In this article you will learn how to edit employee's payroll information in the employee profile in QuickBooks Desktop. For editing the employee’s information in QuickBooks you may need an employee Form W-4 or State Allowance form to complete the changes.
Please Note: Payroll customers’ needs to make a change in employee's payroll information as described in the article. If you are using Direct Deposit or QuickBooks Desktop Payroll Assisted, you need to send a zero payroll after you are done with your updates.
Employee information which can be changed anytime:
• Legal Name
• Date of Birth
• Address, Payroll Schedule
• Earnings (items, rate, pay period)
• Class
• Additions
• Deductions
• Company Contributions
• Direct Deposit
• Sick/Vacation
• Allowances
• Extra Withholding
• Federal Filing Status
• State Allowances
• State Extra Withholding
• State Filing Status
• State Estimated Deductions.
Changes that becomes effective the next pay period:
• State Worked,
• State Lived
• and Other Taxes.
Employee information which cannot be change in QuickBooks Desktop; contact a QuickBooks payroll support representative for assistance:
• Social Security,
• Medicare,
• Advanced Earned Income Credit
• SUI
• SDI
• Federal Unemployment Tax (company paid).
• Retroactive changes for earlier payrolls during the current year to State Worked, State Lived, and Other Taxes.
Step to change an employee's payroll information:
• Click on Employees and then select Employee Center.
• To change the information double-click the name of the employee whose payroll information you want to change.
• Click the Payroll Info tab in the edit employee window.
• To Edit the employee's payroll information. See the information below.
To change an employee's name:
• Click on Employees and choose Employee Center.
• Double-click on the employee's name.
• Enter the corrected employee name under Legal Name on the personal tab.
• Click on OK.
To include an additional payroll item:
• In the Item Name column click under the last Item.
• Choose a payroll item from the drop-down arrow. If you want to create a new payroll item, click on Add.
• Select OK to save changes that you have made.
To change the amount, percentage, or annual limit of a payroll item:
• For the item you want to change, click on the Hourly/Annual Rate, Amount, or Limit column.
• Make changes in the amount, percentage, or limit.
• To save your changes click on OK.
To change tax withholding or add extra withholding:
• Select Taxes.
• For the type of tax you want to change click on the tab.
• Enter the change and select OK.
To insert a payroll item above another:
• Click on the item above which you want to insert an item.
• Click on Edit and then select Insert Line.
• To save your changes click on Save.
To delete a payroll item:
• Select the item you want to remove.
• Click on Edit and select Delete Line.
• To save your changes click OK.
To know more on how to change your employee payroll information call QuickBooks Payroll Support at 1-800-731-1629.
