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Create a late (backdated) paycheck in QuickBooks Payroll

by Intuit Updated 1 month ago

Learn how to create and send a payroll with checks dated in the past in QuickBooks Online Payroll or QuickBooks Desktop Payroll.

Did you pay your employee outside of QuickBooks and forget to record or send it to us? We’ll help you get your payroll back on track.

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

You can create a paycheck with a past check date as long as it’s in the current quarter and tax forms haven't been filed. This paycheck will be a a paper check.

When you backdate a payroll, you’ll need to immediately pay the taxes owed. In QuickBooks Online, we’ll recalculate the taxes you owe for you. Then, depending on your tax setup, you can process the payments yourself in QuickBooks or record the payments you made outside of QuickBooks.

Important: If you date your paychecks in the past, you may receive notices or incur penalties for late tax payments. To avoid this, consider if the paycheck date must be in the past.

If you've missed a paycheck to an employee, there's no need to backdate it. Issue the paycheck with the current date and make sure it includes all the pay owed for the period in question.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window.

  1. Go to Payroll, then Employees.
  2. Select Run payroll.
  3. If asked, select a payroll schedule.
  4. Change the Pay date and Pay period.
  5. Select your employee and then add their salary or hours worked.
  6. Pay method should be Paper check.
  7. Preview and submit payroll.
  8. Go to Taxes, and select Payroll tax
  9. Select Payments.
  10. Review, then select Pay next to the tax payments you need to make.

If you forgot to record or send a paycheck that’s already issued to your employees, you can create an unscheduled payroll.

Note: If you use QuickBooks Desktop Payroll Assisted, you’ll be charged a $100 late fee.

  1. Go to Employees, then Pay Employees, and select Unscheduled Payroll.
  2. Verify the Pay Period End date.
  3. Change check date to the date you paid your employees.
  4. Select the employees you want to create paychecks with.
  5. You can enter hours using the grid, or if you are using timesheets, you’ll see all their hours for this pay period already entered. 
  6. Select Open Paycheck Detail to see everyone’s paycheck details. Clear the Use Direct Deposit option as needed.
  7. Select Save & Next to go to the next employee, or select Save & Close to go back to the Enter Payroll Information window.
  8. Select Continue.
  9. Verify the amounts for each employee, and select Create Paychecks. If you have QuickBooks Desktop Payroll Assisted, send your payroll information to Intuit.
QuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll PremiumQuickBooks Payroll AssistedQuickBooks Payroll BasicQuickBooks Payroll EnhancedQuickBooks Payroll Standard

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