QuickBooks Online makes it easy to not only process your employees’ payroll, but also to create pay slips that are compliant with your state’s regulations. (There are no federal regulations requiring you to provide pay slips to your employees.)
This article provides step-by-step instructions for printing pay slips in QuickBooks Online. But first, let’s take a closer look at the pay stub document itself.
Pay stubs provide your employees with a detailed breakdown of their earnings, benefits, withheld taxes, and the taxes you, as an employer, pay on their behalf. In QuickBooks Online, the pay stub looks like this:
This pay stub is created as a PDF that can be printed on standard 8.5 x 11 inch paper. Notice that this document, although similar to a check, shows a document entitled “Pay Stub Detail”. You can’t print it on your check inventory to create a physical paycheck for employees who don’t pay you by direct deposit. If you need to create physical paychecks for your employees, you need to specify this in your print settings in QuickBooks Online (more on that later.)
Payroll contains important information that your employees use to ensure that they are properly paid and that taxes are withheld as they should be. Depending on government regulations, payrolls can also show how much vacation and sick time the employee has and how much has been used. If your company has a benefit plan that your employees contribute to, those contributions will also appear on the payroll.
However, your employees aren’t the only ones who find payroll helpful. Because pay slips show both up-to-date and up-to-date information, lenders and social services typically need a recent pay slip (and sometimes multiple recent pay slips) before they can loan money or approve benefits. This helps these institutions and agencies ensure that they are making wise approval decisions.
Even if your employees don’t regularly check their payrolls or need them for a lender or social service, you should provide a pay slip with every paycheck. Many states require you to provide your employees with pay slips, and some states have specific requirements for electronic delivery of pay slips. Contact yours State Labor Office Learn more about the pay slip service requirements for your state.
Printing QuickBooks Pay Stubs
Now that you know why you should prepare pay slips for your employees, let’s learn how to print pay slips in QuickBooks Online. First, make sure that QuickBooks Payroll is enabled in QuickBooks Online. To enable QuickBooks Payroll, hover over “Employees” on the left side of the dashboard screen, then click “Employees”.
On the next screen, click the green Get Started button.
Note that QuickBooks Payroll is a paid service Not included with your QuickBooks Online subscription. Prices range from $ 22.50 per month plus $ 4 per employee for basic payroll to $ 62.50 per month plus $ 10 per employee for full service billing.
After you have activated your QuickBooks Payroll subscription, you will need to create your Payroll settings. Click the gear icon in the top right corner of your screen, then click Payroll Settings.
On the next screen, click the pencil icon next to the pressure setting.
Next, choose your printing options. If all of your employees are paid by direct deposit, you can choose the plain paper option. Otherwise, choose your check balance type (either one stub or two stubs) and then save. Click “Done” to complete entering your billing settings.
After you’ve activated and run your first payroll through QuickBooks Payroll, you can print pay slips for your employees. You can find the option to print pay slips in QuickBooks Online in the same place where you turned on payroll, in the Employees section on the Employees tab. However, now your screen will look a little different:
You will now see a list of your employees on the Employees screen. You can search for an employee in the search field (a) or sort your list by active employees, inactive employees or all employees (b). Use the Add Employee button (c) to add a new employee on this screen.
However, the point on this screen that is most relevant for our purposes is the link “Payroll” (d). Clicking this link will bring up a list of your most recent pay slips:
The default setting for this screen is to display all paychecks for the most recent payroll run. You can change this setting to view previous paychecks by clicking the filter dropdown box (highlighted above).
Once you have selected the correct payroll period, you can print out your employees’ pay slips. Select the paychecks you want to print pay slips for. You can do this by checking each box individually, or you can select all of the checks at once by clicking the check box next to the Payment Date field.
Once you select Paychecks, the Filter drop-down box is replaced with a Print button.
Click the Print button to create a PDF of your employees’ pay slips that you can then print on plain paper and distribute to your employees.
Important Note: If some of your employees are being paid by physical paycheck and others are being paid by direct deposit, ensure that the pay slips you distribute to your direct deposit employees are printed with the plain paper setting, meaning Pay Stub Detail “displays the document. Otherwise, an unscrupulous person could use the pay stub document to create a double paycheck.
Electronic delivery of pay stubs through QuickBooks Online
You also have the option to send QuickBooks Pay Stubs to your employees electronically. First, check your state’s requirements for electronic pay slip delivery. Your employees may need to fill out a registration form to receive their payroll electronically (currently, Hawaii is the only state that requires electronic payroll registration).
If your state law allows you to provide pay slips electronically, your employees can access them by visiting the QuickBooks Workforce website at Workforce.intuit.com. If you are creating your employees’ profiles in QuickBooks Online using the Add Employee button (see above), you can invite the employee to view their pay slips and W-2 online (you need to get the employee’s consent to deliver W – 2s online). If you enter the employee’s email address and then click the check box next to this option, the employee will be sent an invitation to the QuickBooks Workforce site.
Your employees can log in immediately after the payroll and view their payrolls. You can also receive an email notification of new payrolls by logging into your Workforce account, selecting Settings, and then selecting “Email me when new payrolls are available”. This email notification does not contain an actual payroll. It’s just a notification letting your employees know that a new payroll rate is available for them.
Because QuickBooks Payroll cuts off your employees’ social security numbers, you can also email them a PDF of their payrolls with relatively little risk of their personal information being compromised. However, we recommend protecting the PDF with a password if you plan to email pay stubs to your employees.
Depending on your software for creating and editing PDF files, it may take some time to password-protect each employee’s payroll individually. The additional step of emailing each PDF individually adds additional time to this process. For this reason, we recommend letting QuickBooks Workforce handle the electronic delivery of pay slips in most cases.
A version of this article was first published on Fundera, a subsidiary of NerdWallet