Payroll Help

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Editing Employee Pay Information

In this article:

How to Update Employee Information

  1. Payroll > Employees > Employee List.
  2. Click the employee’s name.
  3. Select the Pay Info tab.
  4. Click the “Edit Pay info”
  5. Make changes as needed.
  6. Click “Save Employee Info.”

Employee Info Field Help

Pay Schedule Fields

The employee’s current pay schedule will display automatically. If needed, you can:

  • Assign a new pay schedule if you have more than one set up.
    or
  • Add a new pay schedule by clicking +Add New Pay Schedule.

Pay Type Fields

To change the employee’s pay type (e.g., from Hourly to Salary or vice versa), select the new pay type from the drop-down menu.

  • Pay types include Hourly, Salary, and Salary Non-Exempt. For more details, see the article, “Employee Pay Types.”

Pay Rate Fields

The fields displayed for entering pay rates will depend on whether the employee is Hourly or Salary/Salary Non-Exempt.

  • Hourly pay fields:
    • Pay Rate:  Enter the hourly pay rate (for example, 14.75).
    • Role: (Optional) If the employee has more than one pay rate, enter a role for each rate. Roles will appear when processing payroll and in reports. Suggested roles will populate as you start typing.
    • Receives tips – Check this box if the employee customarily and regularly receives more than $30 per month in qualified tips. Qualified tips include voluntary cash or credit card tips from customers, as well as tips received through tip sharing. See the IRS for more details.
    • Add Another Role: You can assign up to five different pay rates and roles per employee. If the employee uses timecards, the primary rate will display first.
      • Show in Payroll: Choose “Yes” if you want the additional role to always display in the payroll process. Otherwise, select “No,” and you can still access it by toggling “Show all Pay Types” during payroll.
    • Use the Blended Overtime Calculation:  The first time you add an additional rate for an employee, you will see a box asking if you want to use the blended overtime calculation. Most businesses should check this box to comply with the Fair Labor Standards Act rules.
      • The Use blended overtime calculation setting applies to all employees and can be changed later under Settings > Hours & Money Types. Please consult a lawyer or accountant before unchecking this setting. For more details about blended overtime, see the help article “Using Blended Overtime.”
  • Salary or salary non-exempt fields
    • Pay Rate Type: Choose to enter either an annual salary or a per-pay-period rate.
    • Salary Entry: If entering a pay period rate, divide the annual salary by the number of pay periods (e.g., 52 for weekly, 26 for biweekly, etc.).
      • The system will calculate the annual amount based on your pay frequency. If you enter an annual salary, the per-pay-period amount will be displayed.
    • Receives tips – Check this box if the employee customarily and regularly receives more than $30 per month in qualified tips. Qualified tips include voluntary cash or credit card tips from customers, as well as tips received through tip sharing. See the IRS for more details.

Additional Pay Options for All Employees

  • Pay an Additional Repeating Money Type: If you want to add a flat dollar amount to be paid to the employee each payroll, such as a phone or housing allowance, choose a repeating money type and enter the amount to pay.

W-2 Information

  • Statutory Employee: The default is set to “no.”
    • Select “Yes” if this is a statutory employee. This means their earnings are subject to Social Security and Medicare taxes but exempt from federal tax withholding. The W-2 form will reflect this designation. See our blog article “What is a Statutory Employee?” for more info.
    • This is just for W-2 reporting. If employees are exempt from any tax, you will still need to mark them exempt. See Editing Employee Tax Information.
    • For further instructions on W-2 reporting requirements, see IRS Instructions for Form W-2.
  • W-2 Company Retirement Plan: The default is set to “no.”
    • Select “Yes” if the employee was an “active participant” for any part of the year in a company-provided retirement plan such as a 401(k), 401(b), 457, SIMPLE, SEP, etc.
    • The checkbox on Box 13 Retirement Plan on the employee W-2 will be marked.
    • For further instructions on W-2 reporting requirements, see IRS Instructions for Form W-2.

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