How to Change Your Primary Principal, Payroll Admin, or Payroll Contact in QuickBooks

QuickBooks Desktop payroll subscribers periodically need to update who is listed as the primary principal, payroll admin, or primary payroll contact on their account. Whether driven by staff turnover, a change in company ownership, or a routine update to contact details, the process varies depending on which role needs updating and whether the user is on QuickBooks Online Payroll or QuickBooks Desktop Payroll.

Updating the Principal Officer in QuickBooks Online Payroll

For users managing payroll through QuickBooks Online, updating the principal officer requires Primary Admin and Company Admin credentials. The workflow routes through the payroll settings menu into the bank accounts section, where the principal officer information is managed separately from general user profiles.

Once signed in with the appropriate admin access, the path is Settings, then Payroll settings, followed by Bank accounts. From there, selecting the option to manage payroll principal officer information opens the editable record. A dropdown prompts the user to select a reason for the change before the updated details are saved.

Intuit then sends a verification code to confirm the change is legitimate. Once that code is entered and verified, the update takes effect immediately on the account.

Managing User Roles and Personal Information

Beyond the principal officer designation, QuickBooks administrators often need to adjust the name, email address, or user access level for people listed on the payroll account. These changes happen in two separate places: the Intuit Account profile and the QuickBooks user management screen.

Selecting the user initial icon at the top right of the QuickBooks interface and choosing the option to manage the Intuit Account redirects to the central Intuit accounts page. That screen handles personal information updates for the signed-in user.

To modify another user’s access level, email, or name — or to remove a user entirely — the workflow goes through Settings and then Manage users. In the action column for each listed user, an edit option opens the record. Administrators can adjust the user type and contact details from this screen. Changes are saved before exiting.

Updating the Payroll Contact

The designated payroll contact — the person Intuit reaches out to regarding payroll matters — is updated through a different set of screens. After navigating to Settings and selecting the option to manage users, administrators locate the specific user in the action column and choose edit. The contact details can be adjusted from there, and the changes are saved and confirmed through the update info prompt.

QuickBooks Desktop Payroll: The Account Changes Form

QuickBooks Desktop Payroll subscribers face a more involved process when changing the payroll admin or contact information. Rather than a purely in-product toggle, these changes require submitting an Account Changes form through Intuit’s secure file exchange.

The form must be completed, signed, and dated before submission. Users then contact QuickBooks Desktop Payroll support to transmit the document. The Primary Principal listed on the payroll account must authorize any payroll admin modification.

For direct deposit subscribers, the in-product path begins at the Employees menu. From there, users select My Payroll Service, then Billing/Bank Information. Under the Company Information section, the Payroll Admin tab contains an edit link. Entering the current payroll PIN and continuing unlocks the editable fields. After updating the contact details, the user selects the update button and waits for the processing screen to confirm completion. The updated information should be reviewed for accuracy before closing the window.

An alternate Desktop path goes through Employees, then My Payroll Service, and Account/Billing Information. After signing in with the Intuit Account login, users navigate to Payroll Details and confirm the correct Employer Identification Number is displayed for the company. An edit option next to the Payroll Admin heading opens the record. Direct deposit subscribers will again be prompted for their PIN.

Changing the Primary Principal on a Desktop Payroll Account

The most heavily regulated change is replacing the Primary Principal entirely. Intuit requires a dedicated Primary Principal change form, a signed request letter, and a photocopy of the new principal’s government-issued identification.

The request letter must bear the signatures of both the current and incoming principals. If the current principal is unavailable to sign, the letter should indicate the principal’s name and explain the reason for the unavailability. Intuit notes that the Primary Principal — also referred to as the Principal Officer — must be the business owner, the bank account holder, or a chief officer of the company, and must satisfy Money Transmitter License requirements.

Adding an additional principal follows a parallel process. Both the primary and secondary principals must sign a request letter stating their intent to add another principal, and photocopies of both principals’ government-issued IDs must accompany the submission. All documents are sent to QuickBooks Desktop Payroll support through the Intuit File Exchange.

Key Takeaway

The common thread across every scenario is that Intuit treats payroll role changes as sensitive events. Verification codes, PIN entry, signed forms, and government ID copies all serve as fraud prevention measures. Administrators preparing for a personnel change should gather the necessary signatures and identification documents in advance to avoid delays in getting payroll submissions processed on schedule.