In this video, staff author Jess Stratton explains how to set up new employees for payroll, how to deduct payroll items, and how to set up a payroll frequency schedule.
- [Woman] With my company sample file still open, now all the payroll items are set up, we can edit our individual employees for those items. Get into the Employee Center, by clicking Employees on the home screen. To edit an existing employee, you can right click on their name and choose Edit Employee, or double click on them. Change to the Payroll Info tab. Here's where you can choose to modify any of these settings. I'm going to close out of this employee because I want to create a brand new one from scratch. Click New Employee on the top left hand side of the screen.
I'll put in the name, and once I fill in all other details, I'm ready to change to the Payroll Info tab. Here's where we can put in all of their payroll information. For example, in the Regular Pay field, you can put in what their annual salary is or what their hourly rate is. After that, you can start going in and adding any additional values. For example, there's regular pay, sick pay, overtime and any other vacation hourly pay that they get. On this left hand side is where you put in their earnings.
On the right hand side is where you put in their deductions and company contributions you want them to have. If I click inside Item Name, it's going to pull deductions from the item list. Here you can choose from things like health insurance, worker's compensation, mileage reimbursement. You can even click to add a brand new one. I'll select Health Insurance. Here's where I can put the amount that I want deducted from their paycheck. You'll notice that sometimes it gets automatically populated. In the last video, when we created our Dental Account, we put in the flat fee that we wanted deducted from their paycheck.
QuickBooks already knows about it, so when I select Dental, it's already going to fill that amount in. I can also specify whether or not I want them to have direct deposit and their tax information. If I click Taxes, here's where I can fill out their filing status, and any additional allowances they have, and any extra withholding that they want taken out of their paycheck. Also, any other cost that they're subject to. Such as social security and federal unemployment tax. Click OK when you're done with this screen. Finally, you can click Sick/Vacation, to specify their sick and vacation options, such as, how they're accrued, and any maximum number of hours that they can accrue.
When you're all done with this screen, click OK. Now we can set up a payroll schedule for this employee. If you want to be reminded when to do their payroll, you can keep all of your employees on a certain payroll schedule. You can group them together also. QuickBooks, by default, will put it in as a bi-weekly schedule, but in the Payroll Schedule area, you can click Add New. You might want to put in your own schedule. For example, Weekly. In the drop down, choose how often you're going to pay your employees on this schedule.
I'll choose Weekly for this one. I can also choose an End Date for the pay period. And finally, I need to specify the date that should appear on the paychecks. The difference here is the paychecks may go out three to five days or more after the pay period ends, it all depends on when the money gets taken from your bank. Click OK. Now that you've set up a weekly payroll schedule, if there's any other employees that you want to group with that schedule, you can edit those employees also. I'll click OK on the Payroll Schedule tab, click OK on the Employee, and now I'll click Leave As Is for their payroll information.
If I want to edit any other employee, I can double click on their name, change to the Payroll Info tab, and in the Payroll Schedule, I can now choose this new Weekly Schedule that we set up. I'll click the blue OK button, and now we've edited multiple employees. That's it for setting up a payroll schedule. Up next, let's actually pay our employees.
- Setting up a new company file
- Backing up the company file
- Working with the chart of accounts
- Adding bank accounts and credit cards
- Adding service or inventory items
- Setting up sales tax
- Adding customer, vendor, and employee profiles
- Creating estimates, purchase orders, and invoices
- Receiving payments
- Recording deposits
- Handling refunds and credits
- Paying employees
- Managing online banking
- Sharing QuickBooks with others
- Searching for data
- Running reports
- Closing the books