How to Create Paychecks from Time Records

Configure Payroll Rules

Confirm that the system is configured to create paychecks from time records. This setting is managed under List Configuration, Payroll, Rules. When the “Import From Timesheets” check box is de-selected, the source paychecks is time records rather than timesheets.

Configure Payroll Rules

Set Calculation Options

Calculation Options must be set under the Time Records desktop in order to start the process of creating paychecks.

1. Click on Billing (expand)

2. Click on Time Records

3. Click on Calculation Options

4. Enter the Check Date and the Pay Period Start/End.

  • Note: The check date can only be entered for the current or a future date.

5. De-select any Deductions check-boxes (if necessary).

  • Note: Deductions checkboxes are selected by default. Any deduction that is checked will be withheld from employee’s paycheck, as long as the employee record has a deduction set up to be withheld.
    • Helpful Hint: Keep in mind that If a deduction needs to be discontinued altogether for an employee, then it should be inactivated at the employee record.

6. Click on the Save button

Run Employee Timesheet Report

The Employee Timesheet Report will show all unpaid hours for a particular timeframe.


1. With the Time Records desktop selected, click on the Employee Timesheet button

2. Enter the start and end for the Pay Period.

  • Note: you may need to back up the start date of the pay period in order to show time from previous pay periods that may not have been paid. This is helpful for showing any time associated with documentation that may have been entered late that needs to be paid.

3. Click on the Run Report button

  • Note: The standard version of the report displays the total hours per pay type for the specified pay period, along with their respective rates and the grand total. This same report can be run in the unformatted version if the data needs to be dumped to excel for filtering of the data. The report can also be run in a daily summary format in order to get a break down of the hours per day.
    • Helpful Hint: You can run the report for either a particular cost center, employee or for all employees across all cost centers.


Employee Timesheet Report Errors

An important feature of this report is that it will display an error for any hours that will not transfer to a paycheck due to missing pay types. The system will force that a pay type is setup to support each service and cost center the employee worked.


Any errors will be listed on the very bottom of the report. In this case, Clara Barton provided the IISB-A service in the Winston Salem cost center and therefore a pay type needs to be setup.


Create Paychecks

Once any errors have been cleared up and the hours reviewed, the next step is to create paychecks.


1. Enter the Start and End Date at Time Records.

2. Set the Imported to Pay Transactions filter to “Not Imported”.

  • Note: This will present only records that do not have an associated check.

3. Set the Paid filter to “Not Paid”.

  • Note: This will ensure that only records that have not been marked as paid by the system will be returned.

4. Click the Search button to refresh the grid

5. Click on the Create Paychecks button

  • Note: If specific time records are selected, choose the “From Selected” option. Select "From All" to create checks from all time records presented in the grid view.

Paycheck Errors

Any errors in creating paychecks will be presented. This report can be exported for further review. All errors must be cleaned up before the check can be created. Most of the errors rely on components of the employee record to be addressed. Once the error has been fixed, click the Create Paychecks button again. This will only create checks for any employee whose check has not yet already been created. There is no need to select the individuals name, as the system will not duplicate a check if one has already been created.


Examples of paycheck errors:

  • No zero non-disbursements are defined for this employee: Go to Maintain Employees Pay disbursements tab. Add in the correct pay disbursement method for the stated employee. Repeat the Create Paychecks step so the calculation will pick up the edit.
  • No tax information configured for this employee: Go to Maintain Employees Taxes tab. Add in the correct marital status and tax withholdings for both the Federal and State lines for the stated employee. Repeat the Create Paychecks step so the calculation will pick up the edit.
  • Negative Net Pay Calculated: The amount of deductions being withheld from the stated employee exceed the amount of net pay calculated. Go to Maintain Employees Misc. Deductions tab and adjust a deduction amount so that it doesn’t exceed the gross pay. Repeat the Create Paychecks step so the calculation will pick up the edit.

Review Individual Paychecks

Once all of the paychecks have been created and the errors cleaned up, then it is time to review the paychecks.


1. Click on Payroll (expand)

2. Click on Paychecks

3. Search for paychecks using any combination of the filter options.

  • Note: To review all paychecks created for the check date, enter in the check date or use the pay period filter.

4. Click the Search button

  • Note: To review the details of a check, open up the check (double-click line item). Pay transaction details for each pay type are displayed as well as the pay stub below to review the gross, deduction and net totals.
    • Helpful Hint: If there are any additional ways to pay the employee, the units can be directly keyed in against the corresponding pay types. Edits can also be made against pay types for imported time. To do so, simply adjust the unit value and then hit save and calculate. A new stub will appear with the new totals.

Review Individual Paychecks


Reduce Salary

The Reduce Salary function (optional) allows payroll to correctly allocate the billable hours a salaried employee worked per service and cost center and to still only pay them their salaried rate. Another way this is helpful is to track paid time off for salaried employees.

1. Click on the Reduce Salary checkbox for each hourly pay type that should be included in the salary rate

2. Click on the Reduce Salary button


  • Note: Once clicked, the salary and hourly pay types combined will equal to the flat salaried rate.
    • Helpful Hint: Continue to edit paychecks as necessary by opening them up individually from the search grid.

Check Review

  • Review multiple checks at once using the Check Review function.
  • From the Paychecks desktop, click on the Check Review button
    • Note: Review all checks in the grid by selecting "From All" or select checks to review and choose the "From Selected" option.

There are 3 versions of the report available…

  • Check Review: This report displays each of the check stubs selected in succession.
  • Check Review Summary: This report is a 1 page report that provides grand totals for the checks in the grid.
  • Check Review Unformatted: This report shows the break down on units by pay type and cost center.

Print Checks

Generate checks by clicking on the Print Check button.

From the Paychecks desktop, click on the Print Checks button


  • Note: Print all checks in the grid by selecting "From All" or select checks to print and choose the "From Selected" option.
    • Helpful Hint: It may be beneficial to use the disbursement filter to separately prepare the direct deposit file and the physical checks if both disbursement types are included. This is a good way to save paper if direct deposit stubs aren't needed, while keeping in mind that OnTarget user will still get their stub on their dashboard in the Paychecks dashlet.

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