Late Timesheets Best Practices
Late Timesheets Best Practices
The key to running late Timesheets accurately is using paid and unpaid correctly. When you do a payroll export or transfer Timesheets to QuickBooks, the Timesheets are marked as paid. The 'unpaid' box allows Generations to determine which Timesheets for the given time period are NOT paid.
Timesheets to QuickBooks
Generations transfers Timesheets to QuickBooks with ease. However, in the case of late timecards from Caregivers, stop before you process Timesheets.
When QuickBooks pulls information from their Timesheets to create paychecks, it only pulls from the most recent time period. So while a late Timesheet entered in Generations correctly goes to the proper time period in QuickBooks, you run into an issue when you try to create a paycheck. In fact, QuickBooks will only pull from the most recent time period: it does not pull time information submitted late. For this reason, you must manually add the late shifts to the current paycheck.
If you have a lot of late timecards, we recommend that you track and make adjustments in QuickBooks as follows:
- Enter the late timecards information in Generations.
- Create Timesheets again. Please note: if you have already marked Timesheets as received, this will not work. You'll need to use the Edit Timesheets Mass Update to remove the Received checkmark, then create Timesheets, then re-mark the Timesheets as received.
- Run the Timesheet Detail Report for one or more periods and select unpaid time only. Save the report for use in Step 5.
- Transfer Timesheets to QuickBooks using the unpaid time option. This will create the items in QuickBooks and mark those Timesheets as Paid in Generations.
- Process your payroll as normal in QuickBooks and (using the Timesheet Detail Report from Step 3,) manually add the late shifts to the current paycheck.
For Independent Contractors (Bills to QuickBooks)
If you are sending bills to QuickBooks for your independent contractors, update Generations as normal and transfer to QuickBooks. When you pay bills, all outstanding bills are visible - including bills for a Caregiver who submitted a Timesheet late.
For Payroll Exports
If you use the Payroll Export (or ADP/Paychex,) follow these steps:
- Enter the late timecards information in Generations.
- Create Timesheets again. Please note: if you have already marked Timesheets as received, this will not work. You'll need to use the Edit Timesheets Mass Update to remove the Received checkmark, then create Timesheets, then re-mark the Timesheets as received.
- Run the Timesheet Detail Report and select unpaid time only.
- Run the payroll export and select unpaid time only.
- Review the export to ensure accuracy before submitting to your payroll vendor.
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