How to Set Up and Manage Payroll Schedules in QuickBooks

Here you learn the concept of Set Up and Manage Payroll Schedules. Early tasks you have to perform as a payroll administrator is to Set Up and Manage Payroll Schedules for your employees in QuickBooks and Intuit Payroll. 

Are you interested to manage your employees properly by running your payroll and to use pay schedules? Are you having more than one? If yes then don’t worry, we will help you to do so, you will get the facility of grouping all your employees according to their pay schedules from Intuit Payroll Products. This helps in managing the payroll and makes processing efficient.

Types of Pay schedules

The pay Schedule is categorized into multiple categories and it is dependent on the employee assigning to work.

  • Weekly: In this, every week you can pay your employees by selecting a particular day. Suppose the first time you pay your employee on Monday then the next week you have to pay only on Monday. Multiple Business Enterprises schedule paydays on “Friday” means that employees receive their payroll only on Friday, it makes 4 or 5 payouts per month and 52 payouts in a year. 
  • Bi-weekly: In this, employees receive their pay every two weeks. If paydays are scheduled every other Friday then it makes 2 or 3 payouts per month and 26 payouts in a year. 
  • Semi-Monthly: In this, the Employee receives their pay twice a month. Payment to the employee is done with a gap of 15 days. According to the calendar date, the first payment is on the 15th and the second is on the 30th of the month. It makes 2 payouts per month and 24 payouts per year.
  1. First Pay: Middle of the Month
  2. Second Pay: End of the Month
  • Monthly: In this, Pay to your employees every month on a particular date. It makes 1 payout per month and 12 payouts per year.

How to Create, Set Up and Manage Payroll Schedules

To set up, assign, and updating the payroll schedule firstly you need to identify which product you are working accordingly you need to start applying the steps. Look at the steps for your payroll product on which you are working.

Note: If you do not know about your payroll service then you can know about it by checking How to find which Payroll service you have.

QuickBooks Online Payroll Advanced

If the payroll product you have, named as QuickBooks Online Payroll Advanced, then follow the steps listed below for particular operations. You will get different steps for creating, assigning, and updating separately. Follow these steps according to the operation which you want to be performed. 

How to create a new Pay Schedule

Follow simple and easy steps to create a new Pay Schedule. These are:

  • In the first step, Open “QuickBooks” and go to their “settings ⚙” and then choose “payroll settings”
  • Go to the Payroll and Service section where you have to choose “pay Schedules”
  • Then Choose “Create”
  • Manually Entering the “Pay Period” and “Pay Date”
  • Hit the “Ok” option
  • In the end, you will have a chance of renaming the description as much as you require, then hit the “Ok” option to save the necessary changes you have done.

How to assign Employee a Pay Schedule

Take a look at simple and easy steps to assign an Employee a Pay Schedule. These are:

  • Firstly, you have to choose “Workers” or Choose “Payroll Menu”, it is on up to you, then pick “Employees”
  • Choose the name of the employee
  • Choose “Edit Employee” option
  • From the drop-down menu, just Pick “How often do you pay” and then select the payment schedule for employee
  • In the End, select “Done” by accepting all the changes you have made.

How to Update or Delete a Pay Schedule

Get a complete view on simple and easy steps to update or delete a Pay Schedule. These are:

  • In the starting, Open “QuickBooks” and go to their “settings ⚙” and then choose “payroll settings”
  • Simply visit the Payroll and Service section where you have to choose “pay Schedules”
  • Choose “Edit” you will see next to pay schedule which you want to update or delete
  • In the end, Use “Update” to update the pay schedule information or if you want to delete it then choose “Delete” and remove it now

QuickBooks Online Payroll(Full service, Core, Premium, and Elite)

If the payroll product you have will be QuickBooks Online Payroll(Full service, Core, Premium, and Elite), then follow the steps mentioned below for particular operations. You are required to perform steps for creating, assigning, and updating separately. Pick the steps according to the operation which you want to be performed. 

Note: If you are willing to delete an inactive or unused pay schedule then ready to contact our team so that we can immediately help you in the context of your issue.

