How to Change the Pay Period in QuickBooks Online Payroll?

Managing payroll accurately starts with assigning the correct pay schedule in QuickBooks Online, which determines each employee’s pay periods. Many businesses need to change their payroll frequency or assign a different pay schedule when they hire employees, restructure payroll, or discover that the wrong schedule was assigned. However, many users find it confusing because QuickBooks Online doesn’t let you directly edit the pay period on processed payrolls. Instead, you must update the employee’s pay schedule, modify an existing schedule, or create a new one, depending on your situation.

In this guide, we’ll discuss what a pay period is, how it differs from a pay date and pay schedule, the different methods to change the pay period in QuickBooks Online, and more.

What is a Pay Period in QuickBooks Online?  

A pay period in QuickBooks Online Payroll is the specific timeframe during which employees earn their wages before you process payroll. Every payroll run includes a pay period with a defined start date and end date, which QuickBooks uses to calculate employee earnings, taxes, deductions, and benefits.

For example, if your pay period runs from July 1 to July 15, employees receive payment for the hours or salary earned during those dates, even if the paycheck is issued later.

QuickBooks Online assigns employees to a pay schedule, which automatically determines the pay period dates and pay frequency for future payroll runs. Choosing the correct pay period is essential for accurate payroll calculations, timely employee payments, and compliance with payroll regulations.

What are the Pay Schedule Types in QuickBooks Online?

QuickBooks Online Payroll supports several pay schedule types to accommodate different business needs. Here are the types of pay schedules in QuickBooks Online.

• Weekly: Employees receive a paycheck every week, typically resulting in 52 payrolls each year.
• Bi-Weekly: Employees are paid once every two weeks, resulting in 26 payrolls annually. This is one of the most commonly used payroll frequencies.
• Monthly: Employees receive one paycheck each month, resulting in 12 payrolls annually.
• Semi-Monthly: Employees are paid twice a month on fixed dates, such as the 15th and the last day of the month, for a total of 24 payrolls per year.

Pay Period vs. Pay Date vs. Pay Schedule

Many users confuse the terms pay period, pay date, and pay schedule. Although they are related, each serves a different purpose in QuickBooks Online Payroll.

Term	Definition	Example
Pay Period	The period during which employees earn their wages.	July 1 to July 15
Pay Date	The date employees receive their paycheck.	July 20
Pay Schedule	The recurring payroll frequency that determines future pay periods and pay dates.	Bi-Weekly

Before You Change the Pay Period: Conditions and Limitations in QuickBooks Online

Before changing an employee’s pay schedule in QuickBooks Online, review these conditions to avoid payroll errors, payment delays, and compliance issues. Listed below are the conditions and limitations in QuickBooks Online before you change the pay period.

Conditions to Consider

• Complete the current payroll
• Change schedules at the start of a payroll cycle
• Changes apply only to future payrolls
• Assign only one pay schedule per employee
• Review employee assignments
• Verify employment dates
• Check pay dates and direct deposits
• Inform employees in advance

QuickBooks Online Limitations

• You can’t edit completed payrolls
• Monthly schedules have limited customization
• If Auto Payroll is enabled, disable it before modifying payroll settings.
• Run payroll separately for each pay schedule

Compliance Considerations

• Federal and state payroll tax filing deadlines
• State wage payment laws
• Direct deposit processing deadlines.

Where to Find Pay Schedules in QuickBooks Online?

Before changing an employee’s pay schedule or creating a new one, you’ll need to access the Pay Schedules settings in QuickBooks Online Payroll. Here’s how to find them:

1. Sign in to QuickBooks Online Payroll.
2. Click the Gear icon in the upper-right corner.
3. Select Payroll Settings.
4. Under the Payroll section, click Pay Schedules.
5. From there, you can view existing pay schedules, edit eligible schedules, or create a new pay schedule based on your payroll requirements.

Note: The available options may vary slightly depending on your QuickBooks Online Payroll subscription (Core, Premium, or Elite) and your payroll settings.

What are the Methods to Change the Pay Period in QuickBooks Online?

You generally can’t edit the pay period for an already processed payroll. For future payrolls, you change the employee’s pay schedule, which determines future pay periods. Choose the method that best fits your payroll needs.

Method 1: Change an Employee’s Pay Schedule (Employment Details)

Use this method to assign a different pay schedule to an individual employee. Listed below are the steps to change an employee’s pay schedule.

1. Sign in to QuickBooks Online Payroll.
2. Go to Payroll and select Employees.
3. Click the employee whose pay schedule you want to update.
4. In the Employment Details section, click Edit.
5. Open the Pay Schedule drop-down and select an existing pay schedule.
6. If the required schedule isn’t available, click + Add Pay Schedule, then enter the pay frequency, next payday, and pay period end date.
7. Click Save to apply the changes.

The updated pay schedule will apply to future payroll runs only.

Method 2: Edit an Existing Pay Schedule (Payroll Settings)

Use this method to update a pay schedule that’s assigned to one or more employees. Here are the steps to edit an existing pay schedule.

1. Sign in to QuickBooks Online Payroll.
2. Click the Gear icon and select Payroll Settings.
3. Under Payroll, click Pay Schedules.
4. Find the pay schedule you want to update and click Edit.
5. Update the available fields, such as Pay Frequency, Next Payday, or End of Next Pay Period, depending on your QuickBooks Payroll version. If the required fields aren’t editable, create a new pay schedule instead.
6. Click Save to apply the changes.

