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Terminate an employee in Intuit QuickBooks Workforce or QuickBooks Desktop Payroll

by Intuit•246• Updated 3 weeks ago

Changing an employee's status in QuickBooks ensures your business records remain accurate after an employee leaves your company. You should update these details immediately after giving your employee their final paycheck. This process allows you to manage offboarding tasks, reassign direct reports, and keep your active employee list current.

What you’ll need

  • Final paycheck details for the employee being terminated.
  • The employee's last day worked and their eligibility for rehire.
  • A plan for reassigning direct reports if the employee is a manager.

View consolidated employee data in Intuit Enterprise Suite

Step 1: Offboard or terminate your employee

  1. Go to All apps A bunch of numbers and letters on a tile wall., then Team, then Employees (Take me there).
  2. Select your employee and then choose Terminate employee from the Actions menu.
  3. Complete the offboarding setup by entering the Last day worked, Employment status, and Termination reason.
  4. Indicate if the employee is eligible for rehire and select Save and continue.

Step 2: Reassign managers

If the person you're offboarding is a manager, you can reassign their direct reports during this step.

Step 3: Final paycheck

Review the details of the employee's final paycheck. If you need to run the check at a later date, you can Create a task to schedule it.

Step 4: Send offboarding

  1. Review all entered offboarding details for accuracy.
  2. Select Edit ✎ next to any section that requires changes.
  3. Select Finish once you have reviewed all information.

Step 5: Issue a final check

Create and give the final paycheck to your employee.

Use these steps to update employee records in QuickBooks Desktop Payroll.

Step 1: Change your employee status

  1. Open the Employees menu and select Employee Center.
  2. Find and open the profile for the employee you wish to change.
  3. Select Employment Info and then choose the Termination tab.
    • Note: For layoffs or furloughs, use the Leave of Absence tab instead to enter the start date and leave type.
  4. Enter the appropriate status in the Termination Type field.
  5. Provide the Release Date and other required information.
  6. Select the Employee is inactive checkbox if you want to remove them from your active list.
  7. Select OK to save your changes.

Step 2: Issue a final check

Create and give the final paycheck to your employee.

Step 1: Issue the final paycheck

Results

After finishing these steps, the employee's status is updated in your payroll records. If you selected the inactive option, the individual will no longer appear on your list of active employees, ensuring your current staff records are accurate.

Intuit QuickBooks Workforce CoreIntuit QuickBooks Workforce EliteIntuit QuickBooks Workforce PremiumQuickBooks Desktop Payroll AssistedQuickBooks Desktop Payroll BasicQuickBooks Desktop Payroll Enhanced