Join Jess Stratton for an in-depth discussion in this video Setting up employees for payroll, part of QuickBooks Pro 2016 Essential Training.
- [Voiceover] With my sample file still open, now that all the payroll items are set up, we can edit our individual employees for those items. Get in to the Employee Center, by clicking EMPLOYEES from the home screen. To edit an existing employee, right click on their name and choose Edit Employee. Then, change to the Payroll Info tab. This is where you can choose to modify all of those settings. I'm actually going to close out of this one, because I want to create a brand new employee, and show you how to start from scratch.
I'm going to click New Employee on the top left-hand side. I'll put in a name, and now I'll move to the Payroll Info tab. This is where we're working right now. So after you fill in all the employee details, you can go in and start adding their payroll information. For example, in the Regular Pay field, you can either put in what their annual salary is, or what their hourly rate is. After that, you can start going in and adding in all of these values. For example, you can add their Sick Salary, Overtime Rate, any other Vacation Hourly pay they get, etc.
On the left side is earnings. On the right side is deductions and company contributions you want them to have. Here it's going to pull these items from the item list, except, it's pulling them from the deduction list. So you can see that they have Health Insurance, Mileage Reimbursement, Workers Compensation, etc. You can put in the amount that you want deducted from their paycheck. In fact, the dental one that we put in, in fact here's the dental one that we created in the last video. You can put in any amount that you want in the Health Insurance, that one was created with a blank amount so we can fill that in.
However, when we selected Dental, you'll notice that the amount is a flat fee of 100 dollars. That's because when we set up the Dental account in the previous video, we put a flat rate on it. So when I click on Dental, that rate is automatically going to show up in the amount field. I can also specify their tax information by clicking Taxes on the top right-hand side. This is where you can put in their filing status, any additional allowance that they want taken out of their paycheck, and any other costs that they're subject to. Like Social Security, and Federal Unemployment Tax.
Click OK when you're done with that. You can also use this button to set up Direct Deposit. And 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, click OK, and now we can setup 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 certain payroll schedules. You can group them together also. QuickBooks already puts in a bi-weekly schedule.
But, in the Payroll Schedule section, I'm going to click Add New. Because maybe you want to put in your own schedule. For example, if you have certain paychecks that you need to issue on a weekly basis, you can put it on a weekly schedule. I'll choose how often I'm going to pay them, in this case weekly. I can also put the end date for the pay period. For example, a Saturday. And finally, the date that should appear on the paychecks. The difference here, is that 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. So you can specify a date here. In this case, I'm going to choose the 15th, which is a few days after the pay period ends. Click OK. And now you've set up a weekly payroll schedule. In fact, if there's any other employees that you want to group with that, you can change those also. I'll click OK on this employee we just created. And now I'll come in, and right click on another employee, and choose Edit. I'll change to the Payroll Info tab, and now, I'm going to change their Payroll Schedule to this new weekly schedule that we just created.
I'll click OK again. 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
- 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 and purchase orders
- Invoicing customers
- Receiving payments
- Recording deposits
- Handling refunds and credits
- Paying employees
- Banking online with QuickBooks
- Sharing QuickBooks with others
- Running reports