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How to Pay Employees with QuickBooks 2011

With the Basic Payroll option QuickBooks offers, you do most of the work yourself, and you don't pay very much for your payroll processing. After you've set up the QuickBooks payroll processing capability, paying employees — thank goodness — is pretty easy.

To pay employees, follow these steps:

  1. Choose Employees→Pay Employees→Scheduled Payroll.

    QuickBooks displays the Employees Center window.

  2. Start the Scheduled Payroll you want to run.

    To start the scheduled payroll run, click the scheduled payroll shown in the list box that appears at the top of the Employee Center window. Then choose the Start Scheduled Payroll button.

  3. Use the Check Date box to supply the date that you want to appear on payroll checks.

    Identify the date on which the payroll period ends in the Pay Period Ends box.

  4. Use the Bank Account drop-down list to identify the bank account on which you want to write checks.

  5. Verify the employees whom you want to pay.

    QuickBooks lists the active employees included in the scheduled payroll. You want to make sure that the list of selected employees is right. You can click listed employees to select and unselect them.

  6. Click Continue.

    QuickBooks calculates the payroll checks and payroll deduction amounts for each of the employees selected. To accept the previewed paychecks described or shown in the dialog box, click its Create Paychecks button.

  7. Click the Print Paychecks or Print Pay Stubs button.

    After you click the Create Paychecks button, QuickBooks displays a dialog box that lets you either print paychecks, or pay stubs for direct deposit. Click the appropriate button and follow the on-screen instructions. When you click either button, QuickBooks displays the Select Paychecks/Pay Stubs to Print dialog box. You should confirm the bank account from which you want to write the checks. If you're printing checks, you should also use the First Check Number box to supply the preprinted form number shown on the first payroll check that you'll print. You should also confirm that the employee paychecks listed in the dialog box are those that you want to print. After you confirm that the paycheck printing information is correct, click OK. QuickBooks displays the Print Checks dialog box (the same one you use to print any check). You then print checks in the usual fashion.

    If you want to deselect a paycheck for printing, click the check column to remove the check mark.

  8. Distribute the paychecks or pay stubs.

    Obviously, after you print the checks, you sign and then distribute them.

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