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Payroll set up checklist

Note: There is a change to your QuickBooks Payroll experience. Click here to learn about the change and it's timing.

Setting up payroll will be a smoother process if you can collect the following information first:


Type of information needed

Company ·         the frequency that employees are paid (weekly, every other week, twice a month, or monthly)

·         the date you plan to start using Payroll

·         the first pay period that you’ll run within QP

Compensation, Benefits, Contributions and Deductions ·         types of compensation (hourly wages, salaries, commissions, vacations)

·         ​sick and vacation time policies

·         insurance benefits (health, dental, vision)

·         retirement benefits offered (RSP)

·         additional deductions that the employee wants withheld (for example, child support, repayments of employee advances or loans, life insurance)

·         additions (bonuses, travel reimbursements, employee advances or loans and tips)

Tax Information ·         Federal tax business number (BN)

·         CRA Payroll number

·         T4 transmitter number

·         RQ payroll information

Employees ·         employee names, addresses, and Social Insurance Numbers from your employees’ T4 forms

·         employee withholdings from the employee’s TD1 form

·         employee wages/salaries, additions, deductions, and company contributions

·        sick and vacation time hours and monies accrued

Year-to-Date History (YTD) ·         you'll need to enter year-to-date payroll information ONLY if you've started using QP after January 1 of the calendar year AND if you’ve already run payroll using another system at least once since January 1. (If you start using QuickBooks Payroll after January 1 but have not yet run a payroll this calendar year, you will have no year-to-date information to enter.)

·         year-to-date information for each employee is available on the employee’s most recent pay stub from the previous system.

·         copies of payroll liability cheques from the beginning of this calendar year to the date you started using QP

Note: once you run a payroll in QuickBooks Online, you'll no longer be able to add or edit year-to-date information. Be sure to add all employees and payroll data prior to running payroll

Payroll set up links

The following links will help guide you through the Payroll set up process:

Turn On Payroll

Set Up Pay Schedules

How to Set Up Direct Deposit

Payroll Preferences

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