Note: Changes to a pay schedule affect all employees assigned to it and apply only to future payroll runs. If only one employee needs a different payroll frequency, create a new pay schedule or assign the employee to another existing schedule instead.

Note: Changing a pay schedule doesn’t modify previously processed payrolls or payroll history. The changes apply only to future payroll runs.

Method 3: Create a New Pay Schedule

Create a new pay schedule if an employee needs a payroll frequency that isn’t already available. The following are the steps to create a new pay schedule in QuickBooks Online.

1. Sign in to QuickBooks Online Payroll.
2. Go to Payroll and select Employees.
3. Click the employee you want to assign to the new pay schedule.
4. In the Employment Details section, click Edit.
5. Open the Pay Schedule drop-down menu and select + Add Pay Schedule.
6. Enter the required schedule details:
   • Pay Frequency: Choose Weekly, Bi-Weekly, Semi-Monthly, or Monthly.
   • Next Payday: Select the employee’s next paycheck date.End of Next Pay Period: Choose the last day of the upcoming pay period.
   • Pay Schedule Name: Enter a descriptive name for the new schedule.
7. (Optional) Select Use this pay schedule for employees you add after this one if you want to make it the default schedule for future employees.
8. Click Save, then select Done to update the employee’s profile.

Note: Creating a new pay schedule allows you to assign a different payroll frequency without affecting employees who use existing pay schedules.

How to Correct the Pay Period on a Payroll You’ve Already Run?

If you’ve processed payroll with the wrong pay period, you can’t edit the completed payroll directly in QuickBooks Online Payroll. Instead, you’ll need to correct the payroll and recreate it using the appropriate pay schedule and dates. The steps vary depending on the payroll status and payment method.

Step 1: Void or Delete the Incorrect Paycheck

If the paycheck is eligible for modification, remove it before creating a replacement payroll. For paper checks:

1. Go to Payroll and select Employees.
2. Open the employee’s profile.
3. Select the Paycheck List.
4. Open the incorrect paycheck.
5. If available, select Void or Delete.

Note: The ability to void or delete a paycheck depends on payroll status, tax filings, direct deposit status, and payroll service.

For direct deposit paychecks:

Once QuickBooks submits a direct deposit to the bank, you generally can’t edit or delete the paycheck. If you need to correct the payroll, contact QuickBooks Payroll Support to determine whether the payment can be reversed or adjusted.

Step 2: Recreate the Payroll

After removing the incorrect paycheck, process payroll again with the correct schedule.

1. Go to Payroll and select Run Payroll.
2. Select the appropriate Pay Schedule.
3. Review the automatically generated Pay Period and Pay Date.
4. Verify the payroll details and submit the payroll.

Step 3: Update the Pay Schedule for Future Payrolls

If the error occurred because the employee was assigned to the wrong pay schedule, update the schedule before running the next payroll.

1. Go to Payroll and open the employee’s profile.
2. In Employment Details, click Edit.
3. Select the correct Pay Schedule, or click + Add Pay Schedule to create a new one.
4. Click Save to apply the changes.

Note: If payroll taxes have already been filed or the paycheck can’t be voided or deleted, you need to create a payroll correction or contact QuickBooks Payroll Support for assistance.

Tip: Before submitting payroll, always review the assigned pay schedule, pay period, and pay date. A quick review can help prevent payroll errors and reduce the need for corrections.

How to Change the Pay Period in QuickBooks Online?

Here are the steps required to change the pay period in QuickBooks Online such as edit, delete, or make changes in frequency, date, name, and next date of payment release.

• Click on the gear icon present in the upper right corner of the dashboard.
• Select the “Account and Settings” from the dropdown’s Your Company’s section.

3. Click open the “Payroll” tab present on the left side of the dashboard.

• Payroll Schedule will be displayed.
• Click on “Edit Schedule” written in blue colored text.

• Make the required changes, and click on the “Save” button.

Read more-- Set up and Manage Payroll Schedules in QuickBooks

What are the Limitations When Changing the Pay Period in QuickBooks Online?

Although QuickBooks Online Payroll lets you update an employee’s pay schedule, several system limitations can affect how and when you make changes. Here are the limitations when changing the pay period in QuickBooks Online.

• You can’t edit the pay period for a completed payroll.
• Pay schedule changes apply only to future payrolls.
• Pay schedules that have already been used in payroll generally can’t be deleted. Unused schedules may be removable.
• Changes to a shared pay schedule affect all assigned employees.
• Individual employees can be reassigned to another pay schedule, while editing a shared pay schedule affects all employees assigned to it.
• Monthly and semi-monthly schedules offer fewer date configuration options than weekly or bi-weekly schedules.
• QuickBooks Online Payroll provides weekly, bi-weekly, semi-monthly, and monthly pay schedules. Quarterly payroll schedules aren’t available as a standard option.
• Different pay schedules require separate payroll runs.
• Submitted direct deposits and tax filings limit payroll corrections.
• Mid-cycle schedule changes can affect overtime and payroll calculations.

You can update an employee’s pay schedule in QuickBooks Online by editing an existing pay schedule, assigning a different schedule, or creating a new one. These changes apply only to future payrolls and don’t modify previously processed payroll records. If you need to switch payroll frequencies, assign a different pay schedule, or fix an incorrect payroll setup, these methods will help you make the required changes correctly. For payrolls you’ve already processed, correct the payroll and rerun it with the appropriate pay schedule and dates to maintain accurate records.

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