How to Set Up, Assign, and Updating the Pay schedule

  • First of all, you have to choose “Workers” or Choose “Payroll Menu”, it is on up to you, then Visit the “Employees” tab
  • Choose the name of the employee
  • Pick the “Edit Employee” option
  • From the drop-down menu, just Pick “How often do you pay” and then select the payment schedule for the employee, move further and create a new payment schedule, Then choose the “Add New” option, and then fill out the Required and appropriate fields
  • After that, choose the “Ok” option and click on it
  • When all the changes willing to do are done, simply hit “Done”

If you are willing to edit the pay period, you can either choose and enter the correct pay period ending.

QuickBooks Desktop Payroll Products

If the payroll product you have comes under the QuickBooks Desktop Payroll Products, then follow the simple manual steps listed below to perform multiple operations. These are:

How to create a Payroll Schedule

All the steps which we are discussing here are applicable for basic, Enhanced, and Assisted Payroll. Also, it can automatically prevail in pay periods, check dates, and employees to pay. Follow the steps which are:

  • First of all, Choose “Employees” and then pick “Payroll Center” from the drop-down menu
  • After that, pick “Payroll Schedules” where you get the “New” option just click on it
  • Now you have to give a descriptive name to your payroll schedule
  • Just choose pay schedule, you will see multiple options (Weekly, Bi-weekly, Twice a Month, Monthly), just choose “Weekly”
  • Now choose the pay period end date
  • Select the date for your paychecks allowed
  • Once you have done, simply hit the “Ok” Button
  • You will see the message prompt specifying “Would you like QuickBooks Desktop to assign this payroll schedule to all your employees with weekly pay frequency”, you have two choices Yes/No. Hit the “Yes” option
  • Another prompt is seen on your screen indicating “3 of your employees have been assigned for the job”. Just hit the “Ok” option
  • Again visit the “Employees” section and now choose “Pay Employees”.
  • From the Pay Employees, simply choose “Scheduled Payroll”
  • In the end, select a Payroll Schedule that you wish to assign to this employee and hit the “start Scheduled Payroll”, Now you are successfully created a payroll Schedule

How to assign a Pay schedule to an Employee

  • Firstly, you have to choose the “Employee” menu and then pick “Employee center”
  • Click twice on the employee name
  • After that, Visit the “payroll Info” tab
  • From the drop-down menu, choose “Payroll Schedule”
  • Select a Payroll Schedule that you wish to assign to this employee 
  • In the end, hit the “Ok” option to save the necessary changes you have done.

How to update a Pay Schedule

You must need to know that the changes you have made in the dates from the Enter Payroll Information Window, will only affect the current pay period. It doesn’t affect your next upcoming pay period dates.

For checking the pay Schedule simply go to the “Payroll center” and then choose the “pay employees” tab.

If you are willing to update all your upcoming pay schedule, then you can do it through the Edit Payroll Schedule Window:

  • Either you have Direct Deposit or QuickBooks Desktop Payroll Assisted, both Payroll on Date and Check dates are adjusted for transmitting lead times and federal holidays.
  • The payroll Schedule is treated as an optional Choice. You get it as a choice of setting up a payroll schedule while running the payroll for the first time
  • QuickBooks Desktop will offer you up to 200 payroll schedules

Steps to update a Pay Schedule in QuickBooks Desktop

  • First of all, Visit “Employees” and then pick “Payroll Center” from the drop-down menu
  • From the Create Paychecks Table, pick the payroll schedule which you are interested to update
  • From the drop-down menu, visit “Payroll Schedule”, and then choose “Edit Schedule”
  • Do some necessary changes and updates in the “Edit Payroll schedule” window 

Note: Hit the “yes” option if you want to update the Payroll schedule for all your employees you have assigned to do this job

  • In the end, just hit the “Ok” option

From the Employee tab, simply visit the Transaction tab, and then choose “paychecks”. The new Payroll Schedule can only be selected and appeared as according to the New Payroll period. Your employee compensation and taxes are automatically adjusted by QuickBooks for calculating the New Payroll Period.

