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Set up a new payroll schedule

payroll setup

Using payroll schedules is a quick and convenient way to pay your employees at each pay period. You set up the payroll schedule one time, assign the payroll schedule to the appropriate employees, and QuickBooks calculates the due dates for each upcoming pay period.

Before you can start paying your employees using payroll schedules, you need to set up at least one payroll schedule.

After you set up the payroll schedule, it appears in the Pay Employees section of the Payroll Center.

Payroll schedules in the Payroll Center

To do this task

  1. Open the New Payroll Schedule window.

    To do this task

    • If you're using payroll schedules to pay employees:

      Click the Payroll Center icon. From the Pay Employees section, click Start Scheduled Payroll. Click Set up Now.

    • Go to the Employees menu, and then click Add or Edit Payroll Schedules. From the Payroll Schedule List window, click the Payroll Schedule button and then click New.

      or

      Click the Payroll Center icon. From the Pay Employees section, click the Related Payroll Activities button and then click Add or Edit Payroll Schedules. From the Payroll Schedule List window, click the Payroll Schedule drop-down arrow and then click New.

  2. Enter a name for this payroll schedule in the What do you want to name this payroll schedule? field.

    You might want to name the payroll schedule the same as the pay frequency just for convenience, for example, weekly, bi-weekly, semi-monthly, and so on.

  3. Click the How often will you pay your employees on this schedule? drop-down arrow to specify the pay frequency for this payroll schedule.

    The options are: Daily, Weekly, Biweekly, Semimonthly, Monthly, Quarterly, and Annual.

  4. If you selected the semimonthly pay frequency, fill information in the following three fields and then skip to step 8:

    For the 1st Paycheck of the Month: Click the Paycheck day of the month drop-down arrow and then click the date that the paycheck date falls on for the first pay period of the month (for example, the 15th). Then click the for pay period ending on drop-down arrow and click the date that the pay period ends for that paycheck date (for example, the 15th).

    Note: For Assisted Payroll and Direct Deposit customers, if the paycheck date falls on a weekend or bank Holiday, QuickBooks adjusts the paycheck date to the last business day before the paycheck date.

    For the 2nd Paycheck of the Month: Click the Paycheck day of the month drop-down arrow and then click the date that the paycheck date falls on for the second pay period of the month (for example, the last day of the month). Then click the for pay period ending on drop-down arrow and click the date that the pay period ends for that paycheck date (for example, the last day of the month).

    Note: For Assisted Payroll and Direct Deposit customers, if the paycheck date falls on a weekend or bank Holiday, QuickBooks adjusts the paycheck date to the last business day before the paycheck date.

    Click the My next paycheck date is drop-down arrow and click the date that you will process your next paycheck using this new schedule (for example, if you're setting up the schedule on the 12th for the paycheck date of 15th, then you'll select 15th), and then click the for the next pay period end date on drop-down arrow and click the pay period for the selected paycheck date.

  5. Click the What is the pay period end date? drop-down arrow and then click the date your next pay period ends.

  6. Click the What date should appear on paychecks for this pay period? drop-down arrow and then click the paycheck date for next pay period that you just specified.

    What is the difference between pay period end date and paycheck date?

    Paycheck Date

    • The check date is the date when employees know they are getting paid. It is the date you want the paycheck to affect your bank account. For example, your pay period end date could be Friday, April 14, but your paycheck date is 5 business days later on the following Friday, April 21. The IRS bases your tax liability and that of your employees on the check date. For example, if you pay an employee in January 2007 for time worked in December 2006, the income is reported on the employee's 2007 W-2 form.

    • QuickBooks uses this date when it runs reports.

    Pay Period

    • A pay period is the duration of time for which you are paying your employee wages. The pay period ends date is the last date of the pay period you have specified for a specific pay schedule; that is, it is the last date of the pay period that you want this paycheck to cover.

    • QuickBooks uses this date to calculate how many weeks an employee has worked in a year and the time information to include in the paycheck.

  7. If you selected the monthly pay frequency, fill information in the following field:

    Click the What day should appear on paychecks for the first pay period of the month? drop-down arrow and then click the date that the paycheck date falls on for the month.

  8. Click OK.

  9. Follow the prompts to assign the payroll schedule to all your employees with the same pay frequency.

    Note: If you decide to make the assignments now, a message confirms the number of employees who're assigned to this payroll schedule. If you don't make the assignments now, you have the option of assigning the payroll schedule to the employees who have the same pay frequency at a later time.

    QuickBooks creates the payroll schedule for each pay period based on the information you entered here and displays the due dates for the next pay period in the Pay Employees section of the Payroll Center.

    The payroll schedule that you just set up also appears in the Payroll Schedule List window.

See also

KB ID# H_PAY_PAY_EMP_PAYSCHED_SETUP_TASK
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