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Edit or change employee info in QuickBooks Online Core Payroll

by Intuit•3• Updated 1 month ago

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

Note: If you need to change employee info in QuickBooks Online Standard Payroll, see this article

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.

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 through QuickBooks Workforce.

Option 1: Update an employee from their Employee profile

  1. Go to Payroll and select Employees (Take me there).
  2. Select your employee.
    • If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and select Active Employees, Inactive Employees, or All Employees. 
  3. Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
  4. Edit their info and select Save.

Option 2: Update an employee while you run a payroll

  1. On the Run payroll screen, 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, start date, payroll ID, pay schedules, 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, work schedule, common pay types such as overtime or double overtime pay, bonus, reimbursement, or commission, types of leaves, any additional pay types.
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.

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