Tutorial #QB9-2: Setting Up Employee Defaults

Mar 4th 2011
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Intro: Obviously, some information about employees is unique. For example, each employee has a unique name, address, and Social Security number. From there, however, depending on the business, many items might be the same. For example, some businesses pay all hourly employees at the same rate, so that information is identical for all. The same benefits might be available to all employees. Vacation and sick leave policies are the same for all. In this tutorial, you learn to set up the universal information that applies to all, or most employees.

Step 1: Open Employee Defaults Screen
With the Payroll & Employees preferences window still open, click the Employee Defaults button. The Employee Defaults window appears.

Step 2: In the Earnings section of the Employee Defaults window, enter the name of the earnings item that applies to all or most employees (for example, Salary or Hourly Pay).

Step 3: In the Hourly/Annual Rate column, across from your pay item, enter an hourly rate or salary amount, but only if that same amount applies to all or almost all employees. If everyone earns different amounts, leave this area blank.

Step 4: You can elect to choose a Payroll Schedule (for example, Weekly or Biweekly) and QuickBooks will let you set up your payroll so that employees are paid on a particular day. You can incorporate weekends and holidays into this schedule. This is an optional feature. If you choose a payroll schedule, skip Step 5.

Step 5: If you didn't choose a payroll schedule, then enter frequency of your payroll payments in the Pay Frequency field.

Step 6: Check the "Use time data to create paychecks" box if you use the QuickBooks Time Tracker program.

Step 7: In the Additions, Deductions, and Company Contributions field, enter benefits and deductions and other payroll items that apply to all or most employees. Include amounts for these items only if the amounts are the same for most or all employees.

Step 8: Click OK to save these changes, and then click OK again when the main Preferences window appears.


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