Create Paychecks from Timesheets
This section provides an overview of the process for creating paychecks from timesheets in OnTarget.
Confirm that the system is configured to create paychecks from timesheets. This setting is managed under the Configure Desktop. Go to List Configuration, Payroll, Rules. Checking this ensures that the source of the paycheck is timesheets rather than time records.
Since the hours against the timesheets will create the checks, one of the first steps in getting started with payroll is ensuring that all timesheets have been approved. The system will ONLY create paychecks for approved timesheets. Review the state of timesheets by going to the timesheets desktop and running the Timesheet Audit report. Enter in the desired pay period and any other filters needed. Leaving the filters blank will show all timesheets for that pay period.
The report timestamps indicate when the timesheets were signed and approved. This button is enabled through Securities in the Configure Roles section.
Once it has been confirmed that all timesheets are in an approved state, payroll is ready to process. The first step is to click on Calculation Options under the Time Records desktop. Enter in the check date of the payroll and select the pay period. A list of all of the deductions is shown. Any deduction that is checked will be withheld from employee’s paycheck, as long as the employee record has a deduction set up to be withheld. These deductions can be unchecked in the event that a paycheck should be created but deductions should not be withheld for the particular payroll run. An example of this scenario is for a correction check where an employee and their health insurance has already been withheld for the pay period. For the correction check, deductions should not be withheld again, so this would be an easy way of creating the check without taking the deduction. Keep in mind that If a deduction needs to be discontinued altogether for an employee, then it should be inactivated at the employee record.
Click save once the form has been completed.
Next, go to Employee Timesheet. Since timesheets are the source of the payroll data, this is where the paychecks will be created. The pay period will populate from the Calculation Options settings. To get a glimpse into the hours that will create paychecks, run this report either for a particular cost center or employee, or for all employees.
Since checks are only being created from approved timesheets, leave the default filters to generate a report that will display hours about to import to payroll. In the standard version of the report, the total hours per pay type are displayed for the specified pay period, along with their respective rates and the grand total.
Any hours that will not transfer to a paycheck due to missing pay types are displayed as an error. The system will force that a pay type is setup to support each service and cost center the employee worked. This is of great benefit as it ensures that the billing revenue for cost center and service matches to the payroll wages.
Any errors will be listed on the very bottom of the report. In this case, Clara Barton provided the PR Overlap service in the Asheville cost center and therefore a pay type needs to be setup. This would be added in the employee record under the Pay Types tab.
This same report can be run in the unformatted version if the data needs to be dumped to excel for filtering of the data. The report can also be run in a daily summary format in order to get a break down of the hours per day.
Once the errors have been cleared up and the hours reviewed, the next step is to create paychecks. To create paychecks for all employees with approved timesheets for the pay period, simply click Create Paychecks. Paychecks can also be created for a single employee or cost center if needed.
Any errors in creating paychecks will be presented. This report can be exported for further review. All errors must be cleaned up before the check can be created. Most of the errors rely on components of the employee record to be addressed. Once the error has been fixed, click the Create Paychecks button again. This will only create checks for any employee whose check has not yet already been created. There is no need to select the individuals name, as the system will not duplicate a check if one has already been created.
Below is list with descriptions of commonly encountered paycheck creation errors and how to correct them:
No zero non-disbursements are defined for this employee: Go to Maintain Employees Pay disbursements tab. Add in the correct pay disbursement method for the stated employee. Repeat the Create Paychecks step so the calculation will pick up the edit.
No tax information configured for this employee: Go to Maintain Employees Taxes tab. Add in the correct marital status and tax withholdings for both the Federal and State lines for the stated employee. Repeat the Create Paychecks step so the calculation will pick up the edit.
Negative Net Pay Calculated: The amount of deductions being withheld from the stated employee exceed the amount of net pay calculated. Go to Maintain Employees Misc. Deductions tab and adjust a deduction amount so that it doesn’t exceed the gross pay. Repeat the Create Paychecks step so the calculation will pick up the edit.
Be aware that the filters for cost center or employee can be used to toggle how the deductions are to be withheld when creating the paychecks. This allows for flexibility in handling any exceptions for how deductions should be applied on an individual basis, if necessary.
Once all of the paychecks have been created and the errors cleaned up, then it is time to review the paychecks. To do so, go to Paychecks. Search for paychecks using any combination of the filter options. To review all paychecks created for the check date, enter in the check date or use the pay period filter and search.
To review the details of a check, open up the check. Pay transaction details for each pay type are displayed as well as the pay stub below to review the gross, deduction and net totals.
If there are any additional ways to pay the employee, the units can be directly keyed in against the corresponding pay types. It is important to note that units cannot be adjusted for any time that was imported from a timesheet. Since the caregiver signed off on the hours and a supervisor approved the hours, the system prevents any edits to those hours. The only thing that can be adjusted is the rate. Edits can be made against any other pay type where units did not populate from the timesheet. Simply enter in the unit value and then hit save and calculate. A new stub will appear with the new totals.
An important function to know about is the Reduce Salary function. This function allows payroll to correctly allocate the billable hours a salaried employee worked per service and cost center and to still only pay them their salaried rate. Another way this is helpful is to track paid time off for salaried employees. To perform this function, click the Reduce Salary check box for each hourly pay type that should be included in the salary rate. When the box is checked, a ‘Reduce Salary’ button will appear at the bottom right of the screen. Click this button to reduce the salary amount by the imported hours. The salary and hourly pay types combined will equal to the flat salaried rate.
Continue to edit paychecks as necessary by opening them up individually from the search grid.
Collectively review the checks by using the Check Review report. Review all checks in the grid by selecting "From All" or select checks to review and choose the "From Selected" option. Check Review Summary is a 1 page report that provides grand totals for the checks in the grid. Check Review Unformatted shows the break down on units by pay type and cost center.
Generate checks by clicking on the Print Checks button.
It may be beneficial to use the disbursement filter to separately prepare the direct deposit file and the physical checks if both disbursement types are included. This is a good way to save paper if direct deposit stubs aren't needed, while keeping in mind that OnTarget user will still get their stub on their dashboard in the Paychecks dashlet.