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Edit or change employee info in payroll

by Intuit Updated 1 week ago

Learn how to change your employees' info in QuickBooks Online Payroll and QuickBooks Desktop Payroll.

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. 

Double-check the changes with your employee. If necessary, get any documents from your employee showing the changes. This could be an updated W-4, or direct deposit form. If you just hired or are adding a new employee, check out Add a new employee to your payroll instead.

Step 1: Edit or 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

Note: Your employees can also edit some of their personal and tax info like name, address, and W-4 info through QuickBooks Workforce.

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. Go to Employees and select 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 select 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.

The fields and tabs can vary depending on your payroll service. Use the tables below to learn what’s in each tab. Select the links for more detailed instructions.

TabInfo that can be changed
Required Infoname*, gender, birth date*, Social Security number*, hire date*, email*, phone number*, address*
Personal Infomarital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info
Additional Infoadditional contact info, emergency contact info
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 plansgarnishments

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 id, employment type, employee status
Workers' CompWorkers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)

*Required field

TabInfo that can be changed
Personalname*, Social Security number*, gender, birth date*, marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info
Address & Contactaddress*, phone number*, email*, additional contact info, emergency contact info
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 plansgarnishments

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*, employment type, employee status
Workers' CompWorkers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)

*Required field

Step 2: 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.

QuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll PremiumQuickBooks Payroll AssistedQuickBooks Payroll BasicQuickBooks Payroll EnhancedQuickBooks Payroll Standard

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