Change employee details

If an employee has a new postal or email address, got a raise, or needs to update withholding info, you can edit their profile in your QuickBooks Online Payroll Full Service account.

1. In the left navigation bar, click Employees.
2. Click the name of the employee you want to update.
3. Make any necessary updates to the employee's info.

   Personal information — you can update the employee's address, email, and other personal info.

   We'll use the employee’s resident address to determine tax implications. Be sure the address field contains the employee's physical home address, and not their mailing address. For example, a college student should provide you the address where they live, and not their parents’ address.

   Employment — You can update the employment status, default workers' comp class.

   Pay — You can change the pay rate, add pay types, and change pay method (direct deposit or check).
   

   Taxes — You can review and update an employee's federal and state withholding info.

   Deductions and contributions — You can assign an employee a deduction (health insurance) or contribution (retirement account) that has been set up for your company.

   Vacation and sick — You can add, assign, or update a vacation sick policy for the employee. You can also edit the maximum number of hours available.

4. Save your changes to the employee profile.

If you need to add or edit the employee's work location, pay schedule, tax exemption, garnishment, or add a deduction or contribution that hasn't been set up, contact us.

Important additional info

• Employees should review and complete a new W-4 each calendar year and/or when any personal or financial situation changes.
• As the employer, you are responsible for verifying your employees' home addresses are accurately entered within your Full Service Payroll account. This way, we can make sure the appropriate tax options are presented and withheld from their checks.
• The general rule is the home address of an employee determines the state income tax.
• We mail employees' W-2 forms according to the home address on file.

See also

• Federal and state withholding (W-4)