Know how to Set up and manage payroll schedules in QuickBooks with the help of QuickBooks payroll support

This article will help you to learn how you can set up and manage payroll schedules in QuickBooks Desktop.

QuickBooks support helps you to create a group of employees in a way that makes sense for you to run your payroll through payroll schedules. With this article we will explain to set up, update, assign, and delete payroll schedules.

Payroll schedule benefits

With the help of a payroll schedule, you can easily see who needs to pay and when the payment is scheduled. The Pay Employees window displays the next pay date and payment period for each scheduled payment. Moreover, you can easily budget for your next disbursement.

 •    While using Direct Deposit or QuickBooks Desktop Payroll Assisted, transmit lead times and federal holidays can be included by adjusting the Process Payroll date and Check date.

•    If you are running payroll for the first time, you can optionally set up payroll schedules.

•    QuickBooks Desktop allows you to set up 200 payroll schedule.

How to set up your payroll schedule?

1.    Collect required data to be entered in the payroll schedule.

•    Name of the employee.

•    The employees' payment recurrence (how often your employees are paid).

2.    Select Payroll Center from the Employees menu that appears.

3.    Choose the Pay Employees tab.

4.    Select New from the Payroll Schedules drop-down menu.

5.    Add a name for the payroll schedule. Enter the name in the field asking what do you want to name this payroll schedule?

6.   ' How often will you pay your employees on this schedule? 'Drop-down field will appear. You need to specify the pay frequency for the payroll schedule.

•    From the given options, if you choose  Daily, Weekly, Biweekly, Monthly, Quarterly, or Annually: 

•    You will need to enter the pay period end date.

•    And the date to be shown the paychecks for the pay period.

•    If you choose Semimonthly as the pay frequency – the user needs to set up the paycheck date and the pay period end date for both the first and second paycheck of the month.

7.    Once you set the recurrence, click on Ok.

8.    Choose from the options to whether you want to apply this schedule to all employees with the same pay frequency.

•    Click on Yes to assign that particular payroll schedule to all employees with the same pay frequency.

•    Click on No if you want to assign the payroll to specific employees.

9.    Once you finish setting up your payroll schedule it will appear in the table under Create Paychecks.

If you are unable to set up your payroll schedule, contact  QuickBooks payroll support  @ 1 (877) 227 2303.

How to update a payroll schedule?

The company possibly changes the payroll schedule for two main reasons. Either a company-wide change in payroll occurred. Or a new type of employee has been added and needed to be paid differently from standard employees. Follow the steps given below to update a payroll schedule.

1.    Go to the payroll Center from the Employees menu.

2.    Choose the payroll schedule to be updated from Under the Create Paychecks table.

3.    From the Payroll Schedules drop-down choose to Edit Schedule.

4.    Make the changes to payroll schedule in the Edit Payroll Schedule window and click ok once you are done.

New payroll periods will be shown according to the new payroll schedule on Next time when you go to the Transactions tab in the Employee Center and select Paychecks. The compensation and taxes for employees will be adjusted to calculate correctly for this new payroll period.

How to assign a payroll schedule to an employee?

Follow the steps given below to assign a payroll schedule to an employee in QuickBooks desktop.

1.    Go to the Employee Center from the Employees menu.

2.    Double-click on the name of an employee.

3.    Now go to the Payroll Info tab.

4.    Click on Payroll Schedule drop-down.

5.    Choose the Payroll Schedule you wish to assign to the selected employee.

6.    Click ok to assign the payroll schedule.

How to delete a payroll schedule?

Deleting a payroll schedule includes two steps.

The user deleting a payroll schedule must first identify if there are employees associated with the payroll schedule you are deleting.

1.    Go to Employee Center from the Employees menu.

2.    Double-click on the name of an employee.

3.    Now go to the Payroll Info tab.

4.    From the Payroll Schedule field, confirm that it is the same payroll schedule you want to delete. Remove the attached Payroll Schedule by highlighting and pressing on backspace if it is the one you need to delete. Also, you may add another Payroll Schedule for the employee.

5.    Perform the step for each employee associated with the payroll schedule you are deleting.

Deleting the payroll schedule?

1.    Go to the Payroll Center from the Employees menu.

2.    Go to Pay Employees tab.

3.    Select the Payroll Schedule to be deleted that will appear Under the Create Paychecks table.

4.    Select Delete Schedule from the Payroll Schedules drop-down.

5.    You will not be allowed to inactivate or delete the schedule if you have employees assigned to it. 

For payroll schedule that has employees assigned to it, first you have to reassign all employees to another schedule before inactivating or deleting the schedule.

6.    Once you are done click on Ok.

For more queries and assistance on payroll schedule, contact QuickBooks support @ 1-800-731-1629.