How to Reset Your Payroll PIN in QuickBooks Desktop
Step 1: Open QuickBooks Desktop
Launch QuickBooks Desktop on your computer.
Log in as the Admin (you must have administrative privileges to reset the payroll PIN).
Step 2: Navigate to the Payroll PIN Reset Option
Go to Employees in the top menu bar.
Select My Payroll Service > Setup / Activation.
Click on Reset Payroll PIN.
Step 3: Verify Your Identity
QuickBooks will prompt you to verify your identity before resetting the PIN. You may need to provide:
Your QuickBooks license number (found under Help > About QuickBooks).
Your business contact information.
The last four digits of the credit card on file (if applicable).
Step 4: Create a New Payroll PIN
After verification, you’ll be prompted to enter a new payroll PIN.
Choose a secure PIN (usually 4-6 digits).
Confirm the new PIN and save the changes.
Step 5: Test the New PIN
Restart QuickBooks Desktop.
Try accessing payroll features to ensure the new PIN works.
Frequently Asked Questions (Q&A)
Q1: What is a payroll PIN in QuickBooks Desktop?
A: The payroll PIN is a security feature in QuickBooks Desktop that prevents unauthorized access to payroll data. It is required when running payroll, updating payroll settings, or accessing payroll reports.
Q2: Who can reset the payroll PIN?
A: Only the QuickBooks Admin (primary user) can reset the payroll PIN. Other users with limited permissions will need to contact the Admin for assistance.
Q3: What if I don’t remember my Admin password?
A: If you forget your Admin password, you must reset it first before resetting the payroll PIN. Go to Help > Manage Users and follow the password recovery steps.
Q4: Can I reset the payroll PIN online?
A: No, the payroll PIN must be reset within QuickBooks Desktop. However, you may need internet access for identity verification.
Q5: Why is QuickBooks not letting me reset my payroll PIN?
A: Possible reasons include:
You’re not logged in as the Admin.
QuickBooks cannot verify your identity.
Your payroll subscription is inactive.
A technical issue with QuickBooks (try restarting the software).
Q6: Is there a default payroll PIN in QuickBooks?
A: No, QuickBooks does not provide a default payroll PIN. You must create one during payroll setup.
Q7: How often should I change my payroll PIN?
A: For security, it’s recommended to change your payroll PIN every 3-6 months, especially if multiple users have access to payroll.
Q8: What should I do if I suspect someone knows my payroll PIN?
A: Reset your payroll PIN immediately to prevent unauthorized payroll changes. Also, review payroll reports for any suspicious activity.
Q9: Can I disable the payroll PIN feature?
A: No, QuickBooks requires a payroll PIN for security reasons. However, you can set a simple PIN if needed (though not recommended for security).
Q10: What if I still can’t reset my payroll PIN?
A: Contact QuickBooks Payroll Support at 1-800-446-8848 for further assistance.
Best Practices for Managing Your Payroll PIN
Choose a Strong PIN – Avoid obvious numbers like "1234" or your birth year.
Keep It Confidential – Only share the PIN with trusted payroll administrators.
Update Regularly – Change the PIN periodically for enhanced security.
Store Securely – If you must write it down, keep it in a secure, encrypted password manager.
Conclusion
Forgetting your payroll PIN can be frustrating, but QuickBooks Desktop makes it easy to reset. By following the steps above, you can regain access to payroll features quickly. Always ensure your new PIN is secure and only accessible to authorized users.
