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Edit or change employee info in QuickBooks Online Payroll

by Intuit•6• Updated 4 days ago

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

This article is for customers who use QuickBooks Online Core, Premium, or Elite Payroll.

Did your employee change their name, bank account, tax 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 tax form. If you just hired or are adding a new employee, see Add a new employee to your payroll instead.


Edit or change your employee info

Once you have the updated info, you can make the changes in your payroll account.

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 NI number, NI letter, or other payroll forms using QuickBooks Workforce.

Option 1: Update an employee from their Employee profile

Follow this link to complete the steps in product Open this link in a new window

  1. Select your employee.
    • If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown â–Ľ and select Active Employees, Inactive Employees, or All Employees. 
  2. Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
  3. When finished, select Save.

Option 2: Update an employee while you run a payroll

Follow this link to complete the steps in product Open this link in a new window

  1. Select Run payroll, then 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, email, address, date of birth, gender.
Employment detailsEmployee status, hire date, payroll ID, pay schedule, manager (optional), department (optional), is the employee paid irregularly, billing rate, is the employee billable by default.
Tax informationTax info like NI number, Starter declaration, Tax code, NI letter, Tax calculation method, appointment date and director calculation method if the employee is a company director.
Payment methodBank transfer, cash, or pay by paper cheques.
Pay typesHourly, salary, or commission only pay, rate per hour, pay frequency, salary, or contracted hours per week based on pay type and work schedule.
Additional pay typesCommon pay types such as overtime or double overtime pay, bonus, reimbursement, or commission, or any additional pay types.
Statutory leaveSet up statutory leaves like statutory sick pay, statutory paternity pay, or statutory neonatal care pay.
Workplace pension, loan & other deductionsWorkplace pension, loan status, and deductions or employer contributions for items like after-tax deductions or repayments.
Emergency contactAdd details of employee's contact such as name, relationship, phone number, and email address in case of an emergency.