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How do you changed the payroll period for a .... - QuickBooks
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Step 1: Navigate to Payroll
After having logged in to your QuickBooks account, you’ll want to navigate to the “Payroll” tab to get started.
Hovering over the “Payroll” tab, you’ll see three options: Employees, Contractors, and Workers’ comp. You can explore each of these options, but we’re going to get started with Employees.
If you just purchased your QuickBooks Online subscription, you’ll see a “Get Started” button. Click on it to proceed to the next screen. If you are just signing up for QuickBooks Payroll, the system will ask you a few questions, such as if you require HR support and need to track employee work hours.
Learn how to set up Payroll schedule in QuickBooks desktop Online in a few simple steps and process your first pay run. You can even do payroll as often as you need at no extra charge—provided you subscribe to a QuickBooks Payroll plan.
Further, adding QuickBooks Payroll to your existing QuickBooks Online subscription means that your business is granted access to other HR and pay processing features—such as next- and same-day direct deposits, employee benefits, and automated tax calculations and filings. New users get 50% off payroll for the first three months. Sign up for QuickBooks Payroll today.
While these questions will help match you with the right plan, you also have the option to manually select one of its three payroll options yourself. QuickBooks will recommend the best payroll plan for you, and you can even sign up for a 30-day free trial.
For more information on how QuickBooks Payroll’s automated payroll and direct deposit work, including other features that you and your employees may need, check out our QuickBooks Payroll review.
Step 2: Enter General Information About Paying Your Employees
In the next step, the system will ask whether or not you already paid employees in the current calendar year. If you’re switching to QuickBooks Payroll from either a manual system or another payroll software, then you need to click “Yes.”
Note that the system will require you to input year-to-date (YTD) payroll details and tax payments made for each employee later in the setup. Providing information about prior paychecks issued to employees before the beginning of your QuickBooks Payroll subscription is an essential step to ensure that your W-2 forms are accurate come year-end.
You can get YTD information from the last payroll you processed for each employee and also request detailed pay reports from your previous payroll provider.
Aside from payments to employees in the current calendar year, the system will ask you to indicate the date that you plan to run your first payroll in QuickBooks. It will also require you to enter the physical address where the majority of your employees work.
Step 3: Add Employees
After you have entered your work location, a new window will appear that lets you add your employees’ basic information and payroll details into the system. Click the “Add an employee” button and start inputting the required data of each staff member on your payroll, including those who are no longer employed with your company but were paid within the current calendar year.
Step 4: Complete Employee Information
As you add basic staff information into QuickBooks, you have the option to input your employees’ email addresses. This allows the system to send them a link to view their pay stubs and W-2s via QuickBooks Workforce, the provider’s self-service online portal. There’s even an option for the system to invite employees to track and record their work hours via QuickBooks Time.
Note, however, that you need a subscription to QuickBooks Payroll’s premium plans to access the time tracking solution, QuickBooks Time.
Here’s a list of the employee information fields you need to fill in to complete the QuickBooks Online Payroll setup.
- Pay schedule: Specify a pay schedule for your employees by clicking the “create pay schedule button” in the “How often do you pay (employee)” section. In the dropdown, select the applicable schedule, such as weekly, twice a month, and monthly, among others. You will also be provided the option to use the schedule you just created as the default schedule for succeeding employees who will be added to the system.
- Employee pay: Enter the employee’s wage in the “How much to do you pay (employee)” section. You also have to input the staff’s default number of work hours in a day and workdays in a week.
- Employee deductions/contributions: In the “Does (employee) have any deductions” section, select the applicable contribution and deduction items.
- Employee withholding information: The “What are (employee’s) withholdings” section is where you will use the information from Form W-4s. When you click “Enter W-4 form,” select whether you need the current year’s tax form or an earlier version. As of this writing, the form changed in December 2020, and QuickBooks stores both new and old versions. This enables you to print one directly from the system to give to employees and capture the correct information.
- YTD payroll information: If you paid the employee this year, use the information from the last payroll check issued and input the YTD payroll details into the system. Note that QuickBooks will ask for totals paid in prior quarters of the current year and any amounts paid within the current quarter but before you began using QuickBooks Payroll.
- Payment method: The “How do you want to pay (employee)” section contains a dropdown where you can select either direct deposit or (manual) check to pay the employee. If you select direct deposit, use the information from the direct deposit authorization form and the voided check that you requested from the employee.
There are lots of options available directly in the Payroll Center. Some other tasks you can complete include:
- Setting up direct deposit
- Add employees
- Edit or void paychecks
- Create termination checks
- Print paychecks
- Run reports
- Pay taxes and liabilities
- File forms
If you don’t want to mess up your company file, using one of QuickBooks’ sample companies is an easy way to get the feel of the payroll system without worrying about making a potentially costly mistake.
If you get stuck at any point, go back through this guide or take advantage of the in-software support options to properly set up and process your payroll.
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