QuickBooksHelpIntuit

Edit or change employee info in payroll

by Intuit•59• Updated 2 days ago

Update employee profiles in your payroll account whenever details like names, bank accounts, or filing information change. Keeping these records current ensures your payroll processing remains accurate and compliant with state tax requirements.

If you use Intuit Enterprise Suite and have multiple companies, you can see all employees for all of your companies in the consolidated employee dashboard. From any of your companies:

From the Company Switcher dropdown, select Consolidated view.
Go to All Apps , select Payroll, then select Employees.

From the employee dashboard, you can:

Search for a specific employee
Filter the view to see all employees for a specific company
Customize the info that shows on the dashboard
Make changes to employee info

What you’ll need

An active Intuit QuickBooks Workforce or QuickBooks Desktop Payroll
Necessary documents such as an updated W-4 or a new direct deposit form.

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

Update profiles

Intuit QuickBooks Workforce

You can update employee details directly through their profile or while running a payroll session. Employees may also edit some personal and tax information themselves through QuickBooks Workforce.

Option 1: Update from the employee profile

Navigate to All apps, select Team, and then select Employees (Take me there).
Choose the employee you need to update.
If the employee is not visible, use the dropdown ▼ above the list to filter by Active Employees, Inactive Employees, or All Employees.
Find the specific section you want to change and select Add or Edit ✎.
Enter the updated information, including effective start and end dates if applicable.
Select Save.

Option 2: Update while running payroll

Go to the Run payroll screen and select the name of the employee.
Choose the section requiring an update and select Add or Edit ✎.
Enter the new details and select Save, then select Done.

QuickBooks Desktop Payroll

The available tabs and fields in this product may vary based on your specific payroll service.

Navigate to Employees and select Employee Center.
Double-click the name of the employee you wish to edit.
If the employee is missing from the list, select the dropdown ▼ above the list to filter for All Employees, Active Employees, or Released Employees.
Input the changes in the appropriate section.
Select OK.

Editable information

Intuit QuickBooks Workforce

Tab	Info that can be changed
Personal	• Personal info (name, birth date, Social Security number, gender and legal sex) • Contact info (address, phone number, and email) • Emergency contact (name, relationship and phone number)
Job & pay	• Employment details (hire date, pay schedules, work location, billing rate, employee ID and workers’ comp • Job details* (employee status, manager, department, job title and employment type) • Base pay* (Hourly or salary pay, default hours per day and week) • Payment method (direct deposit info) • Additional pay types* (other pay types such as bonus or overtime) • Deductions & contributions (deductions or company contributions for items like health insurance or retirement plans, garnishments) • Withholdings & exemptions (W-4 info like federal and state withholding, local taxes, and exemptions)
Time off	• Time off requests • Policies & balances
Documents	• W4 • In progress and complete Documents • Uploaded Documents
Performance	• Performance reviews • Goals
Benefits	• Active benefits, including Benefit class* • Enrollments • History • Life events

*field(s) can be effective dated

QuickBooks Desktop Payroll

Tab	Info that can be changed (If you see the Required tab)	Info that can be changed (If you don’t see the Required tab)
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	marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info
Additional Info	additional contact info, emergency contact 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	• 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*	hire date, employee id, employment type, employee status*
Workers' Comp	Workers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)	Workers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)

*Required field

Results

The employee profile is updated with the current personal, employment, or tax information. These changes take effect immediately or on the specified effective dates.

Next steps

If your employee has moved to another state, you must complete a new state setup to ensure taxes are paid correctly in that jurisdiction.

QuickBooks Desktop Payroll AssistedQuickBooks Desktop Payroll BasicQuickBooks Desktop Payroll EnhancedQuickBooks Desktop Payroll StandardQuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll Premium