Set up and manage work locations in QuickBooks Online Payroll
by Intuit•33• Updated 3 weeks ago
Learn how to add or change your employees work locations in QuickBooks Online Payroll.
Your employees' specific work locations help us determine which state and local taxes you're responsible for. When setting up your employees, the default work location is your company's legal business address. If your employees work in different places (example: from home or remote), you'll need to review and possibly update their work location.
Select the task you need to complete below:
- Set up a new work location
- Removed an unused work location
- Deactivate a work location
- Change your primary work location
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Set up a new work location
Step 1: Find out which state taxes apply and get the info
If your employee works from home, check with your local city and state agencies to see what applies to you.
If your employee works in another state, you can set up employees and their payroll taxes in a new state.
Step 2: Make changes to your employee’s work location
- Go to Payroll, then select Employees (Take me there).
- Select your employee.
- From Employment details, select Start or Edit.
- From the Work location dropdown, you'll see a default work location (usually your company's address). Select an existing address, or +Add work location.
- If you selected add work location, enter the physical address where your employee works and select the correct address from the list. Don't use a P.O. Box. The physical address help us determine the correct taxes.
- When finished, select Save.
Step 3: Set up your new taxes (if applicable)
If your employee works in another state or local tax jurisdiction, you may be required to complete the new state or local tax setup.
Remove an unused work location
If never used the work location, you can delete it.
- Select Settings ⚙, then Payroll settings.
- From Work locations, select Edit ✎.
- Select Edit on the work location you want to remove. Note: if you still have employees listed in that work location, you'll need to change their work location.
- Select Delete work location. Then select Save.
Deactivate a work location
If you've created paychecks using a work location, you can't delete it. But you can make it inactive instead.
- Select Settings ⚙, then Payroll settings.
- From Work locations, select Edit ✎.
- Select Edit on the work location you want to remove. Note: if you still have employees listed in that work location, you'll need to change their work location.
- From the Active dropdown▼ select Inactive.
- Select Save.
Change my primary work location
The default primary work location is your company's legal business address. If your address changes:
- Select Settings ⚙, then Payroll settings.
- From Work locations, select Edit ✎.
- Select Edit on the primary work location.
- Update the address.
- Select Save.
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