Adding employees in QuickBooks Online Core Payroll
by Intuit•2• Updated 1 week ago
Learn how to set up your new employee in QuickBooks Online Payroll Core.
Step 1: Get employee info
Before adding an employee to your payroll, make sure you have the following information readily available for that employee:
- Their basic information like their name, email address, date of birth and contact info.
- Work location
- Their last payslip and FPS (Full Payment Summary) submission
- P11 Working Deductions
- Total taxable pay, total tax paid, and total pay subject to NI
- Total NI paid by employee and your business, respectively
- NI letter
- Earnings at LEL, LEL to PT, and PT to UEL, which can be found on the P11 or latest FPS submission
- Statutory Paternity Pay (SPP) or Statutory Maternity Pay (SMP) paid to date
- Employee and employer pension contributions
- Total payments towards student loans and postgraduate loans
Accurate reporting to HMRC is crucial. You can use the Starter Checklist for PAYE checklist or the employee’s P45 form.
Step 2: Add your employee
Now that you have the necessary documents, let's set up your new employee.
You can set up some info, then invite your employee to add the rest of their details. Or, you can follow these steps to add all their employee info.
- Go to Payroll, then select Employees (Take me there).
- Select Add an employee.
- Add your employee’s name, email address, and hire date.
- Select Add employee.
Tip: If you want them to enter their own personal, tax, and banking info, make sure Employee self-setup is on. - Select Start or Edit to any section to add the remaining employee info.
- When you’re done, select Save.
If you need to make changes to an employee who is already in the system, see Edit or change employee info in payroll instead.
Step 3: Add employment details
Once you have added an employee in QuickBooks, you can proceed to enter their employment information. Select the relevant section to set up each area.
More help
Looking for guidance on navigating QuickBooks Online Core Payroll? Check out this resource page with how-to guides to help you.
Sign in now for personalized help
See articles customized for your product and join our large community of QuickBooks users.