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Edit or change employee info in payroll

by Intuit•44• Updated 2 weeks ago

Learn how to change your employees' info in QuickBooks Online Payroll and QuickBooks Desktop Payroll.

Did your employee change their name, bank account, W-4 filing info, or move to a new address? You’ll want to make those or any other changes on their profile in your QuickBooks Payroll account. Here’s how.

Double-check the changes with your employee. If necessary, get any documents from your employee showing the changes. This could be an updated W-4, or direct deposit form. If you just hired or are adding a new employee, check out Add a new employee to your payroll instead.

Step 1: Edit or change your employee info

Once you have the updated info, you can make the changes in your payroll account. Select your payroll product below for steps.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

QuickBooks Online Payroll

Edit an employee's info

Note: Your employees can also edit some of their personal and tax info like name, address, and W-4 info through QuickBooks Workforce.

Note: Your employees can also edit some of their personal and tax info like name, address, and TD1 info through QuickBooks Workforce.

Note: Your employees can also edit some of their personal and tax info like NI number, NI letter, or other payroll forms through QuickBooks Workforce.

Option 1: Update an employee from their Employee profile

Follow this link to complete the steps in product

Select your employee.
- If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and choose Active Employees, Inactive Employees, or All Employees.
Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
When finished, select Save.

Go to Payroll and select Employees (Take me there).
Select your employee.
- If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and select Active Employees, Inactive Employees, or All Employees.
Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
Edit their info and select Save.

Option 2: Update an employee while you run a payroll

On the Run payroll screen, select the employee's name.
Select Start or Edit on the section you want to update.
When finished, select Save.

On the Run payroll screen, select the employee's name.
Select Start or Edit on the section you want to update.
Edit their info, select Save, then select Done.

Use the table below to learn what’s in each tab. Select the links for more detailed instructions.

Tab	Info that can be changed
Personal Info	name, address, birth date, Social Security number, phone number, gender
Tax withholding	W-4 info like federal and state withholding, local taxes, and exemptions
Payment method	direct deposit info
Employment details	employee status such as terminated, hire date, pay schedules, work location, job title, employee id, workers’ comp
Pay types	hourly or salary pay, time off pay such as sick or vacation pay, other pay types such as bonus or overtime
Deductions & contributions	deductions or company contributions for items like health insurance or retirement plans, garnishments

Tab	Info that can be changed
Personal info	Title, name, preferred first name, email, address, birth date, Social Security number, phone number, gender.
Employment details	Employee status, hire date, pay schedules, work location, manager (optional), department (optional), job title, employee id, billing rate, is the employee billable by default.
Tax withholding	TD1 info like federal and provincial withholding, and exemptions.
Payment method	Direct deposit info or pay by paper checks.
Vacation policy	Add a vacation policy and related details.
Pay types	Hourly, salary, or commission only pay, rate per hour, pay frequency, or salary based on pay type, time off pay such as sick pay or unpaid time off, other common pay types such as bonus or overtime.
Deductions & contributions	Deductions or company contributions for items like health insurance, retirement plans, loan repayments, dental benefits, and so on.
Workers' compensation	Rate description. New rates can be set from Payroll settings.
Emergency contact	Add details of employee's contact such as name, relationship, phone number, and email address in case of an emergency.

Tab	Info that can be changed
Personal info	Title, name, email, address, date of birth, gender.
Employment details	Employee status, start date, payroll ID, pay schedules, manager (optional), department (optional), is the employee paid irregularly, billing rate, is the employee billable by default.
Tax information	Tax info like NI number, Starter declaration, Tax code, NI letter, Tax calculation method, appointment date and director calculation method if the employee is a company director.
Payment method	Bank transfer, cash, or pay by paper checks.
Pay types	Hourly, salary, or commission only pay, rate per hour, pay frequency, salary, or contracted hours per week based on pay type, work schedule, common pay types such as overtime or double overtime pay, bonus, reimbursement, or commission, types of leaves, any additional pay types.
Workplace pension, loan & other deductions	Workplace pension, Loan status, and Deductions or company contributions for items like after-tax deductions or repayments.
Emergency contact	Add details of employee's contact such as name, relationship, phone number, and email address in case of an emergency.

QuickBooks Desktop Payroll

Go to Employees and select Employee Center.
Double-click the employee name you want to edit.
- If you don’t see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and select All Employees, Active Employees, or Released Employees.
Make changes. If you aren’t sure what section to choose, see the table below.
Select OK.

The fields and tabs can vary depending on your payroll service. Use the tables below to learn what’s in each tab. Select the links for more detailed instructions.

Tab	Info that can be changed
Personal	Name, SIN, Gender, Birth date.
Address & Contact	Address, Phone number, Email.
Additional Info	Employee No, Account No, Billing Rate Level.
Payroll Info	Payroll schedule. Pay frequency—Daily, weekly, biweekly, monthly, or other. Employer deferred dental benefits. Earning details—salary, vacation, or other hourly/annual rates. Additions, deductions, or company contributions for items like health insurance. Direct deposits. Taxes info like federal, provincial, or other taxes and exemptions. Accrual hours or time off pay such as sick or vacation pay.
Employment Info	Hire date, Release date, ROE code, Occupation.

If you see the Required Info tab

Tab	Info that can be changed
Required Info	name, gender, birth date, Social Security number, hire date, email, phone number, address*
Personal Info	marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info
Additional Info	additional contact info, emergency contact info
Payroll Info	payroll schedule hourly or salary pay, other pay types such as bonus or overtime deductions or company contributions for items like health insurance or retirement plans, garnishments direct deposit info W-4 info like federal and state withholding, local taxes and exemptions time off pay such as sick or vacation pay
Employment Info	hire date, employee id, employment type, employee status*
Workers' Comp	Workers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)

*Required field

If you don't see the Required Info tab

Tab	Info that can be changed
Personal	name, Social Security number*, gender, birth date, marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info
Address & Contact	address, phone number, email*, additional contact info, emergency contact info
Additional Info	employee id
Payroll Info	payroll schedule hourly or salary pay, other pay types such as bonus or overtime deductions or company contributions for items like health insurance or retirement plans, garnishments direct deposit info W-4 info like federal and state withholding, local taxes and exemptions time off pay such as sick or vacation pay
Employment Info	hire date, employment type, employee status*
Workers' Comp	Workers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)

*Required field

Step 2: Complete new state setup if your employee moved to another state

When your employee moves to another state, you may need to set up and pay taxes in that state. See Set up employees and payroll taxes in a new state.

QuickBooks Desktop Payroll AssistedQuickBooks Desktop Payroll BasicQuickBooks Desktop Payroll EnhancedQuickBooks Desktop Payroll StandardQuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll Premium

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