Adding an ex-employee to Quickbooks online for W-2

Hello there, Chicken2024.

I'll gladly assist you in adding your employees along with their prior payroll info in QuickBooks Online Payroll.

It's important to note that the data being entered is for the current calendar year, and there have been no paychecks processed for the employee(s) yet.

Here's how:

1. Sign in to QuickBooks Online as the primary admin.
2. Navigate to the Payroll tab and select Overview.
3. Add all of your employees paid this year in the Tell us about your team task. Include all employees that no longer work for you. Make sure to set up each pay item, deduction, contribution, and tax showing on their pay stubs or reports.
4. Next, to Add your payroll history, select Start.
5. Enter the necessary information.

Check out this article for more details: Add pay history to QuickBooks Online Payroll

Furthermore, you may refer to these resources for future guidance on printing W2s, wrapping up this year’s payroll, and preparing for the next with QuickBooks Online Payroll:

• Print your W-2 and W-3 forms
• Year-end checklist for QuickBooks Online Payroll

Keep me posted if you need further assistance managing employees and in QuickBooks. I'll be here to provide you with the support you need.

I do not have a "Tell us about your team" link to click on. 

We started using QB online in October 2023.

Adding the ex-employees did not cross my mind to add them. 

Thanks for the prompt response, @Chicken2024. I appreciate you providing additional details about your concern. I'm here to ensure you get pointed in the right direction for support regarding adding the payroll history of your employees.

The steps shared by my peer above can be applicable if you haven't run or created any paychecks using your QuickBooks Online (QBO) account. Based on what you've shared, I take it that you have already created a paycheck since you started in October 2023, which is one of the main reasons you will not see the option to add your employees' payroll history.

If so, you can reach out to our Payroll Support Team to assist you with this matter. They have tools that can help you add payroll historical data to QBO. Here's how:

1. Log in to your QBO account.
2. Click the ? Help button at the top right corner.
3. Go to the Search tab, then select Contact Us.
4. Enter a brief discussion with your concern, then click Continue.
5. Choose a way to connect with us.

Please review our support hours to ensure we can address your concerns promptly.

Additionally, you can visit this article to provide a detailed breakdown of your employees' wages, deductions, and tax information for a specific period: Run payroll reports.

If you have further questions or concerns about adding your employees' payroll history to QBO, please don't hesitate to let me know. We are available 24/7 to answer all of them. Have a great day ahead!