Delete Employee in Quickbooks Desktop Payroll

Hey there, Beemer! Let me share with you the simplified steps to remove employees from the QuickBooks Desktop payroll.

Notably, before initiating the deletion procedure in QuickBooks Desktop, make sure you no longer require access to any information on the removed employee.

To delete an employee in QuickBooks Desktop payroll, follow these steps:

1. Go to Employees, and select Employee Center.
2. Right-click the name of the employee. Select All employees from the Active Employees dropdown if the employee isn't on the list.
3. Choose Delete Employee, then select OK.

Moreover, QuickBooks won't let you delete employees who have paychecks or pay history. However, you can change their employment status as needed.

Additionally, please check out these articles to get additional insights and information on how you can improve the performance of your QuickBooks Desktop:

• Manage your computers to fix QuickBooks Desktop performance issues
• Manage your data files to fix QuickBooks Desktop performance issues

Feel free to comment below for further assistance or more questions about running payroll in QuickBooks Desktop. I'm sure to help anytime. Have a great day!

@Beemer  RE: How can we remove employees from our company file (payroll, specifically)? 

You can delete an employee only if they are unused - no payroll or other transactions or time records can exist in in your file for the employee.

Also, though, deleting employee records won't make your file faster. They're tiny and don't slow anything down.

Is it possible to delete the past employee's confidential information?  I have a long list of past employees that have pay history, so I can't completely delete them.  But there is some concern from our owners about the personal information of past employees getting out if we have a data breach.  How do we prevent that?

Thanks!!

PL

I'd like to share some insights about deleting an employee in QuickBooks Desktop (QBDT) Payroll, @platterell1.

In QBDT Payroll, you can edit or delete your employee's information details. What information are you trying to delete? Can you share it with me?

Considering data breach, as long as your employee's information isn't exposed you can avoid this from happening. Also, you can utilize Intuit Data Protect to back up your entire computer to secure your company data.

Alternatively, you may consider replacing their information with dummy data or changing their employment status to inactive if you no longer run payroll for them. Please know that changing their information will affect your payroll records. 

Here's how you can change their details:

1. Navigate to Employees, then Employee Center.
2. Select the Employee.
3. Click on the Pencil icon to edit the information, then enter the changes that you want. 
4. Click OK.

In addition, you can take a look at this article to help you personalize your report: Customize payroll and employee reports.

In case you need additional support concerning QuickBooks, don't hesitate to get in touch with us. We're always here to help.

@LouiseG 

RE: If an employee has paychecks or pay history in QuickBooks Desktop Payroll (QBDTP), it's not possible to delete their personal information.

That's nonsense. You can edit and delete most every data field on an employee record, regardless of whether or not they have paychecks or other pay history.  For the SSN, enter nine zeros.