Learn how to add a missing employee back to your pay or payroll schedule in QuickBooks Online Payroll or QuickBooks Desktop Payroll.
There are a few reasons your employee may be missing from your payroll schedule. The employee is:
- Not added to the schedule
- Terminated or, has a release date
- Marked inactive
- Marked as an owner (QuickBooks Desktop Only)
To create, change, or set up a payroll schedule, see Set up and manage payroll schedules.
To learn more about an employee's status, see Terminate or change your employee's status on payroll.
QuickBooks Online Payroll
Check your employee status
An employee who isn't Active won't appear on a payroll schedule. To check your employee’s status:
- Go to Payroll, then Employees.
- Select your employee. If the employee isn't on the list, select All employees from the Active Employees ▼ dropdown.
- From Employment details, select Start or Edit.
- Review the current status from the Status ▼ dropdown. Change the dropdown to the correct status.
- Select Save.
Check if an employee is on the wrong pay schedule:
When you add an employee to QuickBooks Online Payroll, they are automatically added to a payroll schedule. To change the pay schedule for your employee:
- Go to Payroll, then Employees.
- Select your employee.
- From Employment details, select Start or Edit.
- Select the Pay schedule ▼ dropdown, then select or create the pay schedule for the employee moving forward.
- When you're done, select Save.
QuickBooks Desktop Payroll
Check if an employee has a release date:
- Go to Employees, then select Employee Center.
- Double-click the employee.
- Select Employment Info.
- Check if a date is entered for Release Date (Last Date on Payroll).
- If a date is present, remove it and select OK.
Check if an employee is marked inactive:
- Go to Employees, then select Employee Center.
- Above the list of employees, from the ▼ dropdown select All Employees.
- Check if there is an X to the left of the employee's name (in the X column). If an X is present, the employee is marked as inactive.
- Select the X to make the employee active.
Check if an employee is set up as an owner:
- Go to Employees, then select Employee Center.
- Double-click on the employee.
- Select Employment Info.
- If Owner is listed next to Employment Type, select the ▼ dropdown and select the correct the correct type of employee.
- Select OK.
Add an employee to a payroll schedule:
- Go to Employees, then select Employee Center.
- Double-click the employee you want to add to a schedule.
- Select Payroll Info.
- Select the Payroll Schedule ▼ dropdown, then the payroll schedule for the employee moving forward.
- Select OK.