How would you restrict payroll data access for a manager in QuickBooks Online (if payroll is enabled)?

• A. In Manage Users, assign a role with full payroll permissions and unrestricted data access for that user.
• B. In Manage Users, assign a role with limited payroll permissions and restrict data access for that user.
• C. Remove payroll access from the system entirely for that user.
• D. Create a separate company file for payroll access.

Answer: (B)

Controlling who can see payroll data is done through user roles and permissions in QuickBooks Online. When payroll is enabled, you can tailor a manager’s access so they can perform necessary duties without exposing confidential payroll details. The best approach is to assign a role with limited payroll permissions and restrict data access for that user. This lets the manager review payroll at a high level and handle tasks like approvals or summaries, while keeping sensitive information—such as individual pay details or SSNs—hidden or restricted. Granting full payroll permissions would unnecessarily broaden access and risk exposing confidential information. Removing payroll access entirely would prevent the manager from performing essential oversight, and creating a separate company file is not practical within QuickBooks Online for managing payroll data in a single company. To implement this, go to Settings, Manage Users, edit the manager’s role, and select a profile with limited payroll permissions and restricted data access.