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JulieChristine
Level 1

Tracking Non-Paid Hours

Some of our employees get paid piece rate per job, but we still want to track their hours against the job to ensure they are being paid at least minimum wage. What would be the best way to track the hours but not have the hours paid? I will later add the piece rate in Quickbooks for payroll.

On this same note, our business manager wants to track absences. We had set up an item called "Time off - No Pay" but when our employees would log that it would transfer over to Quickbooks as regular paid hours. Is there a trick to this or a better way to track?

Thank you!

1 Comment 1
Ami_D
Moderator

Tracking Non-Paid Hours

Hi there @JulieChristine! Welcome to the community. :) I definitely think there's a solution for what you're looking for. There are a few variables here, so if none of these work for you, let me know and we can figure out something else. 


Starting with the Time Off code for absences, you are absolutely on the right track here. You can mark this Time Off Code as "Unpaid Time Off" so that it is not attached to a payroll item. To do this, you can create a new Time Off Code through Company Settings > Time Options > Time Off.

 

When setting it up, make sure to select Unpaid, then save and delete the other one. 

 

 

The tricky thing here is that, since Unpaid time isn't typically used for invoicing or payroll, it will not be exported to QuickBooks. It will only be visible in the TSheets Payroll Report.

If importing this absence time into QuickBooks is a requirement, another option is to map your new Time Off item, "Time Off - No Pay" to a custom payroll item so that it can be adjusted in QuickBooks later. There is more information about advanced Payroll Item Mapping in this article.  It's a really robust tool that gives you a lot more control over how your time comes into QuickBooks. 

Now, onto the matter of employees getting paid a piece rate. There are a few options for this too!

Some customers have actually used Time Off to track this. You can create an unpaid time-off code, similar to above, and call it "Piece Rate." Employees can clock into this Time Off code just like they would clock into a lunch or break. Then, the time will track in TSheets but won't translate over to QuickBooks. You would need to use the TSheets Payroll Report to see how many hours an employee worked and then add it to QuickBooks manually.

If more granular tracking and import to QuickBooks is required for these, another option is the create a new Customer and call it something like "Overhead." Then, create a Custom Field called "Piece Work" with a pick-list of Jobs that an employee might clock-in to. This will still bring the hours into QuickBooks but will track them against the company rather than the customer. The only extra step here is that you would need to check the TSheets Project Report to see the how many hours were tracked to which Custom Field. 

Phew! I know this was a LOT of info, so please throw any questions my way, or if none of this works for you the way you'd like, let me know and we can go through some other options. 

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