Click the Change tabs drop-down arrow at the top of the New Employee or Edit Employee window to move between sections and to enter or update employee information.
Enter the name as you want it to appear on the employee's:
State payroll tax forms that list individual employees and their earnings
(QuickBooks Enhanced Payroll only)
If necessary, change the name in the Print on Checks as field.
When you print paychecks, QuickBooks prints the name of the employee as it
appears in this field.
Note: The name should appear exactly as it is on file with the Social
Security Administration. For example, if an employee goes by "Tim"
but his legal name is "Timothy", enter Timothy.
Enter the employee's Social Security number. The number should match the
number on the employee's social security card.
QuickBooks observes federal standards for Social Security numbers. If the
number you enter results in an error message, ask to see the employee's
social security card, or call your local Social Security Administration office
to check the validity of the number.
Note: QuickBooks accepts 000-00-0000, the Social
Administration's code for employees who have applied for but have not
received a Social Security number.
Enter the gender of the employee (if required on payroll tax forms for this
Enter the employee's date of birth.
Enter the address as you want it to appear on the employee's paychecks
and W-2 forms. This address is also used as the destination address when you send paystubs to your employees via e-mail.
If the employee is a member of the US military, you can use one of the
military "state" abbreviations:
AA: For armed forces in the Americas, excluding Canada
AE: For armed forces in Europe, the Middle East, Africa, and Canada
AP: For armed forces in the Pacific and Alaska
Enter the employee's Hire Date.
Leave the Release Date blank unless the person is no longer on your
Click the Type drop-down list and choose whether the employee is an officer or statutory employee. Otherwise, choose Regular. If the person is already on
your Employees list but is an owner or partner, choose
Owner to indicate this person is not on
Enter the employee's workers' compensation code.
If you do not pay workers' compensation insurance for this
employee, choose Exempt.
If this employee usually works under more than one workers'
compensation code per pay period, enter the code that is more frequently used. If another code is required for a specific pay period, enter it directly on the employee's paycheck.
Use the payroll setup interview to set up payroll information in QuickBooks
Workers Compensation overview
Sending paystubs to your employees via e-mail