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A
amy201
January 13, 2026
Question

How to correct a missing pay rate, when under the employee payroll account it shows she is hourly?

  • January 13, 2026
  • 2 replies
  • 64 views

In time entry approvals my employee is showing "missing pay rate" however when I go into my payroll she still has her hourly pay rate set up like normal. So not sure how or where to fix this when in one screen it shows but it won't let us approve her time for last week.

2 replies

L
LouiseG12QuickBooks Team
QuickBooks Team
January 13, 2026

Hi there, Amy.

The prompt you are seeing while approving time could be due to the incomplete payroll settings in your QuickBooks Time. Ensure that your employee's pay type is set to Regular Pay.

To update the settings in the Payroll Item Mapping Tool within QuickBooks Time, follow these steps:
  

  1. Go to All Apps and select Time.
  2. Click Go to Classic QuickBooks Time.
  3. In the upper-right corner, click the QuickBooks Payroll icon.
  4. From the dropdown menu, select Preferences.
  5. Open the Payroll Item Mapping Tool.
  6. Choose an employee, then select Regular Pay from the Regular dropdown.
     

If you have follow-up questions, don’t hesitate to click the Reply button below.

L
LouiseG12QuickBooks Team
QuickBooks Team
January 15, 2026
Hi, Amy.

I just wanted to follow up to check if the resolution we provided helped resolve your issue.

Please let us know if everything is now working as expected or if you’re still experiencing any problems.

We’ll be glad to assist further if needed.
 
J
JohnDWess
February 2, 2026

When I go to the Payroll Item Mapping Tool and select the Employee in question, there is no option to select Regular Pay for him. All my other employees have the options...it's just this one employee. I cannot choose Regular Pay, Overtime Pay, or Holiday Pay for him.  

J
JoelESQuickBooks Team
QuickBooks Team
February 2, 2026

Hello there, @JohnDWess.

 

In QuickBooks Online Payroll (QBO Payroll), the Mapping Tool can work with pay types that are already included in the employee's payroll profile.

 

If any pay types are missing in QBO Payroll, you'll need to add them first. Once the pay types are added, the Mapping Tool will display those options.

 

Here's how to do it:

 

  1. Go to Payroll.
  2. Select Employees.
  3. Click Edit next to Pay types.
  4. Ensure that Regular Pay, Overtime, and Holiday are selected.
  5. Save your changes when you’re done.

 

After verifying the pay types in QBO Payroll, log in to QuickBooks Time to view those changes. You can also refresh the Payroll Item Mapping Tool or log out and log back in to see if the options appear.

 

You can also find detailed steps about the process in this article: Map QuickBooks Payroll items in QuickBooks Time.

 

If you have any further questions about QuickBooks, please feel free to reach out through this thread.

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