Workforce features and W-4 documentation

Good to have you here again, InTexas.

The data posted in your employee's workforce will depend on the details you entered in QuickBooks Desktop. If you have changed your employee information, it will automatically update in Workforce. 

To know more about this service, you can scan through the following articles below. This will provide you steps from setting up QuickBooks Workforce to inviting your employees. On the same link, you'll find answers to common questions about the Workforce:

• Set up QuickBooks Workforce for your QuickBooks Desktop.
• Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more.

Let me know if there's anything else I can do to help you with concerning payroll. I'm here to lend a hand. Take care and have a great day.

Thanks for your reply, but it really misses the point.  I've been using QB payroll and Workforce for almost 9 years and am familiar with the employee data entry. 

The QB video link I provided clearly shows an employee's ability to change bank accounts and withholding in Workforce.  I assume this has to make it back to QB payroll. 

Since Workforce permits these changes, made by the employee in Workforce, where is my documentation for audits to support these changes?

Right now, we don't have an audit log to track changes made on their QuickBooks Workforce account, InTexas.

You can consider sending a request about this feature by following the steps I've outlined below.

1. Select the Gear icon at the top, then Feedback.
2. Enter your comments or product suggestions.
3. Click Next to submit feedback.
    

Your valuable feedback goes to our Product Development team to help improve your experience in QuickBooks Online (QBO). You can track feature requests through the QuickBooks Online Feature Requests website.

If you want to make changes to your employee's name, address, W-4, or bank account info, you can do it within your QBO account. That way, you have the Audit log function that records all activities in the system.

Stay in touch with me if you have additional concerns about the Workforce features and W-4 documentation. I'l lbe right here to help you.

Have you gotten any more info about this potential issue?  I went to the page that shows that video, and the info is conflicting. The same page that shows the video has a later statement that employees are unable to change address, bank, and tax info. 
So, I don’t understand why the video shows them as able to do so...  ??

I'm here to share further details about QuickBooks Workforce, @jsloan.

When employees are using QuickBooks Workforce, they're unable to change their personal info (i.e., address, bank, and tax). They'll need to contact you (their employer) to make changes to their name, address, W-4, or bank account info. Then, the updates will automatically flow onto their account.

Through QuickBooks Workforce, employees can only view their personal info through the Profile menu. Then, update their email address or password for their Intuit account through Sign In & Security or Personal Info menu from the Settings or Gear icon.

Also, we take customer suggestions as opportunities to improve the various features within our products. Therefore, I would encourage you to send suggestions or product recommendations.

Your valuable feedback will be forwarded and reviewed by our Product Development team to help improve your experience while using the program. Here's how:

1. Go to the Gear icon.
2. Select Feedback.
3. Type in your recommendation in the Share your feedback field.
4. Click Next.
5. Follow the on-screen instructions to complete the process.

I've attached screenshots below that show the first four steps.

In keeping with this, I'm adding this article to answer the most frequently asked questions about QuickBooks Workforce: View your paychecks and W-2s in QuickBooks Workforce.

I'm all ears if you have other concerns about employees' access to QuickBooks Workforce. You can drop a comment below, and I'll gladly help. Take care, and I wish you continued success, @jsloan.

This is an unresolved issue as of 4/1/23. Employers have experienced the bad acting of employees changing their banking information via their Workforce login and then reporting that they did not receive their direct deposited paychecks because the wrong banking information was added by their employer, when there is no record of the employer updating the employees banking information within the QBO Audit Log. 

Employers need a way to Audit the date, time, and user ID (email address) that logged into Workforce to make changes to an employee's sensitive information, including their bank account where their paychecks are directly deposited. At a minimum, Intuit needs to send an email notification to the employer when this happens, even if Intuit cannot give direct access to the employee's QuickBooks Workforce account.

It is critical that employers be empowered to Audit the activity surrounding paying their employees. An employer should be able to contact Intuit to confirm how an update to an employee's banking information was made in QuickBooks Workforce when they do not find such changes directly within the QBO Audit log, until which time the QuickBooks Workforce application has it's own Audit Log for this important purpose.

I am curious about this because Workforce recently asked me to verify my W-4. I did, by unchecking the "multiple job" I never worked multiple jobs, so it should not have been checked. I saved it as directed. My next paycheck was more money, the difference was in the amount of Federal Income Tax withheld. Does anyone have information to share on this.  

We appreciate you joining here in the thread, lkoronowski.

Let me add information regarding the W-4 with Workforce.

Ensuring the system contains updated information is essential to identify how much tax will be withheld from paychecks. When your income rises, tax rates also increase. Since you've unchecked the Multiple jobs box from your W-4, QuickBooks will automatically adjust income tax withholding based on your income. This explains the changes with your next paycheck.

Moreover, you might want to scan these resources if you decide to update your personal information or review paystubs:

• Add or change your personal info in QuickBooks Workforce
• View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce

Keep us posted if you have additional questions regarding W-4 and your paycheck or other related concerns with QuickBooks Workforce. We'll be around to help.