 

 

As I said above as well, I'll be passing this feedback over to my product development team to review for future updates. I'm really excited for where this feature is going!

 

I hope this helps clarify things for you, and helps you decide if Workforce is right for you. I'm glad you found the article I sent you helpful. Let me know if I can help in any other way. 

 

Cheers.

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Level 1

Workforce - can access be removed?

Thanks for clarifying! I guess at this time we will have to wait. If you could suggest a feature to "opt out" in the future that would just shut it down for all employees (allowing the 18 month viewing window as it does for terminated employees) that would be great! I do hope something like that can be implemented in the future as it is sometimes nice to try things out, but may not necessarily be something you want to continue. Thank you for your help with this!
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QuickBooks Team

Workforce - can access be removed?

You're welcome! I'm happy to help. :)

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Level 1

Workforce - can access be removed?

So what do we do if an employee forgets his password to quickbooks workforce and no longer has access to the original email used to sign up for it? I am stuck in a situation where quickbooks support tells the employee that I need to delete his workforce account so he can make new one but I have no way of deleting it. So what am I supposed to do so he can get access again since I can't change the email and invite him again?

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QuickBooks Team

Workforce - can access be removed?

Hi there, 

 

Thanks for joining the conversation about QuickBooks Workforce. 

The solution is quite simple. Have your employee submit an Email Change Request form. You can find that document here: Email Change Request Form.

 

Once filled out, the employee will be able to change their Workforce email and then reset their password. 

 

If you have any other questions, let me know. 

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Level 1

Workforce - can access be removed?

I submitted the email change request for the employee. He received an email that stated it could not be approved because the name did not match on his ID. I sent in his Alabama license which has a name format of:

FIRST MIDDLE

LAST

 

It is a common problem for people viewing this license to see the "FIRST MIDDLE" as "FIRST LAST"

 

So Intuit thinks the name is wrong because the nature of the way Alabama IDs format the name. Do I need to just keep submitting this change request until an employee who pays attention views the ID? Or is there someone I can contact who can look at it again and realize it's the correct name?

 

(His middle name wasn't input on his profile in our QB file so it likely doesn't show up in his workforce account)

Highlighted
QuickBooks Team

Workforce - can access be removed?

Thanks for reaching back out with updates. 

 

I can see how this would put a dent in the email change process. It's my understanding that there's a computer scanning through the documents, which is why there may be issues found when seeing an ID of this format. 

 

I'd encourage you to reach out to our tech support team for further assistance in regards to submitting the email change request. 

 

Here's how to contact us: 

 

Phone: 1-833-317-2226 from Monday to Friday from 9 a.m. to 8 p.m. ET or Saturday from 9 a.m. to 6 p.m. ET

Schedule a Callback: click (?)Help in the upper right > click Contact Us > explain your situation > click Let's Talk > choose Get a callback

Social Media: Facebook and Twitter from Monday to Friday between 9 a.m. and 8 p.m. ET

Chat: click (?)Help in the upper right > click Contact Us > explain your situation > click Let's Talk > choose Start a Chat

 

I'm confident our team will help get this resolved for you. 


Take care. 

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Level 1

Workforce - can access be removed?

We turned it on and we wish we hadn't. It shows a different paystub for salaried workers than what prints out. Now we can't turn it off.

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Level 1

Workforce - can access be removed?

We are actually cancelling quickbooks payroll because we cannot delete workforce. Workforce shows SALARIED employees a fake number of HOURS and a false HOURLY RATE.  We don't track salary employee hours, so someone could work 30 hours or 60 hours and still be paid their flat weekly salary.  

 

But the employee sees a fake number like 40 and a fake hourly rate computed from this number. How confusing and stupid. And imagine the employee who works 60 hours and sees 40 on their paycheck. How many hours do you think the employee is going to work next week?  How resentful will he or she be when told to work more than 40 hours.  Far from being a benefit, get ready to deal with lots of questions from an angry workforce.

 

As you can imagine there are serious consequences for false statements to employees on their paystub.  Twenty-six states have specific laws about paystubs, including Texas. Making a false statement about hours worked and an hourly rate is an invitation for trouble. And imagine an unpaid overtime time claim, where the employer is trying to say someone is a salaried employee, but the jury sees a paycheck stub with an hourly rate.

 

Quickbooks has caused some major headaches but nothing as bad as this. Customer support can only say (1) we can't remove the hourly rate for salary employees, and (2) we can't turn off workforce.

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QuickBooks Team

Workforce - can access be removed?

Hi there. I'd be sad to see you go. I want to make sure you get the support you need. Please contact our support team for further assistance using this link here.

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Level 1

Workforce - can access be removed?

Terms of service says if an employee revokes consent with the employer, employer has to cancel workforce. But there does not seem to be a way to do this.  When I copy and paste it messes up the numbers, the original is here at the bottom.  https://workforce.intuit.com/app/payroll-employee-portal-ui/eula

 

  1. ADDITIONAL TERMS AND CONDITIONS FOR THE QUICKBOOKS WORKFORCE SERVICES 

Your use of the Services provided by Intuit are subject to the General Terms of Service above including these Additional Terms and Conditions which govern your use of the Services indicated below.  These Additional Terms and Conditions shall prevail over any conflict or inconsistency with the General Terms of Service above.

 

Users of QuickBooks Workforce: You may choose to exchange certain supported payroll or tax related forms (W-2, W-4, etc) or paychecks (collectively “Forms”) and their associated data, with your employer, by logging into the QuickBooks Workforce product (“Services”). If you choose to exchange electronic Forms and associated data with your employers through the Services, you agree to the following:

  1. Representations and Consent. Once you consent to electronic Forms, your employer will exchange them with you in electronic format through the Services until you withdraw your consent through your employer. Additionally, with your consent, under penalties of perjury, you declare to have examined the Forms and, to the best of your knowledge represent the information provided is true, correct, and complete. Intuit is not responsible for any Content or data you submit through the Forms or Services. You may also be provided the ability to electronically sign the Forms and through your consent agree to use the electronic method of signature provided or required.
  2. Withdrawal of Consent:
  3. You may withdraw your consent to exchange electronic Forms solely by contacting your employer directly in writing.
  4. If you withdraw your consent to receive any of the Forms electronically, your access to all Forms will be discontinued and you agree to no longer access the Services.
  5. Notice of Termination. If your employment is terminated or if you leave your employer voluntarily, that employer is no longer obligated to provide you with copies of your Forms in electronic format. If your employer decides to stop using the Services, that employer may no longer be able to provide you with electronic access to your Forms and you may not be able to access any data provided through the Services.
  6. Updating Information. You must notify your employer if your contact information changes. Your employer will update the required information, including but not limited to your mailing address, email address, and any other contact information that may affect delivery or exchange of your Forms.
  7. Hardware or Software Requirements.  The decision whether to do business electronically is yours, and you should consider whether you have the required hardware and software capabilities described below. In order to access, exchange and retain electronic Forms, you will need a supported browser and an email address. As applicable, by selecting the "I Accept" or "Sign Up" button, you are confirming to us that you have the means to access, exchange and to print or download electronic Forms. The Forms may be required to be printed and attached to your Federal, State and/or local income tax returns. The electronic Forms will be available until at least October 15 of the year following the calendar year that the electronic Form was made available to you.

December 2019

 

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Level 1

Workforce - can access be removed?

We had to port over to another company and all the employees as well, my employees are not seeing the paystub online from this "new company". Somehow it's linked to the old one. How do I fix this, since I cant remove access and reinvite them again