How do I hire someone with an out of state address? Do I need an address in state?

Good day, mwilson5034.

Yes, QuickBooks will ask you to enter the employee's home address so you can complete the setup. Here's how:

1. Go to Workers menu and select Employees.
2. Click Add an employee.
3. Enter the employee's personal information, then proceed to Step 2 to enter the W4 details.
4. Click Enter W-4 form, then select the correct W4 (2019 or earlier or 2020 or later).
5. Enter the employee's home address.
6. Enter all other details and click Done.

Her's an article about adding an employee for more details: Add Or Edit An Employee In Online Payroll.

I'll be around if you need more payroll help. 

Thank you for the response. So to be clear, the entered address is required to be in the same state as our company? 

Thank you for the response. So to be clear, the listed address has to be in the same state as our company? 

Thanks for coming back to this thread, mwilson5034.

No, you'll have to enter the home address (the address where your employee lives) in the W-4. You can follow the steps provided my colleague JenoP in setting up your employee.

I've added an article that will help you in managing your employee in QuickBooks Online: Adding and editing an employee.

You always visit us again if you have any other concerns or questions about employees. The Community is always here to help.

Hello, 

Thank you for the continuing assistance. To reiterate, when I try to follow JenoP's instructions and enter employee information, I only have the option to select NY as the state. Our employee doesn't live in NY, so the zip code doesn't match and the information isn't able to be added. 

Why do I only have the option to select NY for my employee? 

Hi there, mwilson5034.

It could be the state where the employee lives was opt out in your account. To check this, I suggest contacting our Support Team. They have the tools like screen sharing to verify your account set up and investigate why you're unable to select the employee's state.

Here's how to contact them:

1. Open your QuickBooks Account.

2. At the top right, click the Help icon.

3. Click Contact Us.

4. Under What can we help you with?, enter any concerns.

5. Click Let's Talk.

6. You'll be routed into the Choose a way to connect with us page.

7. Select how you want to contact them and fill in the information.

Please check this article for additional information on how to set up work location and things you need to know if you have multiple work locations in different state: About multistate employment payroll situations.

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

Did you get an answer? I am literally waiting on hold to find out some sort of answer.

Thanks for joining in on the thread, SethL.

An employee that works in a different location other than your primary company location requires you to set up a new one. Here's the process that we need to take:

1. Create a new work location
2. Assign the employee to the new work location

For the detailed steps and FAQs about how work location works, you can browse this article: Set up and assign a new work location.

Since this is a discussion about having multiple work locations, you might want to know more about the multistate employment rules: About multistate employment payroll situations.

Please let us know if you have additional queries about this. Have a great day!

James, thanks for your reply. But it's not helping yet so i apologize. This employee is out of state and works fully remote now because of COVID. I need to set up the work location as her residence since that is where she will be working. 

Hi SethL,

To add the employee's current address as their work location, here's how:

1. Go to the Gear > Payroll Settings.
2. Under Business Information, click the Work Location link.
3. Select the Add a Work Location link.
4. Enter the employee's current address and click Save.

Once done, select the address on the employee's setup.

1. On the left panel, click Workers > Employees.
2. Select the employee's name, and click the pencil icon next to Employment.
3. Choose the work location you just created from the Work Location drop-down.
4. Click Done.

With regard to the multistate situation, I'd recommend consulting with your accountant or tax advisor to make sure your payroll reports are accurate. I've got this article for more information: Multistate situations

You can also reach out to our Customer Care Team for further assistance. 

Here are the steps:

1. Click the Help icon located in the upper right-hand corner.
2. In the Help window, click the Contact Us button located at the bottom.
3. Enter your question and click Let's talk.
4. Select Start messaging or Get a callback.

Please feel free to add a reply on this thread if you have any additional questions or other concerns. Take care and stay safe.

The issue I am having is not a work location in another state.

It is the employee works in one state but lives in another state.

When  adding the employee - in the drop down menu the only state available to be picked for the employees home address is the state the employee works in not works in. 

How do you get around that? 

Welcome to the Community, @lkeyser.

When setting up an employee's home address, all states should appear from the drop-down. Let's perform some troubleshooting steps to get this fixed and get you back to working order.

There are times that the browser stores frequently-accessed data, thus causing websites, like QuickBooks Online (QBO), to act weirdly. Let's try logging in to your QBO account using a private browser.

To use a private browser, here's how:  

• For Google Chrome: Ctrl + Shift + N
• For Mozilla Firefox: Ctrl + Shift + N
• For Internet Explorer: Ctrl + Shift + N
• For Safari: Command + Shift + N

Once logged in, go back and try to select the state of your employee again to double-check.

If this works, it means that you need to clear the browser's cache so the system can start fresh.

If they get the same result while using a private browser, I recommend switching to a different one. 

You might want to read this article to know more about multistate employment: About multistate employment payroll situations.

Please know you can continue to reach me here with any additional questions. Thanks for coming to the Community, wishing you continued success.

Did you get an answer to this? I am having the same issue. Temp employee lives in WA state but will be working here in Idaho. It automatically shows ID in the W4 section and I cannot change it. 

I appreciate you for bringing this one to our attention, jaymew3.

I've checked here on our end and there's no reported case about this one. Let's try performing the steps provided by my colleague Mark_R to better isolate if this is a browser issue or not.

Then, try entering the home address again (the address where your employee lives) in the W-4. For more details about this one, see Adding and editing an employee article.

If it works, set up and assign a new work location for that employee that works in a different location other than your primary company location.

If the same thing happens, I'd suggest contacting our Payroll Support Team. They'll pull up your account in a secure environment and investigate what's causing this issue.

Here's how to reach them:

1. Go to the Help icon on the top right. 
2. Enter your concern in the search field.
3. Choose Talk to a human.
4. Click the OK. To get you to the right human, in a few words, tell me what you need help with option and tap I still need a human. 
5. Press Contact us.
6. Tick Continue. 
7. Choose Message an agent or Get a callback.

I've got a link here that provides you with articles about managing your employee's records: https://quickbooks.intuit.com/learn-support/en-us/payroll-and-workers/employee-and-worker-records/08....

Feel free to go back to this post if you need a hand with running payroll reports or any QBO related. I'll be here to help, Have a great day ahead.