How do I update an employee's payroll deduction/contribution when getting error message "The description you used for this deduction already exists. Try another"?

A warm welcome to you. Let me share some important details on how you can edit your employee payroll's deduction/contribution without getting any error message, @mhiller.

To avoid it while updating an employee's payroll deduction or contribution, I recommended updating the Description (appears on paycheck) when editing the amount per paycheck. This will ensure that the updated employee payroll information is saved without error messages.

Furthermore, adding a new description to the employee for the upcoming year will also work. Let me guide you through the process, here's how: 

1. Go to Payroll and choose Employee. 
2. Select your employee.
3. Find the Deduction & contributions and click Edit. 
4. Hit the + Add deduction/contribution.
5. Under the Add deduction/contribution window, click the Deduction/contribution dropdown, and hit + Add deduction/contribution.
6. Choose the Retirement plans under the Deduction/contribution type dropdown.
7. Under type, select SIMPLE IRA and add a new and updated Description (appears on paycheck).
8. Add the necessary details you want to add. 
9. Hit Save and Done.

Both ways can help you update your employee's payroll information without getting any error messages. 

You can also check this article if you want to set up payroll items for your insurance benefit plan: Set up and manage payroll items for your insurance benefit plan.

Please hit the reply button if you need further assistance updating an employee's payroll deduction/contribution. The Community space is always available for you.

Thank you for your quick feedback, @SheandL 

My understanding is that if I edit the Description, it will change for all employees. Will it change the Description for all past payroll deductions as well as future, or can I plan to change it annually? (Like "Simple IRA Contribution 2023" then "Simple IRA Contribution 2024"?) 

Also, how can I delete the additional payroll deduction types that the system has created? When I go into the payroll area to add deductions & contributions, I now have 2 "Simple IRA" options in the dropdown. As we need to update the Simple IRA, health, and dental deductions for employees each year, this is going to become very cluttered very quickly. 

Thanks!

We appreciate you getting back here in the thread, Mhiller. We'll share details about updating payroll items and managing employees' payroll setup inside QuickBooks Online (QBO).

If you update a payroll item description for your employee/employees, there's an option where you can apply it to all your workers or a specific employee only. Thus, it won't affect your past payroll deductions, and the effect will only show moving forward. In case you wish to modify it annually, you can have it done that way if it's easier for you to manage them. Adding a specific detail to your payroll item description would also work, as this will help you identify their origin.

Since the option to delete a payroll deduction type in your Deduction/contribution dropdown option, you can add an extra character so it'll be easy to identify which one you want to add for your employees. Now, here's how you can update amounts for the Deduction and contributions:

1. Access your QuickBooks Online company.
2. On the left navigational bar, go to the Payroll tab and choose Employees.
3. Choose the employee, and then go to the Deductions & contributions section.
4. Click Edit.
5. Select the Pencil icon on the deduction or contribution you want to update.
6. Enter the necessary changes and then once done, click the Save button.
7. Select Done to save modifications.

Moreover, we recommend checking these articles to help you wrap up this year's payroll and ensure your data stays accurate inside the program:

• Year-end checklist for QuickBooks Online Payroll.
• Run reports in QuickBooks Online.

It's been a pleasure to have you here today, Mhiller. The Community space is open 24/7 if you need further assistance managing employee payroll information inside QuickBooks. Feel free to leave a comment below. Merry Christmas, and have a good one. 

Clarification question, @Kurt_M : We are *not* able to remove payroll deduction types from the dropdown? 

Also, is there something we need to do to update the contribution limits? For the Simple IRA employee contribution payroll deduction, it's still populating it with the 2023 contribution limits (which appear to be locked). Do we need to run some sort of update to create the 2024 deduction with 2024 contribution limits? Or, do we need to wait until 1/1/2024 before we can edit (or due to the limits of QB, create) the 2024 employee contributions for their Simple IRAs in in the payroll deductions area? (Like, will the system default to the 2024 limits when the calendar officially changes over?) Thanks for the continued assistance!

Hello, Mhiller.

I completely understand how vital it is to manage payroll items and ensure accurate employee setup within QuickBooks Online (QBO). I'm here to assist you in any way I can to make this process as seamless and stress-free as possible.

Removing the deductions from the dropdown is a simple process. Once we delete them, they will automatically be removed. Also, We can wait to take action to update the contribution limits. We can simply wait for the updates to come through.

However, you can edit the changes you're going to make, and the changes will only affect you once you process the payroll.

Additionally, learn how to set up a retirement plan deduction or a company contribution in QuickBooks Online Payroll: Set up or change a retirement plan.

If you have any further questions regarding updating an employee's payroll deduction or contribution, you can reply to us below. Take care!