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Level 1

How to change employee status

QuickBooks Team

How to change employee status

Hello there, dave108,


I'm here to help change the status of your employee.


In QuickBooks Online (QBO), you can set an employee to Terminated or Not On Payroll. If you do this:

  • They will no longer appear in your active payroll, but their profile and pay records will remain in your account.
  • They can still access
  • You are no longer billed for that employee.
  • Pending direct deposit will still process unless the check is deleted.

Let me show you how it's done in QBO:

  1. Go to Workers from the left navigation bar.
  2. Find the employee's name and hit the Edit () icon beside Employment.
  3. Update the status appropriately, then click Done.

After you've changed the status to one of these two, options, your employee's names will appear in reports with an asterisk to indicate they're inactive. Here's an article for additional information: Delete or terminate an employee.


Stay in touch with me if there's anything else you need concerning payroll. I always have your back.


Thank you and stay safe!

Level 1

How to change employee status

We have an employee that is no longer salary, but will come in  to help periodically.  Her last day was officially 4/30/2020, but she came in on 5/5 and worked for 5 hours for further training of me.  We have QuickBooks pro.  How do I change her status to temp/hourly and pay her the 5 hours?  We may not need her help for a while.


Thanks for your help,


Linda Henderson


How to change employee status

Hi there, Linda.


Thank you for reaching out to the Community. I'm here to lend a hand.


In QuickBooks Desktop, you can pay the employee for hours worked by modifying the salary rate directly on the paycheck. Here's how:


  1. From the Employees menu, select the Payroll Center.
  2. Select the Pay Employees tab.
  3. Select Start Scheduled Payroll.
  4. Select the name of any employee and click Open Paycheck Detail to review paycheck.
  5. Under the Earnings table, enter the correct salary rate for this pay period based upon hours worked.
  6. Click Save and Close.

To learn more details, you can consider checking out this link.


With the instructions above, you're now able to pay the employee's hours worked.


Please let me know if you need more help.

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