Setting up new employees in QuickBooks

Setting up new employees in QuickBooks

A lot can go into setting up and using payroll in QuickBooks. Below is a general overview of how to add an employee to an existing payroll subscription in QuickBooks. Please contact CleanBooks for assistance if needed.
  1. Have the employee fill out the following federal forms. Sign and keep in your payroll records.
    1. Form I9 (Employment Verification)
    2. Form W4
  2. Fill out any required state or local New Hire forms
  3. Make sure you have an active payroll subscription. We recommend Enhanced Payroll for Epay and forms processing.
  4. Make sure the Employee Defaults are setup properly with the most common payroll settings. 
    1. Log into QuickBooks as Admin user
    2. Click the Edit menu > Preferences > Company Preferences > Payroll & Employees > Employee Defaults.
  5. Click Employees from Icon bar.
  6. Click New Employee
  7. Fill out all applicable fields on the Personal, Address and Contact, and Additional Info tabs.
  8. Select Payroll and Compensation Info from the Change Tabs menu.
    1. Enter Earnings, Additions, and Deductions info. (If unsure, contact CleanBooks for assistance.)
    2. Click Taxes...and select the appropriate settings for Federal, State, and Other (Local) tax settings. (If unsure, contact CleanBooks for assistance.)
  9. Select  Employment Info tab and fill out applicable employment information. Click OK when done.
  10. The employee is now setup.

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