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Edit employees in QuickBooks Online Standard Payroll (UK)

If you need to make any changes to an employee after adding them, you can do this easily by editing their information.

To do this, go to the  Employees or Payroll menu.

Select the employee you are making changes for in the list to open their details, and click Start to open up the section you require. Click Save once you are finished with each section.

Change the employee's personal information:

  • Legal first name and last name (not nicknames or familiar name, for example, David not Dave)
  • Gender
  • Date of birth
  • Address
  • Email address (this will be used to send the employee's payslips)

All the information you enter here is used for payroll. For example, the employee's gender determines whether they qualify for statutory maternity leave or paternity leave, the employee's age determines eligibility for auto enrolment and so on.

  • Start date – the date the employee started working for you.
  • Payroll ID – the Payroll ID is a unique number for the employee and is required by HMRC to identify an employee during RTI submissions. It will be included on the FPS (Full Payment Submission) submitted to HMRC every payday.

Note: If you’re switching from another payroll provider, we recommend keeping your Payroll ID the same to avoid reporting errors to HMRC. Just enter the previous number here. For new employees, QuickBooks generates a unique Payroll ID.

  • Paid irregularly– for RTI reporting requirements, select whether you pay this employee irregularly or on a regular schedule. Note that it should be No for most employees.
    Select No if you pay this employee on a pay schedule (for example, every week or every month).
    Select Yes if this employee is paid occasionally, not on a regular pay schedule (for example, seasonal employees, employees on maternity leave, employees on long term sick leave or employees who for any reason will not be paid for a period of three months or more).
    Note: HMRC checks if an employee has not been paid for a certain period of time and will treat them as having left the employment. To avoid this from happening, set this indicator on every FPS submitted for the employee.
  • Pay type – select Salary if you’ll be paying this employee a salary or select Hourly if you pay this employee by the hour.
  • Pay rate – enter the amount that you pay this employee, for the year or by the hour.
  • Pay method - select whether you pay your employees by bank transfer, cash, or cheque.

  • Tax code - the tax code for the employee. For more about tax codes, see Letters in your tax code: what they mean.
  • Tax calculation method - choose Cumulative if the tax is calculated on a year-to-date basis, or Week 1/Month 1 if it is on a pay-by-pay basis
  • NI number – the employee’s unique National Insurance number.
  • NI letter – the NI letter that is applicable to the employee (NI Letter A is the most common). If you enter another letter, you need some evidence that the employee is on that letter (for example, NI letter C is for employees over the State Pension Age or SPA, so a birth certificate is needed to confirm the NI letter). For more about NI letters, see NI letters and what they mean.
  • Starter declaration – select whether this is the employee's first job this year, their only job, or if they have another job or pension.
  • Company director – select Yes if this employee is a company director. See Add or remove a company director in QuickBooks Online Standard Payroll (UK).
  • Student loan – select if the employee has to repay a student loan. If you select Yes, then select a Plan type.

Note: A new employee’s P45 indicates whether you need to deduct student loan payments. If there is no P45, then use the HMRC Starter checklist to help determine if your employee has a student loan and which plan they’re on. If it is not clear which plan type the employee is on, then Plan type 1 is the default choice. HMRC can also send a SL1 Form confirming the Plan type from which student loan payments should be deducted. For the differences in the repayment plan types and other questions about student loans, see Student loan repayments on the GOV.UK website.

QuickBooks Standard Payroll now supports multiple pay schedules. 

An employee's pay schedules describes the frequency of when they will get paid. If an employer wants to pay employees at different frequencies  then they will need a way to set a pay schedules for each employee.

If the employee worked for another employer before you, you will need the following information from their P45:

  • Total pay to date – the amount the employee has been paid since 6 April.
  • Total tax to date – the amount of tax the employee has paid since 6 April.

If you’re switching from another payroll, use their last payslip, and their P11 Working Deductions sheet or details of their last FPS submission, to get the following information for payments already made to your employee for this tax year:

  • Total taxable pay to date
  • Total tax paid to date
  • Total pay subject to NI (usually the same as taxable pay)
  • Total NI paid by the Employee to date
  • Total NI paid by your business to date
  • NI letter Earnings at LEL (from the P11 or FPS submission)
  • LEL to PT (from the P11 or FPS submission)
  • PT to UEL (from the P11 or FPS submission)
  • SPP or SMP paid to date
  • Employee and Employer pension contributions
  • Total Student Loans paid to date

If you’re enrolled in a workplace pension scheme or have a staging date, but have not run payroll for an employee, you’ll see “Worker Category: Not assessed.” Until we assess your employee’s eligibility, we don’t provide the option to auto enrol.

If you’re enrolled in a workplace pensions scheme and you’ve run payroll (and the employee is making a salary above £10,000 and is at least 22 years old), the employee will automatically be enrolled in the pension.

  • Enrolled in pension - use this slider to opt the employee out of the pension or to cease their membership.
  • Employee's contribution - select if the employee’s contribution will be a % or a £ amount of the employee’s gross salary, and the amount to contribute for each payroll run.
  • Employer contribution - select if the employer’s contribution will be a % or a £ amount of the employee’s gross salary, and the amount to contribute for each payroll run.

See Employer and Employee Contribution Rates.

Note: You won’t see this section if your company hasn’t set up a workplace pension scheme or doesn’t have a staging date. See Workplace pensions in QuickBooks Online Standard Payroll.

See also

Employees and payroll (QuickBooks Online Standard Payroll, UK Only)

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