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August 25, 2022

QuickBooks Online Payroll Tips: Pay Employees

  • August 25, 2022
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Are you looking for some guidance on how to manage your employees when getting your QuickBooks Online Payroll account set up and running? If so, then you’re in the right place. Today, I will do a deep dive on managing employees so you can make sure they’re set up to get paid correctly!

Although today I will just be focusing on employees, the good news is that there is an awesome upcoming webinar for you that will cover everything you need to know when it comes to paying your team.

You’ll learn how to:
  • Set up company/tax information
  • Manage Employees
  • Pay taxes
  • File your tax forms

Make sure to register for the upcoming webinar event here so you can learn how to set up your payroll from the very beginning!

Now let’s go ahead and take a look at how to manage your employees within your payroll account.

You’ll first want to navigate to the Payroll tab on the left-hand navigation bar. From there, go ahead and select Employees. Once you’re here, you’ll notice that this is where you can add or edit an employee profile.
 
You may notice that the layout of the employee profiles may look a bit different than in QuickBooks Online. Don’t be alarmed as you can still add or make any changes needed as you were used to previously!


Employee Self-Set Up

When you hire a new employee, they will automatically be invited to add their personal info within QuickBooks Workforce. Once their account is set up, they’ll be able to access their pay stubs and W2s anytime they need!

The unique part here is that every time you run payroll, your employees will get an email notification letting them know that their paystub is ready to view. How nice is that?!

How do you set up and invite a new employee to QuickBooks Workforce? Let me show you how!


1. Go to Payroll, then Employees.

2. Select Add an employee.

3. Add your employee's info, including their email address. This will automatically invite your employee to see their pay stubs and W-2s. They'll get an email with instructions to set up their Workforce account.

4. If you want your new employee to add their personal info, select the Ask this employee to enter their personal, tax, and banking info with the QuickBooks Workforce checkbox.

5. Select Done.

To invite multiple employees or an existing employee to view their pay stub, follow these steps:

1. Go to Payroll, then Employees.

2. Select Invite to Workforce.

3. Check the boxes next to the names of the employees you want to invite and enter their email addresses.

4. When finished, select Send invitations.

Note: If your employees used QuickBooks Workforce previously with Intuit Online Payroll, then you don’t have to worry about inviting them again.

Easy peasy! Your employees should now be able to create their own Intuit account so they can manage their personal settings, user ID, and security info.

If you are using QuickBooks Online Payroll Premium or Elite, your employees can track their hours using QuickBooks time. If this is something you might need, check out more steps and resources here.


Time Off

Before your employees can take time off, you’ll want to make sure that you’ve set up a time off policy. These policies include sick/vacation pay and paid/unpaid time off.  

Here’s how:

1. Go to Payroll, then Employees.

2. Select your employee.

3. From Pay types, select Start or Edit.

4. Scroll down to the Time off policies section. From the Paid time off, Unpaid time off, Sick Pay, or Vacation Pay ▼ dropdown, select Add new [time off pay] policy.

5. Complete the on-screen fields to create your policy, then select Save.

6. When finished, select Save.

Note: If your QuickBooks Online Payroll account is currently integrated with QuickBooks Time, you’ll want to  set up your time off policies there to match what you set up in your payroll account. This makes it easy for you and your team to track time off using QuickBooks Time, which will then all sync back to payroll.

For more resources on getting started with Quickbooks Online Payroll, check out this guide: https://quickbooks.intuit.com/learn-support/en-us/help-article/payroll-processes/get-started-quickbooks-online-payroll-youve-moved/L01XwPpQZ_US_en_US?uid=l74vqhyf

That’s all for today! I hope you found this info helpful. Again this is just one topic out of the 4 that will be covered in our upcoming webinar, so make sure to attend to discover the benefits of using the built-in payroll feature of QuickBooks Online! To register and learn more, go here.
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