{"id":1252,"date":"2015-11-01T16:18:44","date_gmt":"2015-11-01T16:18:44","guid":{"rendered":"https:\/\/kbmjbc.com\/oldsite\/?p=1252"},"modified":"2015-10-29T16:36:30","modified_gmt":"2015-10-29T16:36:30","slug":"working-with-employee-records-in-quickbooks-online","status":"publish","type":"post","link":"https:\/\/kbmjbc.com\/oldsite\/working-with-employee-records-in-quickbooks-online\/","title":{"rendered":"Working with Employee Records in QuickBooks Online"},"content":{"rendered":"<p class=\"p1\"><span class=\"s1\"><i>Payroll requires countless details about each employee. QuickBooks Online will walk you through the process of entering them.<\/i><\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">If you\u2019ve only been on the receiving end of a paycheck, you may not know just how much prep work went into your neatly-organized paystubs. Those official-looking columns of numbers that described how much you earned and how much was taken out \u2013 and for what purpose \u2013 were the result of a tremendous amount of data entry when you were hired. <\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">Now it\u2019s your turn to discover how complex that recordkeeping task is. QuickBooks Online was designed for small businesspeople who weren\u2019t schooled in the intricacies of double-entry accounting, so it simplifies the process of preparing for payroll as much as possible. Still, it will probably be the most challenging element of your web-based bookkeeping.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">We can help you navigate these sometimes-choppy waters so that you\u2019ll be ready to run your payroll with confidence. Here\u2019s an overview, though, of one of the most critical steps: creating employee records comprehensively and accurately.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\"><b>Just the Facts<\/b><\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">The left vertical toolbar in QuickBooks Online contains a link for <b>Employees<\/b>. This is where you\u2019ll add and edit staff records. Once you\u2019re set up and have begun running payrolls, the page that this link opens will display your current year\u2019s payroll cost totals. There will also be a list of employees and their pay rates and payment methods; you\u2019ll be able to click on their entries to view and edit their record details.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">To get started, though, you\u2019ll click on <b>Add Employee<\/b>. This opens a page that asks for the individual\u2019s:<\/span><\/p>\n<ul>\n<li class=\"li1\"><span class=\"s1\">Full name, <\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Withholdings (you\u2019ll enter W-4 information here),<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Pay frequency,<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Pay type and amount (multiple options are available here besides salary and hourly),<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Deductions (retirement, health care, etc.), and<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Pay method (check or direct deposit).<\/span><\/li>\n<\/ul>\n<p class=\"p4\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter  wp-image-1253\" src=\"https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-1.jpg\" alt=\"QBOI 1115 image 1\" width=\"535\" height=\"414\" srcset=\"https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-1.jpg 705w, https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-1-300x232.jpg 300w, https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-1-150x116.jpg 150w, https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-1-187x145.jpg 187w\" sizes=\"auto, (max-width: 535px) 100vw, 535px\" \/><\/p>\n<p class=\"p4\" style=\"text-align: center;\"><span class=\"s1\"><i>Figure 1: QuickBooks Online and its payroll component contain many screens like this that employ common data entry conventions. The mechanics are easy, but 100 percent accuracy is required.<\/i><\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">Some of these requests for information have a small pencil icon next to them. This means that there are additional screens where you can provide the needed details. In the example above, you\u2019re defining pay types that will be available to the employee, like sick pay and vacation pay.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">Depending on your company\u2019s benefits, entering deduction information may be the most detailed and time-consuming task. QuickBooks Online first lets you choose between entering a <b>deduction\/contribution<\/b> or <b>garnishment<\/b>. If it\u2019s health insurance, for example, you\u2019ll have to indicate how much money will be deducted from employees\u2019 earnings each pay period (in dollars or a percentage) and what the company-paid contribution will be (if any). If there\u2019s an annual maximum, you\u2019ll also enter it here, and you\u2019ll indicate whether the premium amount is taxable or pre-tax.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">A sample check is displayed in the right column of this page. As you enter information, the check will be filled in with the correct amounts. If you don\u2019t have a particular detail at hand, you can save what you\u2019ve done and come back later to finish the record. And you can always return to edit data you\u2019ve supplied.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">When you\u2019ve completed all of this and clicked <b>Done<\/b>, you\u2019ll be back at the <b>Employees <\/b>screen. Click on the name of the staff person whose records you just created, and you\u2019ll see something like this:<\/span><\/p>\n<p class=\"p4\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-1254\" src=\"https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-2.jpg\" alt=\"QBOI 1115 image 2\" width=\"802\" height=\"404\" srcset=\"https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-2.jpg 802w, https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-2-300x151.jpg 300w, https:\/\/kbmjbc.com\/oldsite\/wp-content\/uploads\/2015\/10\/QBOI-1115-image-2-150x75.jpg 150w\" sizes=\"auto, (max-width: 802px) 100vw, 802px\" \/><\/p>\n<p class=\"p4\" style=\"text-align: center;\"><span class=\"s1\"><i>Figure 2: Once you\u2019ve created an employee\u2019s record, you can view all of its details and edit it as needed.<\/i><\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">There will undoubtedly be times when you\u2019ll want to see your employee data in report form rather than clicking through numerous individual records. QuickBooks Online offers several report templates that accommodate this. You\u2019ll click on <b>Reports <\/b>in the left vertical toolbar, and then <b>All Reports | Manage Payroll. <\/b>The most relevant here in terms of viewing employee-related information are:<\/span><\/p>\n<ul>\n<li class=\"li1\"><span class=\"s1\">Vacation and Sick Leave,<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Employee Details,<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Payroll Deductions\/Contributions,<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Workers\u2019 Compensation, and<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Employee Directory.<\/span><\/li>\n<\/ul>\n<p class=\"p1\"><span class=\"s1\">Running your first payroll can be daunting. We hope you\u2019ll let us help you prepare for it.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Payroll requires countless details about each employee. QuickBooks Online will walk you through the process of entering them. If you\u2019ve only been on the receiving end of a paycheck, you may not know just how much prep work went into your neatly-organized paystubs. Those official-looking columns of numbers that described how much you earned and [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[13],"tags":[],"class_list":["post-1252","post","type-post","status-publish","format-standard","hentry","category-quickbookss-online"],"_links":{"self":[{"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/posts\/1252","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/comments?post=1252"}],"version-history":[{"count":1,"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/posts\/1252\/revisions"}],"predecessor-version":[{"id":1255,"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/posts\/1252\/revisions\/1255"}],"wp:attachment":[{"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/media?parent=1252"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/categories?post=1252"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/kbmjbc.com\/oldsite\/wp-json\/wp\/v2\/tags?post=1252"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}