Employee records in QuickBooks are centered on payroll and accounting needs. Contractors are usually tracked as vendors (1099), not employees (W‑2). What you see depends on your subscription and setup.

Identity and contact

• Legal name (and sometimes preferred name), mailing address, phone, email
• Tax ID: Social Security number (or ITIN where applicable), date of birth (often used for payroll and reporting)
• Emergency contact (if your company captures it in QuickBooks)

Employment

• Hire date; inactive or release date when someone leaves
• Job title, department, or location (when you use those dimensions in QuickBooks)
• Employment classification (W‑2 employee vs vendor/contractor in the correct list)

Pay and banking

• Pay schedule (frequency), pay type (hourly, salary, commission, etc.)
• Pay rates and pay items tied to your payroll setup
• Payment method: check vs direct deposit (bank account and routing when direct deposit is used)

Tax withholding

• Federal withholding (W‑4 style: filing status, credits/dependents, additional withholding, exempt where applicable)
• State and, where applicable, local withholding and work-location fields
• Multi-state setups may include work state vs home state style information

Deductions, contributions, and benefits

When payroll and benefits are configured:

• Pre-tax and post-tax deductions (for example health premiums, HSA, garnishments)
• Retirement deferrals (for example 401(k)) and employer match where set up
• Other payroll items your company defined

Time and job costing

• Time tracking preferences, billable flags, default class or customer:job (varies by company setup)

Internal / accounting

• Notes or memos on the record
• Links to pay history, tax payments, and year-end forms (for example W‑2) when full payroll is in use