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chicagowalker
July 28, 2022
Question

Changing the display name in Quickbooks for a transgender employee before a legal name change

  • July 28, 2022
  • 2 replies
  • 0 views

Hello, I am one of my company's finance coordinators (aka Quickbooks users) and I am non-binary. I use a different name that has not been legally changed yet. The process to change my name is a long and expensive one so until I can get that done, my legal name is on my paychecks and pay stubs and most frustratingly for me, in Quickbooks. I don't have access to payroll and employee data in QB but I do still see my legal name (deadname) while working in Quickbooks (searching, pulling reports, etc) on a regular basis. I know that there is a way to change the name that prints on the check so I've thought of asking if we can change my name in Quickbooks to my chosen (but not yet legal) name and just have my legal name (deadname) print on the checks. But I'm not totally sure if that would change it everywhere in Quickbooks and if it would even be worth it. 

 

I have searched the internet high and low for any examples of this in the past as relates to Quickbooks and trans employees, but no luck. I hope someone can help me! 

    2 replies

    R
    RCV
    July 28, 2022

    Let me provide some information about changing employee's display name, chicagowalker.

     

    In QuickBooks Desktop, we can enter the employee's name in the Legal Name and Print on Check As field. In this case, it would be best to consult your accountant on how to best handle this one since the information in the Legal Name field will reflect on their paychecks and payroll tax forms. To update an employee's info, just follow the steps below:

     

    1. Go to Employees on the top menu.
    2. Choose Employee Center.
    3. Double click the employee's name.
    4. Hit the Personal tab. 
    5. Enter the employee name in the Legal Name and Print on Check As field.
    6. Press OK.

     

    If you need to change the employee info in payroll, check out this article: Edit or change employee info in payroll. Feel free to browse this link here if you need help with other tasks in running payroll. It'll route you to our general payroll topics with articles.

     

    The Community always has your back, and I'm just a post away should you ever need anything. Just leave a comment below and I'll get back to you. Take care always. 

    BigRedConsulting
    BigRedConsulting
    August 1, 2022

    Even though it bothers you, each employee's legal name should always be used in QuickBooks - at least when  payroll is in use. The legal name should appear on all paychecks and any payroll forms where employee names appear - including the W-2.

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