Need to make changes or updates to your accounts or subscriptions? Visit the Account Management Page
QuickBooks HelpQuickBooksHelpIntuit

Fix a paycheck with missing timesheet info

SOLVEDby QuickBooksQuickBooks Desktop Payroll2Updated 1 year ago

Learn what to do when an employee's paycheck has missing timesheet information.

Are trying to create an employee's paycheck, but the data from the timesheet is missing? This could be caused by:

  • The employee's profile is setup to not use timesheets.
  • Hours entered may have fallen on a date outside the paycheck's date range.
  • Incorrect pay frequency may be set up for employee.
  • The payroll item used on paycheck differs from the one on the timesheet.

We'll show you what to do when there is missing timesheet information.

Check that time tracking is turned on

Make sure time tracking is turned on in your company preferences.

  1. On the top menu bar, choose Edit, then Preferences.
  2. Select Time & Expenses.
  3. Select the Company Preferences tab.
  4. For Do you track time?, select Yes.
  5. Select Ok.

Check that the employee is set up with timesheets

It is possible that the employee isn't set up with timesheets correctly. Make sure the employee in question is set up to use timesheets to track hours. This must be done one employee at a time.

  1. On the top menu bar, choose Employees, then Employee Center.
  2. Double-click the employee in question.
  3. Select the Payroll Info tab.
  4. Under the Earnings box, be sure the Use time data to create paychecks checkbox is selected.
  5. In Pay Frequency ensure the employee is set up for the correct frequency (I.E. If an employee has a Pay Frequency set for Annual all timesheets from the ending pay period date to the prior year will be pulled into the paycheck). Also be sure Pay Period and Payroll Schedule are correct.
  6. Select Ok.

Check the date range

Look at the timesheet again. Check that the hours worked fall within the same date range on the paycheck. Also check that a payroll item is being used on the timesheet.

  1. On the top menu bar, choose Employees, then Enter Time.
  2. Select Use Weekly Timesheet.
  3. Select the correct week. And verify the data that was entered.
  4. Be sure there is a selection for the payroll item column, e.g., Hourly, Overtime, Salary.
  5. Re-create the paycheck.

Change the pay period

Did time tracking previously work for this paycheck? Try changing the Pay Period Ends date to a previous period to see if the time entered for that period shows up. If it does, change the pay period back to the current one, and see if the correct time shows up.

  1. On the Enter Payroll Information screen, change the Pay Period Ends date.
  2. At the prompt to update the hours worked, select Yes to update from the timesheet. Or select No to use the same hours.

Alternatively, you can change the pay period by selecting Open Paycheck Detail. At the prompt to get the time from the appropriate timesheet, select Yes to update. Or No to use the same hours.

Re-create the paycheck

If none of the above works, you can try to recreate the paycheck.

  1. Select the Payroll Center icon.
  2. Select Pay Employees or Unscheduled Payroll.
  3. In the Enter Payroll Information window, right-click the employee's name whose paycheck was missing timesheet data. Select Revert Paycheck.
  4. Close the Enter Payroll Information window.
  5. Re-create the paycheck.

Recreate the Paycheck

  1. Select the Employee icon.
  2. Highlight the Employee, then click on the payment with missing timesheet data.
  3. Click on Delete on top of the paycheck.
  4. Submit an FPS for deleting the payment.
  5. Go to the Payroll Center tab.
  6. Select the Pay Employee tab.
  7. Select Unscheduled Payroll.
  8. Click on Open Payment Detail and check if timesheet data are recognized.
  9. Click on Save and close.
  10. Recreate the paycheck.
  11. Submit FPS after recreating the payment.

Was this helpful?

You must sign in to vote, reply, or post
QuickBooks Payroll AssistedQuickBooks Payroll BasicQuickBooks Payroll EnhancedQuickBooks Payroll Standard

Sign in for the best experience

Ask questions, get answers, and join our large community of QuickBooks users.

More like this