Change Employee Payroll Information in QuickBooks

Change Employee Payroll Information in QuickBooks

QuickBooks is the best financial accounting software for small businessmen. It can manage your business accounts. This payroll software seems to be the best and effective. If you want to change employee payroll information, you may prefer this QuickBooks desktop payroll software. But for modification the accounting functions should be made in the same software then it is possible.

In the software, an employee form is available for each person who wants to make changes, which is named W-4 Form. Follow a few steps and fill this form. You can definitely change the information just in the blink of an eye or say that within a second. This form is also known as the State Allowance Form. If you want more information about payroll and all its services then you have an option to get information fast.

What information can you change in QuickBooks –

Legal Name, Address, Payroll Schedule, Earnings, Date of Birth, State Filing Status, Class Additions, State Estimated Deductions, Deductions, Company Contributions, State Allowances, Direct Deposit, Sick/Vacation, Allowances, Federal Filing Status, Extra Withholding, and State Extra Withholding. You can change anytime Employee Information.

Payroll users can edit worker’s payroll details as described below.

 If you are using Direct Deposit or QB Desktop Payroll Assisted, you must send Zero Payroll after completing your update.

  • Details of employees you can modify at any time: legal time, DOB, address, payroll schedule, income, class, excess, deductible, company contribution, direct deposit, sickness or leave, allowances, additional withholding, federal filing status, state allowances, state additional withholding, State filing status and state assessment deductions.
  • The amendment, which goes into effect for the next wage period: states lived, states lived and other taxes.
  • For details on employees you cannot edit on the QB Desktop, contact the QB Desktop Payroll Assistant Representative for assistance: SSN, Medicare, Advanced Earned Income Credit Card, SDI, SUI and Company Payment.. A rethinking amendment to work in the current year, live in the state, and pay other taxes to the state.

How to update an employee from Employee profile

  1. Go to the Workers, then click on Employees.
  2. Choose the name of the employees.
  3. Click on the Edit icon from the information you have to update.
  4. Make changes with their info and click on Done.

How to Update an employee while you run a payroll

  1. Go to the Run payroll screen, click on the employee’s name.
  2. Make changes with their info and click on Done.

Steps to change Employee payroll Information:

  • Go to Employees and choose Employee Center.
  • Double Click the name of the employee whose payroll information you want to change.
  • In the Edit Employee window, click the Payroll Information tab.
  • Edit the employee’s payroll information. See below

To change an employee name –

  • Go to the Employees and select the Employee Center.
  • Double-click on the employee’s name.
  • On the Personal tab, enter the corrected employee name under Legal Name.
  • Click OK.

To include an added payroll item –

  • Select the beneath the last item in the Item Name column.
  • Select a payroll item from the drop-down arrow. If you want to create a new payroll item.
  • Click on the Add option.
  • Click OK to save your changes.

To change the payroll item’s amount, percentage or annual limit –

  • Select the Hourly/ Annual rat, amount or Limit column for the item you want to change
  • Change the amount, percentage, or limit.
  • Click Ok to save your changes.

To change tax withholding or add extra withholding –

  • Click Taxes.
  • Click the tab for the type of you tax you want to change.
  • When you change
  • Click OK.

To insert a payroll item above another –

  • Click the item above in which you want to insert an item.
  • Select the Edit option.
  • Choose Insert Line.
  • Click ok to save your changes.

To delete a payroll item –

  • Choose the object you want to remove.
  • Select Edit > Delete Line
  • Click Ok to save your changes.

To reactivate a terminated or released the employee –

  • Go to Employees Center > Change view to all Employees
  • Double click the employee you wish to reactivate.
  • Click the Employment Info tab.
  • Delete the release date, so the field is blank. In QuickBooks Desktop 2015, go to the Terminated tab and delete the information.
  • Unmark the Employee inactive box and click ok to save your changes.


In this blog, you can find the steps that you can use to change employee payroll information in QuickBooks. hope you found it helpful to solve your query with payroll information.

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