Assign a different pay rate by project by employee

caseyjtaylor · ‎May 11, 2021

I have a particular project set up in QBO where employees working on this project will be earning a different wage than regular (prevailing wage). I have created the additional pay rate for each applicable employee within their profile. Now, I need to be able to assign this pay rate to the project in QuickBooks Time so that when the hours are exported back to QBO, the correct pay is assigned for just the applicable hours and is tied back to the project expenses. Generally, an employee is not spending an entire pay period working on this one project, so I can't just map the Prevailing Wage rate that I created to the Regular time field of the Payroll Item Mapping Tool.

K_Siman · ‎May 11, 2021

Good afternoon, @caseyjtaylor! Welcome to the Community and thank you for bringing your question here. I'd love to help you out with this!

What I believe you're describing is something in the Payroll Mapping window called Map Overrides. What this means is your employees are paid at their regular pay rate unless they choose one of the designated customers/projects. Then, they'll get paid at the rate you mapped for that customer. Here's how to set this up:

After you've mapped payroll items by employee in QuickBooks Time, in the top right, select the QuickBooks dropdown, then Preferences.
Select the Payroll Item Mapping Tool.
In the right corner select the Gear icon to open the settings.
Select the Allow overrides by: box, and select Customer.
On the Customer Map, select + Add Overrides.
Click on none under Select Customer.
Choose a Customer and then Save.
Under each hour type column, select one payroll item each.
Choices are saved automatically. Close the window when the mapping is done.

I'm also attaching this video to walk you through those steps as well: Payroll Item Mapping: By Customer/Services/Classes.

If you have any questions or need clarification, please reply to this post. I'm happy to help!

View solution in original post

K_Siman · ‎May 12, 2021

Hello @caseyjtaylor! You completely got it. QuickBooks Time doesn't offer much insight into the pay rates outside of mapping, but exporting the time will give you that visibility in payroll. I'm very happy you had a successful export and see the changes you made were successful.

You mentioned a user you don't want to have tracking time at that Prevailing Wage rate. As long as that rate isn't assigned to them in their QuickBooks Online profile (where you set up their pay types) they will only get their assigned regular rate.

Just a heads up, this may cause an error in your sync log in QB Time. It'll say something along the lines of "this pay rate isn't assigned to that user" but the time will still export.

If you experience something different let me know. It looks like you got this set up the way you needed, but please don't hesitate to come back with any questions you may have!

View solution in original post

K_Siman · ‎May 11, 2021

Good afternoon, @caseyjtaylor! Welcome to the Community and thank you for bringing your question here. I'd love to help you out with this!

What I believe you're describing is something in the Payroll Mapping window called Map Overrides. What this means is your employees are paid at their regular pay rate unless they choose one of the designated customers/projects. Then, they'll get paid at the rate you mapped for that customer. Here's how to set this up:

After you've mapped payroll items by employee in QuickBooks Time, in the top right, select the QuickBooks dropdown, then Preferences.
Select the Payroll Item Mapping Tool.
In the right corner select the Gear icon to open the settings.
Select the Allow overrides by: box, and select Customer.
On the Customer Map, select + Add Overrides.
Click on none under Select Customer.
Choose a Customer and then Save.
Under each hour type column, select one payroll item each.
Choices are saved automatically. Close the window when the mapping is done.

I'm also attaching this video to walk you through those steps as well: Payroll Item Mapping: By Customer/Services/Classes.

If you have any questions or need clarification, please reply to this post. I'm happy to help!

caseyjtaylor · ‎May 11, 2021

@K_Siman thank you for the information! I was able to work through that process and add the override, but now I am not sure how to get that associated with my employee's time entries for the applicable project.

K_Siman · ‎May 12, 2021

Good morning, @caseyjtaylor! Thanks for coming back here. I'm happy to explain how to do this.

Moving forward, your users will choose those Projects you set up on their timesheets when they clock in. This way, their time is tracked toward that project and the rate that you mapped once it exports. Any timesheets that have already been created, you can edit if needed. Here's an article on how to edit timesheets : Edit or delete your timesheet in QuickBooks Time Web.

Let me know if I answered your question, or if I need to clarify anything at all!

caseyjtaylor · ‎May 12, 2021

Okay, so if I'm understanding correctly, once the override is mapped, no additional actions need to be taken to ensure that the alternate pay rate is calculated? I was expecting to see QuickBooks Time identify the hours calculated to the Prevailing Wage rate that I created. But if I'm understanding you correctly, those hours would still just be identified as Regular but with the project identified in the override, they will calculate at the correct pay rate? I also have another employee that will work on this project, but will not have an alternative Prevailing Wage rate defined, so will his pay calculation still default to the regular salary?

caseyjtaylor · ‎May 12, 2021

I just ran the payroll and it does appear that it automatically assigned the pay rate based on the project. I thought that this would be a manual selection, if it was appropriate. Either way, it worked out for this pay period.

K_Siman · ‎May 12, 2021

Hello @caseyjtaylor! You completely got it. QuickBooks Time doesn't offer much insight into the pay rates outside of mapping, but exporting the time will give you that visibility in payroll. I'm very happy you had a successful export and see the changes you made were successful.

You mentioned a user you don't want to have tracking time at that Prevailing Wage rate. As long as that rate isn't assigned to them in their QuickBooks Online profile (where you set up their pay types) they will only get their assigned regular rate.

Just a heads up, this may cause an error in your sync log in QB Time. It'll say something along the lines of "this pay rate isn't assigned to that user" but the time will still export.

If you experience something different let me know. It looks like you got this set up the way you needed, but please don't hesitate to come back with any questions you may have!

caseyjtaylor · ‎May 12, 2021

@K_Siman thanks for all the help! One thing I did notice, however, was that one of my employees ended up earning 0.08h OT on a completely different project, but when it exported, QBO assigned it the Prevailing Wage OT rate, rather than the regular OT rate. In this particular case, I don't have a problem letting it ride because it's such a small amount. However, I am concerned that this mapping override did cause an error with the OT rates. I double checked and the regular mapping does show that the Overtime field is selected to Overtime Pay, and not the Prevailing Wage OT alternative rate that I created and assigned to the employee.

K_Siman · ‎May 12, 2021

Hello @caseyjtaylor! I'm going to Private Message you so I can look at your settings!

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Assign a different pay rate by project by employee