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Employee payroll record (QBP EMPLOYEE)

Import and export files can contain the payroll records for your employees. Because of the complexity of payroll records, there are four keywords for payroll records: QBP EMPLOYEE, CUSTOMPI, HOURLYPI, LOCALPI. Each keyword has its own column headings. For each employee record, there is one QBP EMPLOYEE line (or row). Immediately following, there can be up to 10 CUSTOMPI lines, up to 8 HOURLYPI lines, and up to 2 LOCALPI lines. The keyword ENDQBPEMP (in a line by itself) indicates the end of an employee's record.

Columns for QBP EMPLOYEE

The following table shows the column headings for QBP EMPLOYEE. The NAME and PAYPERIOD columns are required.

NAME

(Required) The name of the employee.

TIMESTAMP

(Export files only) A unique number that identifies the company file from which you exported the Employee list.

REFNUM

(Export files only) A unique number that identifies an entry in the list.

SALARY

The employee's yearly salary. Omit this field if you pay the employee an hourly wage.

PAYPERIOD

(Required) A keyword that identifies the pay period for the employee.

If you are creating an import file, use one of these keywords:

  WEEKLY You pay the employee once a week.

 

You pay the employee every two weeks (26 times a year).

CLASS

The name of the class that applies to the employee. If the class is a subclass, the class name includes the names of the parent classes, beginning with the highest level class. A colon (:) separates each class name.

NUMCUSTOM

The number of "custom" payroll items in the employee's payroll record. A custom payroll item can be either a deduction, addition, commission, or company contribution payroll item. If there are no custom payroll items in the employee's record, type 0.

NUMHOURLY

The number of hour wage payroll items in the employee's payroll record. If there are none, type 0.

HIREDATE

The date you hired the employee. The date is always in MM/DD/YY format. For example, 1/30/98.

RELASEDATE

The date you released the employee. The date is always in MM/DD/YY format. For example, 1/30/98.

FEDSTATUS

A keyword that indicates the employee's federal tax filing status.

If you are creating an import file, use one of these keywords:

 

SINGLE

If the employee's filing status is "single."

 

MARRIED

If the employee's filing status is "married."

 

HEADOFHOUSE

If the employee's filing status is "head of household."

FEDALLOW

The number of federal allowances the employee claimed on his or her W-4 form. If the employee claimed no allowances, type 0.

FEDEXTRA

The amount of extra federal withholding for the employee. If you are not collecting extra federal withholding for the employee, type 0.

STATESWH

The two letter state abbreviation for the state for which the employee is subject to state withholding tax. If the employee is not subject to state withholding tax, type NONE.

STATESDI

The two letter state abbreviation for the state for which the employee is subject to state disability tax. If the employee is not subject to state disability tax, type NONE.

STATESUI

The two letter state abbreviation for the state for which the employee is subject to state unemployment insurance tax. If the employee is not subject to state unemployment insurance tax, type NONE.

PAYITEMSWH

The name of the payroll item that tracks state withholding tax for this employee. If the employee is not subject to state withholding tax, type NONE.

PAYITEMSSDI

The name of the payroll item that tracks state disability tax for this employee. If the employee is not subject to state disability tax, type NONE.

PAYITEMSSUI

The name of the payroll item that tracks state unemployment insurance tax for this employee. If the employee is not subject to state unemployment insurance tax, type NONE.

STATESTATUS

A keyword that indicates the employee's state tax filing status.

If you are creating an import file, use one of these keywords:

 

SINGLE

If the employee's filing status is "single."

 

MARRIED

If the employee's filing status is "married."

 

HEADOFHOUSE

If the employee's filing status is "head of household."

STATEALLOW

The number of state allowances for the employee. If the employee claims no allowances, type 0.

STATEEXTRA

The amount of extra state withholding for the employee. If you are not collecting extra state withholding for the employee, type 0.

STATEMISC

The information that goes into the Misc field on the employee's state withholding form. For details on how to fill in this field for your state, see Appendix A of your "Installation and Conversion Guide."

FEDTAX

A keyword that indicates whether the employee is subject to federal income tax.

If you are creating an import file, use one of these keywords:

 

Y

Yes.

 

N

No.

SSEC

A keyword that indicates whether the employee is subject to social security withholding tax.

If you are creating an import file, use one of these keywords:

 

Y

Yes.

 

N

No.

MCARE

A keyword that indicates whether the employee is subject to Medicare withholding tax.

If you are creating an import file, use one of these keywords:

 

Y

Yes.

 

N

No.

FUTA

A keyword that indicates whether the employee is subject to federal unemployment tax.

If you are creating an import file, use one of these keywords:

 

Y

Yes.

 

N

No.

Columns for CUSTOMPI

The following table shows the column headings for CUSTOMPI (custom payroll items). Each employee record can have up to 10 custom payroll items. The PAYITEM column is required.

PAYITEM

(Required) The name of the deduction, addition, commission, or company contribution payroll item.

AMOUNT

The rate or amount of the payroll item.

If you are creating an import file, be sure to include a percent sign if the item is based on a percentage rate. If the item is to be subtracted from employees' pay, include a minus sign before the rate or amount.

LIMIT

The annual limit, in dollars, of the payroll item. For deductions from pay, this is the maximum amount that can be deducted from an employee's pay in one year. For additions to pay, this is the maximum amount that can be added to an employee's pay in one year.

If you are creating an import file, be sure to enter an minus sign for all deductions.

Columns for HOURLYPI

The following table shows the column headings for HOURLYPI (hourly wage payroll items). Each employee record can have up to 8 hourly wage payroll items. Both columns are required.

PAYITEM

(Required) The name of the hourly wage payroll item.

AMOUNT

(Required) The hourly rate for the employee.

Columns for LOCALPI

The following table shows the column headings for LOCALPI (local tax payroll items). Each employee record can have up to 2 local tax payroll items. The PAYITEM and LOCALITY columns are required.

PAYITEM

(Required) The name of the local tax payroll item.

AMOUNT

The rate or amount of the payroll item.

If you are creating an import file, be sure to include a percent sign if the item is based on a percentage rate. If the item is to be subtracted from employees' pay, include a minus sign before the rate or amount.

LIMIT

The annual limit, in dollars, of the payroll item. For deductions from pay, this is the maximum amount that can be deducted from an employee's pay in one year. For additions to pay, this is the maximum amount that can be added to an employee's pay in one year.

If you are creating an import file, be sure to enter an minus sign for all deductions.

LOCALITY

Identifies one of the local taxes on QuickBooks preset list of local taxes. If you are creating an import file, use one of these keywords:

 

INDIANA_
COUNTY
(one word)

Indiana counties

 

MICHIGAN_
CITY
(one word)

Michigan cities

 

NYC_NON_
RESIDENT
(one word)

New York City nonresident

 

NYC_RESIDENT

New York City resident

 

OHIO_SCHOOL

Ohio school district

 

YONKERS_NON_
RESIDENT
(one word)

Yonkers nonresident

 

YONKERS_
RESIDENT
(one word)

Yonkers resident

KB ID# H_IIF_EMPLOYEE_PAY_COLUMN
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