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QuickBooksHelp
Intuit
Intuit
posted
‎September 08, 2019 11:08 PM
last updated ‎January 08, 2021 12:42 PM

Set up and assign a new work location

SOLVED•by QuickBooks•Intuit Online Payroll•50•Updated 2 weeks ago

Learn how to add and assign a new work location for your employees in QuickBooks payroll products so your payroll taxes are correctly managed.

If your employee works in a different location other than the primary company work location, you may be subject to additional taxes. First, we'll show you how to set up an additional work location in your company file then, how to update which employees work there.

Step 1: Create a new work location

  1. Select Settings ⚙ and then Payroll Settings.
  2. In the Company and Account section, select Work Locations.
  3. Select Add a Work Location.
  4. Enter the work location address.
  5. Select Save.

If you need to add a work location in a new state, contact us so we can help you set it up.  But if you're adding a work location in the same state, follow these steps:

  1. Select the Workers menu and then the Employees tab.
  2. Select the employee's name.
  3. Select Edit ✎ next to Employment.
  4. Select the Work location dropdown and select New Work Location.
  5. Enter the work location address.
  6. Select OK and then Done.

For adding a work location in a different or the same state, you can do it in the employee's profile. Once it's added to one of your employees, you can then assign it to your other employees.

  1. Select the Workers menu and then the Employees tab.
  2. Select the employee's name.
  3. Select Edit ✎ next to Employment.
  4. Select the Work location dropdown and select New Work Location.
  5. Enter the work location address.
  6. Select OK and then Done.
  1. Select Setup.
  2. In the Company and Account section, select Work Locations.
  3. Select Add a Work Location.
  4. Enter the work location address.
  5. Select Save.

Step 2: Assign employees to a new location

  1. Select the Workers menu and then the Employees tab.
  2. Select the employee's name.
  3. Select Edit ✎ next to Employment.
  4. Select Work location and choose the location you need.
  5. Select Done.
  1. Select Employees and then the employee's name.
  2. Select Edit next to Employment.
  3. Select the correct work location from Work Location.
  4. Select OK/Save.

Frequently Asked Questions

If my employee works from home, do I need to enter a new work location?

It depends. Check with your local city and state governments to see what applies to you.

What if the new work location is in another state?

An employee who doesn't work in your primary work-location state is subject to the taxes (such as state unemployment insurance) of the state they do work in.

However, our service calculates payroll taxes for each state your employees work in.

Note: QuickBooks payroll doesn't support roaming employees. A roaming employee is one who changes their work location state multiple times during the course of a year. Our system supports one work location state change during a year only.

What about local taxes?
Local taxes are based on where an employee works or lives. When you assign an employee to a work location, choose the local taxes that apply.

If you have 10 or more employees who work at locations other than your principal worksite, you'll need to file Multiple Worksite Reports (MWR).

The states that require you to report on the standard Form MWR are California, Colorado, Florida, Georgia, Iowa, Kansas, Louisiana, Maine, Minnesota, Montana, Nevada, New Hampshire, New Jersey, New York, North Carolina, North Dakota, Ohio, Oregon, Vermont, Virginia, and West Virginia.

You can obtain the form from the Department of Labor in the state where your business is located.

Complete the MWR form

QuickBooks Online Payroll Enhanced

  1. Select Reports and Standard.
  2. Enter the name of the employee.
  3. From the search bar, enter Multiple Worksites. This report appears only after you have entered multiple work locations.

Intuit Online Payroll

  1. Select Reports.
  2.  In the Employer Reports section, select Multiple Worksites. This report appears only after you have entered multiple work locations.

New York

For an employee of a New York employer who works outside of New York for convenience rather than business necessity, the employee is subject to New York withholding taxes as though that person worked in New York.

If you are in this situation, contact us by clicking Help then Contact us in your Intuit Online Payroll account to be sure your setup is correct.

Michigan, Minnesota, and North Dakota

Michigan, Minnesota, and North Dakota each require separate reporting of wages paid at multiple work locations within the state. Our Plus service does not support separate reporting for multiple work locations within a state. If your primary work location state is Michigan, Minnesota or North Dakota, and you have multiple work locations in your primary work state, you will have to prepare wage reports for each location yourself, using our form as a guide.

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