Workforce and Terminated Employee Access

Hello @MarissaM,

Let me help share information about your employee access and permissions once invited to view their W2s on Workforce.

To start with, once an employee has been invited to access their W2s online, their account on the workforce will remain active. Even if their profile has been terminated, they can still use their access and the account cannot be deleted.

But if you will no longer need to use the workforce or your payroll system has been canceled, only then your employee account with the workforce will be deleted.

Learn more about the workforce with this article: Learn how you can invite your employees to see their pay stubs and W-2s. and let them add their pers....

Additionally, you can also browse for the content of this helpful article in case you need a report to review your employee's payroll transactions: Customize payroll and employee reports.

If you have any other questions, you can always leave them in the comments. I'll be here to lend a hand. Stay safe!

We did not have Workforce when an employee terminated.  However, we'd like them to be able to access their W2 online.  Is that possible?

Good to see you in this thread, CRY95.

To have employees access their W2's online via QuickBooks Workforce, you may need to change their status to active as you can't send an invite to a terminated employee. Then, once done, you can change back their status to terminated. 

To change employee status, here's how:

1. Go to the Employees menu at the top. 
2. Select Employee center. 
3. Click the drop-down arrow at the top of the list and set All Employees.
4. Double-click the name of the inactive employee.
5. In the Edit Employee window, click the Employee is inactive checkbox. 
6. Hit OK. 

Next, invite the employee to QuickBooks Workforce. 

1. Go to the Employees menu at the top. 
2. Choose Manage Payroll Cloud Services. 
3. Under QuickBooks Workforce, toggle the status to ON, then select Invite Employees.
4. Choose the employee you want to invite. 
5. Add their email address.
6. Tap Send Invite.

After that, have your employee check their email to accept the invitation. 

Once done, you can change back the employees status to terminated.

For more information about the process above, see below articles:

• Update or delete employee info
• Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more

For future help, here's some resource to help you get ready during tax season: 

• Year-end checklist for QuickBooks Desktop Payroll
• QuickBooks Desktop Year End Prep and Resources

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

I do not see where I can make terminated employee active

Welcome to the Community, and thanks for joining the thread to look for answers in making employees active, @Josephine4.

First, let's ensure that you have the latest tax table update. We use this often to fix record issues and download the most current tax rates and calculations in your account.

Also, if you're using QuickBooks Desktop Payroll, you can follow my peer's suggestion, @MirriamM. 

You can double-click the terminated worker's name and make sure to uncheck the Employee is inactive box to activate it again.

In case you might have deleted the employee in QuickBooks, it won't show after selecting All Employees. An inactive employee indicates an X mark.

In that point, you'll have to set up the worker's payroll information again. Let me show you how:

1. Go to the Employees tab.
2. Select Employees Center.
3. Click the New Employee button.
4. Fill in the necessary information.
5. Under  Employment Info, select the type of employee in the FULL/PART TIME drop-down list.
6. Click OK.

However, if you're using QuickBooks Online Payroll, here's how to make the employee active:

1. Click Payroll in the left panel and choose Employees.
2. From the Active Employees drop-down, select Inactive Employees.
3. Select the employee's name.
4. Beside the Employment, click the pencil icon to edit.
   
   
5. Change the Status from Terminated to Active.
   
   
6. Hit Done.

These are the steps that you may take a look at in the future when making employees active again.

I'll be adding a few articles that can help you along the way about managing employee's current positions:

• Change your employee's status on payroll
• Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more
• Update or delete employee info

Let me know in the comment how it goes and place additional questions or concerns about employees and payroll if you need further assistance. I'll make sure to help. Take care and have a nice day.

Hi-I have a terminated employee, that I terminated and set to inactive in Quickbooks Desktop payroll.  She indicated she was no longer able to access her Workforce account, therefore she was not able to access her paystubs.  She indicated she worked for another business that also used Quickbooks Time and she wasn't able to log in and see that company's pay stubs either.    This seems to contradict this community post about access after termination.

