Change Employee Payroll Information through QuickBooks

Payroll processing can be done quickly in-house by using Intuit’s QuickBooks accounting program for businesses of all sizes. When QuickBooks payroll is first set up, it takes some time to get everything set up, but once it is, the program is quick to use for payroll maintenance. Small businesses that lack the resources to outsource their payroll are the ideal candidates for QuickBooks. The QuickBooks program makes printing a pay check for any employee as easy as clicking a button once the data for each employee is entered.

Modify your employee’s direct deposit information:

Learn how to modify the bank account that will receive direct deposits for your employee.

Once you’ve established direct deposit for a worker, you might need to change their bank account if something transpires.

Payroll direct deposit is simple to set up once payroll has been configured in QuickBooks Online. Direct deposit offers benefits to both employers and employees. It’s great for employees because they receive payment right away without having to go to the bank to deposit a check, and it’s great for businesses because there is no lag in time for bank reconciliation purposes.

QuickBooks Online Payroll:

• Select Employees from Payroll.
• Choose a worker for yourself.
• Choose Start or Edit from the Payment method.
• Enter the information for the new bank account.
• When finished, choose Save.

QuickBooks Desktop Payroll:

On the same page where you initially set it up, you can update the employee’s bank account information.

• To view your employee list, go to Employees and select Employee Centre.
• Choose the name of the employee.
• Choose the Payroll Info tab.
• Choose the Direct Deposit button.
• Use Direct Deposit for [employee’s name] by selecting it in the Direct Deposit window.
• Make the decision to deposit the check into one or more accounts.
• Financial institution details for the employee should be entered (Bank Name, Routing No., Account No., and Account Type).
• To save the information, click OK.
• When prompted, enter the PIN for your direct deposit.

Before you generate the employee’s pay check, you must edit the bank account information. Payrolls that are generated prior to updating the employee’s account will be deposited to the previous bank account. You can either delete and recreate the pay checks before sending them to Intuit to avoid this, or you can:

• Open the pay check, then select the Pay check Detail tab.
• Select Save > Save & Close after clearing the Use Direct Deposit checkbox on the pay check details.

Select Use Direct Deposit when you reopen the pay check. Selecting Save is a must.

Set up Auto Payroll in QuickBooks Online Payroll to pay your employees:

With Auto Payroll, processing payroll each pay period will take less time. Your pay checks will be generated automatically by Auto Payroll if all or even a portion of your team is salaried or hourly and puts in the same number of hours each pay period. You have one less thing to remember in your hectic schedule when it comes to payday. It also functions if you pay your employees via direct deposit or paper checks.

You must have completed your payroll setup and run your initial payroll before using Auto Payroll.

In QuickBooks Desktop Payroll, this feature is not accessible. Here is a setup guide for it.

Step 1: Set up your employees.

• Make sure the following is set up for the employees whose payroll you want to automate:
• Status of employment is Active Salary or hourly rate with default hours
• An income tax schedule (W-4 and state taxes)
• For commission-only workers, inactive workers, or 1099 contractors, auto payroll does not function. For hourly workers whose schedules change each pay period, we do not advise using it.

Step 2: Enable AutoPay.

In this step, you will select which employees you want to pay automatically.

• Log in as the Primary Administrator to QuickBooks Online.
• Select Payroll Settings from the drop-down menu.
• Choose the Edit icon in the Auto Payroll box.
• Select Manage Auto Payroll from the drop-down menu.
• Choose the employees you want to pay automatically. Only qualified employees will be available for selection.
• Select the Save Changes option.
• Examine the confirmation screen for the total number of employees and important dates associated with your Auto Payroll processing.
• Click Done.

Step 2: Enable Auto Payroll.

In this step, you’ll select which employees you want to pay automatically.

• Log in as the Primary Admin to QuickBooks Online.
• Choose Settings and then Payroll Settings.
• Select the Edit icon in the Auto Payroll box.
• Choose Manage Auto Payroll.
• Choose the employees you want to pay through Auto Payroll. Only eligible employees will be available for selection.
• Choose Save Changes.
• Examine the confirmation display for the total number of employees and important Auto Payroll processing dates.
• Choose Done.

