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Edit or change employee info in payroll

SOLVEDby QuickBooksQuickBooks Desktop Payroll361Updated 2 weeks ago

Learn how to change your employees' info in QuickBooks payroll products.

Did your employee change their name, bank account, W-4 filing info, or move to a new address? You’ll want to make those or any other changes on their profile in your QuickBooks Payroll account. Here’s how.

If you just hired or are adding a new employee, see Add a new employee to your payroll instead.

Step 1: Get updated info

If necessary, get any documents from your employee showing the changes. This could be an updated W-4, or direct deposit form.

Step 2: Change your employee info

Once you have the updated info, you can make the changes in your payroll account. Select your payroll product below for steps.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

Edit an employee's info

Option 1: Update an employee from their Employee profile

  1. Go to Payroll, then Employees.
  2. Select your employee.
    • If you don’t see your employee, change the filter on the employee list.  Above the employee list select the dropdown ▼ and choose Active Employees, Inactive Employees, or All Employees
  3. Select Start or Edit on the section you want to update.  If you aren’t sure what section to choose, see the table below.
  4. When finished, select Save.

Option 2: Update an employee while you run a payroll

  1. On the Run payroll screen, select the employee's name.
  2. Select Start or Edit on the section you want to update.
  3. When finished, select Save.

Use the table below to learn what’s in each tab. Select the links for more detailed instructions.

TabInfo that can be changed
Personal Infoname, address, birth date, Social Security number, phone number, gender
Tax withholdingW-4 info like federal and state withholding, local taxes and exemptions
Payment methoddirect deposit info
Employment detailsemployee status such as terminated, hire date, pay schedules, work location, job title, employee id, workers’ comp
Pay typeshourly or salary pay, time off pay such as sick or vacation pay, other pay types such as bonus or overtime
Deductions & contributionsdeductions or company contributions for items like health insurance or retirement plans, garnishments
  1. Select Employees, then Employee Center.
  2. Double-click the employee name you want to edit.
    • If you don’t see your employee, change the filter on the employee list.  Above the employee list select the dropdown ▼ and choose All Employees, Active Employees, or Released Employees.
  3. Make changes.  If you aren’t sure what section to choose, see the table below.
  4. Select OK.

Use the table below to learn what’s in each tab. Select the links for more detailed instructions.

TabInfo that can be changed
PersonalName, Social Security number, birth date
Address & Contactaddress, phone number
Additional Infoemployee id
Payroll Infopayroll schedule

hourly or salary pay, other pay types such as bonus or overtime

deductions or company contributions for items like health insurance or retirement plans, garnishments

direct deposit info

W-4 info like federal and state withholding, local taxes and exemptions

time off pay such as sick or vacation pay
Employment Infohire date, employee status such as terminated, hire date

Step 3: Complete new state setup if your employee moved to another state

When your employee moves to another state, you may need to set up and pay taxes in that state. See Set up employees and payroll taxes in a new state.

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