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Set up and manage pay schedules in Standard Payroll

This article is a PON, EE profile page.

For US agents only

IOP (all versions) and QBOP (all versions)

If a customer insists on using a less frequent pay schedule such as quarterly, semi-annually, or annually, you can suggest these workarounds:

  • Set up the employees as commission-only.
  • Use a monthly pay schedule, skip months when the employees aren't to be paid, and override FIT/SIT withholdings as appropriate.

However, we don't recommend these workarounds for the following reasons:

  • Some states don't allow employees to be paid so infrequently. (The employer should check with their state's employment agency.)
  • The employees may not be included in the employee counts on Form 941 and quarterly state forms.
  • It may be difficult to correctly calculate the FIT and SIT amounts.

Important:

Due to a known issue, those employers on a weekly pay schedule, that get moved over to a 5-day lead time, won't be able to submit the next payroll in Full Service Login until the pay date for the current pay schedule has passed. Below are the current workarounds:

  • Change pay method from direct to cheque. This will allow the customer to submit payroll after the pay date has passed for the next pay period.
  • Change pay schedule to every other week.
  • Submit payroll for customer through Public Login and choose the pay period and pay date the customer wants to use.
  • Edit the pay schedule for the customer:
    1. Public Login to the customer's account.
    2. Select Setup.
    3. Select Pay Schedules.
    4. In Pay Schedules, select Edit ✏️ next to the schedule to be updated.
    5. Change the pay schedule to the following pay period.
    6. Confirm the pay schedule and select OK.
    7. The customer will create unscheduled cheques, choose the next pay period and edit the pay date.

Quarterly, semi-annual, and annual pay schedules

Our system doesn't support pay schedules available for payrolls less frequent than monthly. The customer will need to set up a monthly pay schedule. They can then run payroll as needed, skipping months in which employees won't be paid.

However, since our system uses an annualised tax calculation method, the taxes will be calculated at a higher rate. This is because the taxes are based on wages that are multiplied by 12 months, instead of by the number of pay periods in a year. For example, suppose an employee is paid quarterly, and has gross wages of $5,000 per quarter. The system will multiply the $5,000 by 12 months in the year, so it will calculate taxes based on annual wages of $60,000, instead of on the actual annual wages of $20,000.

If the customer doesn't want taxes calculated at the higher rate, they will need to contact us when it's time to run payroll so we can override the FIT/SIT amounts. The customer can use a payroll payment calculator to find the FIT/SIT amounts based on the actual amount of pay. See Override federal or state income tax for more information.

Setup, assign, and edit pay schedules

Intuit Full Service Payroll customers may not create or adjust pay schedules. Intuit Full Service Payroll customers can only select from currently existing pay schedules. If a customer wants to have a new pay schedule, you must first create the schedule for them. QuickBooks Full Service Payroll customers can create and adjust their own schedule.

Create a new pay schedule

  1. Public Login to the customer's account.
  2. Select Setup.
  3. Select Pay Schedules.
  4. In Pay Schedules, select Create.
  5. Select a pay period frequency. Options include:
  • Every Week
  • Every Other Week
  • Twice a Month
  • Every Month
  1. Enter the requested pay period dates and select OK.
  2. Verify if the pay schedule is correct and select OK.

Edit pay schedule

  1. Public Login to the customer's account.
  2. Select Setup.
  3. Select Pay Schedules.
  4. In Pay Schedules, select Edit next to the schedule to be updated.
  5. Make necessary updates and select OK.
  6. Confirm the pay schedule and select OK.
https://community.intuit.com/articles/1436677

Learn how to set up and assign pay schedules to pay your employees in QuickBooks and Intuit payroll.

Here are the types of pay schedules you can assign your employees to:

  • Weekly: Pay your employees every week on a specific, recurring day of the week. Many businesses schedule paydays every Friday, which makes 52 payouts per year.
  • Monthly: Pay your employees once a month on a specific, recurring date. This makes 12 payouts a year.

To set up, assign, or update pay schedules choose your product below, follow the steps for the payroll product you use.

Create a Pay Schedule

  1. Go to Settings ⚙, select Account and Settings and then select Payroll.
  2. In the Payroll section, select Pay Schedule.
  3. Select Add a pay schedule.
  4. Enter how often do you pay your employees and their first pay date.
  5. Select the days for which you are paying your employees.
  6. Enter the name for the pay schedule.
  7. Select Save pay schedule.

Assign employee a pay schedule

  1. Select Employees or Payroll menu, then Employees.
  2. Select the employee's name.
  3. In the Pay Schedule section, select Start.
  4. Select the Pay schedule that you have created.
  5. Select Save pay schedule.

Update or delete a pay schedule

Important: If the pay schedule has already been assigned to an employee and used in payroll you will not be able to delete this schedule. If you still want to delete the pay schedule, reassign the employees to another pay schedule first.

  1. Go to Settings ⚙, select Account and Settings and then select Payroll.
  2. In the Payroll section, select Pay Schedule.
  3. Select Edit schedule.
  4. Update the pay schedule's info and select Save pay schedule or select Delete to remove it.

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