Edit or change employee information.

Learn how to update the information on your employees in QuickBooks payroll products.

Have your employee’s name, bank account, W-4 filing information, or address changed? You should make those changes, as well as any others, to their profile in your QuickBooks Payroll account. Here’s how it’s done.

Instead, see Add a new employee to your payroll if you’ve just hired or are adding a new employee.

Step 1: Gather up-to-date information

Check the changes with your employee once more. Obtain any documents demonstrating the changes from your employee if necessary. It could be a new W-4 form or a direct deposit form.

Step 2: Update your employee information

Once you have the updated information, you can make the necessary changes in your payroll account. Steps are provided below for each payroll product.

QuickBooks Online Payroll:

Change the information about an employee.

Option 1: Update an employee’s employee profile.

• Go to Payroll, then Employees.
• Choose an employee.
• If you don’t see your employee, change the filter on the employee list. Choose Active Employees, Inactive Employees, or All Employees from the dropdown menu above the employee list.
• Select Start or Edit on the section you want to change. If you’re unsure which section to select, consult the table below.
• When finished, click Save.

Option 2: Change an employee’s information while running payroll.

• Select the employee’s name on the Run payroll screen.
• Choose Start or Edit for the section you want to change.
• When you’re finished, click Save.

Payroll in QuickBooks Desktop:

• Select Employees, followed by Employee Centre.
• Double-click the employee whose name you want to change.
• If you don’t see your employee, change the employee list filter. Choose All Employees, Active Employees, or Released Employees from the dropdown above the employee list.
• Make adjustments. If you are unsure which section to select, consult the table below.
• Choose OK.

Step 3: Finish the new state setup if your employee relocated to another state.

When your employee relocates to another state, you may be required to set up and pay taxes in that state.

Change or terminate your employee’s payroll status.

Learn how to change a terminated employee’s status in QuickBooks Payroll. We’ll also show you what to do if you fire an employee or they go on leave.

It can be difficult to let go of an employee. However, it is critical to take steps to ensure that your records are accurate. Change an employee’s employment status in your payroll system after you’ve given them their final pay check. Here’s how to modify an employee’s status in any QuickBooks or Intuit payroll product.

Step 1: Make the final payment.

Create and distribute your employee’s final pay check. You can then change their employment status.

Step 2: Modify an employee’s status.

Terminated employees are no longer listed on your active payroll. Their profile and pay records, however, remain in your accounts and appear on reports.

QuickBooks Online Payroll:

• Go to Payroll, then Employees.
• Choose an employee. If the employee is not on the list, select All Employees from the Active Employees dropdown.
• Choose Start or Edit from the Employment Details menu.
• Select Terminated or another suitable status from the Status dropdown: Paid Leave of Absence, Unpaid Leave of Absence, and Deceased. If you lay off or furlough an employee, choose Not on Payroll.
• Select Save.

QuickBooks Desktop Payroll:

• Navigate to the Employees menu and select Employee Centre.
• Locate and open the employee’s profile.
• Select Employment Info, then the Termination tab. Note: If you lay off or furlough an employee, select the Leave of Absence tab instead and fill out the required fields, such as Start Date and Type.
• In the Termination Type field, specify a status. Fill in the required information, such as the Release Date. Select the Employee is inactive checkbox if you also want to remove the employee from your Active employee list.
• When you’re finished, click OK.

Conclusion:

Employers and employees both benefit when paying employees via direct deposit. Employees are paid regardless of where they are, while employers have control over payroll processing, can cut costs, and can guarantee prompt deposits. In addition, it eliminates fraud and lost or stolen checks while assisting with bank reconciliation. Processing payroll through direct deposit is simple with QuickBooks Online.

QuickBooks Online may be your best option if you’re looking for the best payroll software. Call our team of QuickBooks Support specialists, available around the clock to assist you.

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