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Edit or change employee info in payroll
by Intuit•28• Updated 3 months 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
- Go to Payroll, then Employees.
- 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.
- Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
- When finished, select Save.
Option 2: Update an employee while you run a payroll
- On the Run payroll screen, select the employee's name.
- Select Start or Edit on the section you want to update.
- When finished, select Save.
Use the table below to learn what’s in each tab. Select the links for more detailed instructions.
Tab | Info that can be changed |
Personal Info | name, address, birth date, Social Security number, phone number, gender |
Tax withholding | W-4 info like federal and state withholding, local taxes, and exemptions |
Payment method | direct deposit info |
Employment details | employee status such as terminated, hire date, pay schedules, work location, job title, employee id, workers’ comp |
Pay types | hourly or salary pay, time off pay such as sick or vacation pay, other pay types such as bonus or overtime |
Deductions & contributions | deductions or company contributions for items like health insurance or retirement plans, garnishments |
- Go to Employees and select Employee Center.
- 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.
- Make changes. If you aren’t sure what section to choose, see the table below.
- 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.
Tab | Info that can be changed |
Required Info | name*, gender, birth date*, Social Security number*, hire date*, email*, phone number*, address* |
Personal Info | marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info |
Additional Info | additional contact info, emergency contact info |
Payroll Info | payroll 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 Info | hire date*, employee id, employment type, employee status |
Workers' Comp | Workers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only) |
*Required field
Tab | Info that can be changed |
Personal | name*, Social Security number*, gender, birth date*, marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info |
Address & Contact | address*, phone number*, email*, additional contact info, emergency contact info |
Additional Info | employee id |
Payroll Info | payroll 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 Info | hire date*, employment type, employee status |
Workers' Comp | Workers' 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.
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