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Fix an employee missing from a payroll schedule

by Intuit•5• Updated 2 months ago

Learn how to add a missing employee back to your pay or payroll schedule in QuickBooks Online Payroll or QuickBooks Desktop Payroll.

If some of your employees are missing from your scheduled payroll, you may need to check their employment status or pay schedule setup in your QuickBooks product.

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

No payroll schedule or incorrect payroll schedule

Check your employee’s profile in QuickBooks, then add the correct pay schedule.

To create, change, or set up a payroll schedule, see Set up and manage payroll schedules.

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  1. Go to Payroll, then Employees.
  2. Select your employee.  If the employee isn't on the list, select All employees from the Active Employees ▼ dropdown.
  3. From Employment details, select Start or Edit.
  4. From the Pay schedule ▼ dropdown, select a pay schedule or + Add pay schedule.
  5. Select Save.
  1. Go to Employees, then select Employee Center.
  2. Double-click the employee's name.
  3. Select Payroll Info.
  4. Select the Payroll Schedule ▼ dropdown, then choose a Payroll Schedule from the list or create a new one.
  5. Select OK.

Employee is marked inactive or terminated

Check your employees’ employment status if they are marked inactive, not on payroll, or terminated. Then update the status as needed.

To learn more about an employee's status, see Terminate or change your employee's status on payroll.

  1. Go to Payroll, then Employees.
  2. Select your employee. If the employee isn't on the list, select All employees from the Active Employees ▼ dropdown.
  3. From Employment details, select Start or Edit.
  4. Review the current status from the Status ▼ dropdown, then update it as needed.

Employee is marked inactive

  1. ​Go to Employees, then select Employee Center.
  2. Above the list of employees, select All Employees from the ▼ dropdown.
  3. Check to see if an X appears to the left of the employee's name. If an X is present, the employee is marked as inactive.  
  4. Select the X to make the employee active.

Employee is marked terminated

  1. Go to Employees, then select Employee Center.
  2. Double-click the employee’s name.
  3. Select Employment Info, then select the Termination tab. 

If Termination Dates (Last Day Worked and Release Date) were entered, remove them then select OK.

Employee is set up as an owner

  1. Go to Employees, then select Employee Center.
  2. Double-click the employee’s name.
  3. Select Employment Info.
  4. In the Employment Details, select the type of employee from the Employment Type ▼ dropdown. 
  5. Select OK.

Employee has a release date

  1. Go to Employees, then select Employee Center.
  2. Double-click the employee’s name.
  3. Select Employment Info.
  4. Check if the Release Date (Last Date on Payroll) is filled out. If so, remove it then select OK.
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