Skip to main content
N
n2mese
November 7, 2023
Question

QB Time and employee status change

  • November 7, 2023
  • 1 reply
  • 0 views

Hello!  I have a question about how QB Time works with employees who might have a status change.  I'm wondering if I mark an employee as Unpaid Leave of Absence status, will that remove their access to entering info in Time? We have some employees who are very part-time/occasional and in the past I would mark them as Unpaid Leave of Absence in between times they worked.  But now that we're connected to Time/Workforce, I'm wondering if changing their employment status will affect their Time access? Thanks for your help!

1 reply

JoesemM
JoesemM
November 7, 2023

Nice to see you here, @n2mese. Thanks for sharing all the detailed information. Let me assist you with your employee's status and time access in QuickBooks.

 

You'll want to turn off the employee's time access in QB Time. They won't be able to use QB Time with your company, and you won't be charged for them. This will prevent the team member from logging in and tracking time. 

 

Here's how:

 

  1. In QuickBooks Time, go to My Team.
  2. In the Access column, select the toggle to turn access off for that team member.
  3. Click Turn Off.

For detailed instructions on how to manage time access in QuickBooks, see this link: Manage QuickBooks Time team members using the access toggle for QuickBooks Time.

 

If you have integrated QuickBooks Time with QuickBooks Online Payroll or QuickBooks Desktop Payroll, you can change the employee's status in their profile. It will remove them from the active payroll list, but their profile and pay records will still be retained and appear on reports. Let me guide you on how to do this.

 

For QuickBooks Online Payroll:

 

  1. Go to Payroll, then Employees.
  2. Select your employee. If the employee isn't on the list, select All Employees from the Active Employees ▼ dropdown.
  3. From Employment details, select Start or Edit.
  4. From the Status ▼ dropdown, select Terminated or another appropriate status: Paid Leave of Absence, Unpaid Leave of Absence, Deceased. Select Not On Payroll if you lay off or furlough an employee.
  5. Choose Save.

 

For QuickBooks Desktop Payroll:

 

  1. Go to the Employees menu and select Employee Center.
  2. Find and open the employee's profile.
  3. Select Employment Info and then select the Termination tab. Note: If you lay off or furlough an employee, select the Leave of Absence tab instead and complete the necessary fields, such as Start Date and Type.
  4. Enter a status in the Termination Type field.
  5. Fill in the necessary info such as Release Date. If you also want to remove the employee from your Active employee list, select the Employee is inactive checkbox.
  6. Select OK.

 

For detailed steps, you may follow the steps in this article: Terminate or change your employee's status on payroll.

 

Additionally, I'll be sharing these resources that will help you manage your team members and how to set time off accruals in QuickBooks Time:

 

 

If you require further assistance with managing your employee's status or any other questions with QuickBooks, please do not hesitate to reach out to me. We are always available to provide you with the help you need.

N
n2meseAuthor
November 9, 2023

Thanks for the info. We have integrated QB time and online payroll.

Let me rephrase my question another way--

 If I change an employees status to Unpaid Leave of Absence, does he still have access to Workforce/Time?

And is the company still charged for the employee when they are in the Unpaid Leave of Absence status?

Thanks again!  🙂

L
LeizylM
November 9, 2023

Thank you for sharing that you have integrated QuickBooks Time and online payroll. It's great to hear that you're utilizing these tools, n2mese. I'm here to help address your questions and concerns.

 

In QuickBooks Time, once an employee's status is changed to Unpaid Leave of Absence, their access to Workforce/Time remains intact. They will still be able to utilize the system as needed. However, you have the option to turn off the employee's time access in QB Time. You can follow the steps provided by my colleague above on how to turn this off. 

 

The company generally does not incur charges for that employee during the duration of their unpaid leave. As the employee is not actively engaged in work or recording their time, there are typically no expenses or fees associated with their absence.

 

In addition, you can check this article for more information on how to change your employee's status: Terminate or change your employee's status on the payroll. 

 

Moreover, I'm adding these references that may guide you in preparing year-end payroll and other tax forms and payments:

 

 

If you need further assistance with payroll tasks or managing your employee's status. Don't hesitate to get back on this thread. We're always here to help. 

Terms & ConditionsAccessibility statement