FAQ - Payroll

1. How do I export data to a 3rd party payroll or accounting software package?

To define the export criteria for a desired 3rd party payroll software package follow these steps:

  1. Click Report, then click the Payroll Reports and then click Payroll Export in the main menu.
  2. On the inset that appears select the desired template and other options for the report, in most cases the first template in the list will suffice.
  3. Click on theExport Setup tab.
  4. From the Export Format drop-down menu choose the desired export file format.
  5. If necessary configure any fields specific to your payroll software, including hour code names to map TimeTrex hours to their corresponding names in your payroll software.
  6. Click the Save Setup button, to keep the export information for later use.
NOTE:  QuickBooks integration requires that you obtain the Company Created Time from QuickBooks itself so it can be entered in the Company Created Time field under the Export Setup tab described above. To do this follow these steps:
  1. Open your QuickBooks company file
  2. In QuickBooks, go to File > Utilities > Export > Timer Lists.
  3. Save the IIF file and open it with Notepad or any other text editor.
  4. Search on the 2nd line for the Company Create Time number which should have this format 1320645324

To export timesheet data to a 3rd party payroll software package:

  1. Click Report, then click the Payroll Reports and then click Payroll Export in the main menu.
  2. On the inset that appears select the desired template and other options for the report, in most cases the first template in the list will suffice.
  3. Click on Export in the button bar to export the payroll report file to your computer.
  4. Now that the data is on your computer you may follow the directions provided by your payroll software provided on importing data.

 

To export General Ledger data to a 3rd party accounting software package see General Ledger Export.

 

2. How do I give an employee a raise?

  1. Click Employee and then click Employees in the main menu.

  2. Select the specific employee from the list and click Edit in the button bar.

  3. Click on the Wage tab and click New in the sub-button bar.

  4. Fill in the appropriate fields for the employee's new wage. and then Save in the button bar.

NOTE:  The wage tab contains the employee's wage history so we do not recommend deleting or editing existing wage records.

See Wages.

 

3. What do I do when a pay period was accidentally closed before the payroll was processed?

If payroll has not yet been processed then pay periods can be reopened by following the steps below:

  1. Click Payroll, then click Pay Periods in the main menu.

  2. Select the pay period in question and click Edit in the button bar. Edit the Status field from Closed to Post-Adjusment.

  3. While in the Post-Adjustment status, make any necessary adjustments to the pay period and then process the payroll.

In the event you need to make corrections to closed pay periods after employees have been paid, see Adjusting a Closed Pay Period.

 

4. Where can I get check stock for printing checks in TimeTrex?

Business checks can be purchased through Deluxe or Deluxe.ca or D & H

 

5. How do I issue a loan to an employee and set up an automatic loan repayment?

To issue an employee loan within TimeTrex (recommended):

  1. Click Payroll -> Pay Stub Amendments in the main menu.
  2. Click on New to add a new amendment.
  3. Select the employee you want to issue a loan to.
  4. Select the Pay Stub Account as 'Loan | Earning' and the Amount Type as 'Fixed'.
  5. Enter the amount of the loan.
  6. Enter an Effective Date that falls within the pay period the loan was issued or disbursed to the employee.
  7. Save the amendment.

 

To record a loan to an employee that was paid outside of TimeTrex but will be tracked within TimeTrex:

  1. Click Payroll -> Pay Stub Amendments in the main menu.
  2. Click on New to add a new amendment.
  3. Select the employee you want to issue a loan to.
  4. Select the Pay Stub Account as 'Loan Balance | Accrual' and the Amount Type as 'Fixed'.
  5. Enter the amount of the loan balance owing.
  6. Enter an Effective Date that falls within the pay period the loan was issued or disbursed to the employee.
  7. Save the amendment.

 

To set up an automatic loan repayment:

  1. Click Payroll -> Taxes & Deductions in the main menu.
  2. Double click on the default Loan Repayment deduction.
  3. Add the employee to the Employees drop-down field.
  4. Click on the Employee Settings tab.
  5. Click on the employee and edit the Amount of loan repayment for each pay period. The Target YTD Limit/Balance should normally remain at 0.
  6. Save the settings.

 

An alternative way to set up an automatic loan repayment:

  1. Click Employee -> Employees in the main menu and then click on the employee's Tax tab.
  2. Double click on the Loan Repayment deduction account.
  3. Edit the Amount of loan repayment for each pay period if necessary. The Target YTD Limit/Balance should normally remain at 0.
  4. Save the settings.

The automatic repayments will start in the following pay period after the one the loan was issued and will deduct the repayment amount set each pay period until the loan is fully repaid. If the balance owing is less than the set amount that remaining balance will be deducted as the last repayment.

The loan, repayments and YTD loan balance will appear on the employees pay stub or on a Payroll Summary report using the Accrual Balances by Employee template.