How to Delete or Deactivate a Payroll Schedule in QuickBooks Desktop

Rather than Deleting a payroll schedule in QuickBooks Desktop, you can make it inactive. If you delete the payroll schedule you cannot use it in the future, But if you make it inactive then you can make it active any time whenever you require without setting up a new payroll schedule. 

Steps to Deactivate a Payroll Schedule in QuickBooks Desktop

Now focus on steps to deactivate a Payroll Schedule in QuickBooks Desktop which are:

  • Firstly, you have to Visit the “Employee” menu and then pick “Employee center”
  • From the Create Paychecks Table, pick the payroll schedule which you are willing to update
  • From the drop-down menu, visit “Payroll Schedule”, and then choose “Edit  Schedule”
  • In the end, Mark “Schedule is inactive” and then hit the “Ok” option.

Steps to Delete a Payroll Schedule in QuickBooks Desktop

If you don’t want to use the payroll schedule in the future then you can go for delete a payroll schedule in QuickBooks desktop. To perform this operation you have to follow two simple steps. These are:

Step 1: Taking off any employees who are on the payroll schedule you are willing to delete

  • In the first step, you have to Visit the “Employee” menu and then pick “Payroll center”
  • Click twice on the employee name
  • After that, Visit the “payroll Info” tab
  • Ensure that the schedule you have in the Payroll schedule is not that one you are willing to delete, if it is, then you have to choose another payroll schedule for the employee or clear the field
  • Apply all these steps for checking the payroll schedule for all your employees

Step 2: Delete the Payroll Schedule

  • First of all, you have to Visit the “Employee” menu and then pick “Payroll center”
  • Then visit the “Pay Employees” Tab
  • Go to the “Create Paychecks Table”, choose the payroll schedule which you want to be delete
  • From the drop-down menu choose “Payroll Schedules”, choose “Delete Schedule”.

Note: If you see the prompt on your screen indicating you cannot delete or make a payroll inactive which means you still have employees. Again follow step 1 properly and then move to step 2 for deleting the payroll schedule. Step 1 will be very helpful to check all of your employees.

  • In the end, Hit the “OK” option.

Intuit Online Payroll Full Services

If you are willing for Intuit Online Payroll Full services then our team will provide you complete assistance in setting up, assigning, updating the new payroll schedule, and deleting the existing payroll schedule. Immediately contact us to interact with payroll experts to get high-quality payroll solutions.

Intuit Online Payroll Enhanced

If the payroll product you have will be Intuit Online Payroll Enhanced then perform multiple operations by following simple and easy steps. You are required to perform steps for creating, assigning, and updating separately. Pick the steps according to the operation which you want to be performed. 

How to create a new Payroll Schedule

  • First of all, Visit “Setup” and then choose “Pay schedules”
  • Choose “create” inside the “Pay Schedules” section
  • After that, choose “Pay period” and “Pay date”
  • In the end, hit the “OK” option

How to assign an employee a Payroll Schedule

  • In the First step, Visit “Employee” and then choose Employee’s “pay schedule”
  • From the drop-down menu, just Pick “How often do you pay” and then select the payment schedule for employee
  • Choose the “Ok” option

How to Update or Delete a Pay schedule

You must keep in mind when you are deleting a pay schedule, ensure that you are assigned any employee in it. Firstly you have to reassign those employees to another payroll schedule.

  • First of all, choose “Setup”
  • Choose “pay Employees”
  • Pick “Edit” you will see next to pay schedule which you want to update or delete
  • In the end, you are required to update the pay schedule information and then hit the “OK” option or if you want to delete it then choose “Delete” and remove it now

In Bottom Line

We hope this article will definitely fix your query based on Set Up and Manage Payroll Schedules. But, if the issues still block your path in creating, assigning, and updating the payroll schedules of different Payroll products. Then, Don’t worry, you can get help from our Intuit certified professionals who always stand behind you to encounter your complex queries and will get you back from complicated situations. Contact us today through the 24/7 technical payroll support number +1-855-441-4417 and get instant solution as First Come First Serve Basis.

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