Thanks for chiming in the thread, Geri. I've got information to share on having your employee access their Workforce account even after termination.

When an employee is terminated in QuickBooks Desktop payroll, their access to Workforce remains active, even if their profile is marked as inactive. However, if your payroll system is canceled or you no longer use Workforce, the employee’s account can be deleted.

In your case, since your terminated employee cannot access pay stubs, you can consider activating your employee temporarily. This allows you to invite them to QuickBooks Workforce and grant access to their W-2s online. Here are the steps:

1. Select Employees, then Employee Center. 
2. Click Add New. Add their active email address in the Address and Contact tab.
3. Select Employees, then Manage Payroll Cloud Services.
4. From QuickBooks Workforce, select Invite Employees. 
5. Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license. 
6. Select the employees to add to Workforce, then add their email addresses.
7. Select Send Invite. Once sent, you should see Invited in the Status column.

Once the employee accepts the invite and accesses their W-2s, you can change their status back to terminated.

Another alternative is to generate a report about about your terminated employee's info, wages, taxes, and deductions, and send it to their active email. Here are the steps to do this:

1. Go to Reports, then Employees & Payroll.
2. Select the report you want to view.
3. If applicable, you may Customize the Report.

Lastly, I'll share this useful resource about missing paystubs that you can refer to in the future. It's an interesting read over a cup of coffee: Troubleshoot missing pay stubs in QuickBooks Workforce.

If you have more queries on Workforce and terminated employee access, feel welcome to return to this conversation. I’m here to provide further assistance. Remember, the Community is your reliable companion on your accounting path. Take good care!

I'm having the same issue - a terminated employee is saying they're unable to access Workforce and we did not cancel our payroll system. The only thing I can think of is that their Workforce account was linked to their company email address (which was deactivated when their employment was terminated) - could that be the issue? If so, could I re-activate the employee and send a new Workforce invite to their personal email so they can view their W-2 online?

Yes, that could be the reason. Please keep in mind that QuickBooks Workforce employs multi-factor authentication. As a result, if the associated company email is no longer active, your employee won't receive the security codes needed to access their account.

To resolve this issue, we have two options: your employee can recover their account, or you can send them a new invite.

For account recovery, your employee can request an email change by following the instructions in this article: Recover your Intuit Account if you can’t sign in.

If you opt for this option, they will need to fill out a form and provide a clear photo of their identification documents. Once submitted, we’ll process their request within one business day, during our operating hours of Monday to Friday, 8 AM to 5 PM PT.

Alternatively, you can send a new workforce invite to their personal email address. There’s no need to reactivate their profile; we can directly send them a fresh invitation.

Allow me to guide you through the process:

1. Go to the Payroll menu, located on the left panel.
2. Select Employees, then locate your terminated employee.
3. Select their profile, then go to the Permissions section.
4. Click the Edit dropdown, then select Remove Access.
   

After revoking their access, send another invite by following these steps:

1. With the same steps above, go to the Permissions.
2. Click the Send Invite.
   
3. In the Email field, enter their Personal email.
4. Continue the onscreen steps.
   

Resending the invitation to their personal email should resolve the access issue and allow them to view their W-2 online through QuickBooks Workforce.

Additionally, you might want to check out this article to learn how you can wrap up this year’s payroll and prepare for the next: Year-end checklist for QuickBooks Online Payroll.

If you hit any bumps along the way or have more questions, just give me a shout. We're all about making sure everything works smoothly for you and your employees. Best of luck, and feel free to update me on how it goes.

Thank you so much! I was able to send a new invite to the employee's personal email and they confirmed they were able to login and view W-2 online again.

It’s wonderful to hear that the solution provided by my colleague aligns perfectly with what you were looking for, @rsfitnessforever.

Thank you for taking the time to share your positive experience with us. We're glad to know that your employee can now view their W-2 form by sending them a new workforce invitation.

Your effective payroll system is our priority, and we’re determined to ensure you have all the help you need. Feel free to return to our QuickBooks forum for any follow-up questions. Have a great day.