How do I pay a recently terminated employee?

Hello @UniversityAZ:

 You create the paycheck the same as you would normally do. If the employee is  paid salary, you will have to do a manual calculation and adjust their pay accordingly. Then enter the details on the employee, by editing their employees information  and entering their termination date.

Be sure to Make them in active and you won’t be charged for them anymore .  

Also, You can select just pay that one employee,  Even though all the names of the populate when you select the pay cycle.

lynda

Also, if they were marked terminated already, you need to un-terminate them, remove the termination date, and order to create that final paycheck.

Thank you Lynda! 

What if our state laws require it to be paid within 3 days? When I go to preview her payroll it shows it will be pid on 2/4.

It is kind of ridiculous for the amount of money we pay for the software, it doesn't calculate for you according to termination date. Manually calculating will result in possible errors. Any plans to automate this????

You've got a great idea there, @HRman.

I understand how useful it is to have QuickBooks automatically calculate the termination date of your employee. This way, you'll be able to process their last paycheck with ease.

I recommend that you send your feedback to our Development team. They can then review your suggestion and possibly include it in future updates.

Here's how in your QuickBooks Online (QBO) account:

1. Go to the Gear icon.
2. Select Feedback.
3. Enter your comments or product suggestions.
4. Then select Next to submit feedback.

In the meantime, you'll want to manually calculate your employee's termination date. I got you this article that will assist you in processing your employee's final paycheck: Create final paychecks for terminated employees. You can also seek additional advice from your accountant. This way, you can avoid any errors and ensure the accuracy of your payroll

Furthermore, I'm adding this resource for your reference. This will guide you on how to enable your employees to view their paychecks online: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more.

I'll be available if you require additional assistance with your payroll and QBO. Please leave a response and I'll get back to you as soon as possible. Have a wonderful day!

I have some former employees that I need to pay. Now that we are funded, how can I pay them? I do have their entry and exit dates of employment. Can anyone assist me? I need help with this issue badly. 

Hello there. I understand the importance to get your employees paid. I'm here to guide you on how you can pay your former employees.

If the former employee is already marked terminated on your account, you'll need to un-terminate them or make them active again, remove the termination date, and order to create that final paycheck. I'll show you how.
 

1. Click the Payroll menu in the left navigation bar and choose Employees.
2. From the Active Employees drop-down, select Inactive Employees.
3. Double-click the employee's name.
4. Beside the Employment, click the pencil icon to edit.
5. Change the Status from Terminated to Active.
6. Then select Done to save changes.
    

In reference, you can refer to this article: Terminate or change your employee's status on the payroll.

Once done, you're ready to proceed with paying your employee. You can refer to this article for detailed steps: Create final paychecks for terminated employees. This also includes further guidance in understanding the final paycheck guidelines.

Moreover, you can also seek further advice from your accountant to secure the accuracy of your books. For they know what's best for your business.

In case you'll want to run payroll reports in the future, you can check out this article: Run payroll reports. This includes all the lists of payroll reports available in QuickBooks Online.

If you have further concerns or clarification about paying your employee in QuickBooks feel free to post a reply. Have a good one!

I paid an employee on 4/7/23 who had been terminated on 4/3/2023.  We received a message that QB could not sync our payroll entries.  Can I just change his termination date to the day he was terminated?

see message below from QB:

You can’t modify transactions for deleted employees. If you didn’t mean to delete them, restore the employee and then modify. If you did mean to delete them, undo the transaction.

I'll share with you information on what you can do. 

 Inactive employees can cause errors in syncing payroll entries in QBO. To sort this out, you'll want to activate the inactive employees. Then, inactive them again after syncing.

Here's how:

1. On your QBO account, go to the Payroll section.

2. On the Payroll page, select the Overview tab.

3. Errors can be seen in the TO DO LIST box.

4. Select the View details to see the needed information to be fixed. 

To activate inactive employees, follow these steps how:

1. On the Payroll page, select the Employees tab.

2. In the Active Employees dropdown, choose All Employees. 

3. The exclamation point indicates inactive employees. 

4. Click the employee to edit, and enter missing information.

5. Select the Action dropdown on the employee's page, then click Change status.

6. Choose Active to activate them on the payroll. 

Additionally, you can run some payroll reports in QuickBooks. This way, you can get a closer look at your business's finances and view useful information about your business and employees. 

For additional QuickBooks-related concerns, don't hesitate to post them here in the Community. We're always available and willing to lend a hand to your queries. Have a great day ahead.

Thanks for your response.  On further point is, does QuickBooks Online automatically sync when I mark the terminated employee as Active?

Yes, @Richard. Once you change the status to active, it will alter automatically in QuickBooks Online Payroll.

When you toggle it from terminated to active, it will sync automatically on your employee's profile.

I'm showing you a screenshot below to see the difference:

Additionally, if you want to set up a workforce account for your employees, refer to this article for more information: Set up QuickBooks Workforce account. 

Comment below if you still need our guidance on your employee-related concerns. Have a wonderful day ahead.