How to Create Paychecks from Timesheets

Configure Payroll Rules

Confirm that the system is configured to create paychecks from timesheets. Go to Configure→ List Configuration→Payroll→Rules. Checking this ensures that the source of the paycheck is timesheets rather than time records. When the “Import From Timesheets” check box is selected, the source for paychecks is timesheets.

Run Timesheet Audit Report

Since the hours against the timesheets will create the checks, one of the first steps in getting started with payroll is ensuring that all timesheets have been approved. The system will ONLY create paychecks for approved timesheets. Review the state of timesheets by going to the timesheets desktop and running the Timesheet Audit report.


1. With the Timesheets desktop selected, click on the Timesheet Audit button

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

  • Note: Leaving the filters blank will show all timesheets for that pay period.
    • Helpful Hint: Filters 7 & 8 allow you to run the report for signed/unsigned and/or approved/unapproved.

3. Click on the Run Report button


The Timesheet Audit button/function is enabled per role by going to Configure→Configure Roles→Select Role→Desktop Security→Timesheets (expand)→Timesheet Audit (checkbox).

Timesheet Audit Report Example

The report timestamps indicate when the timesheets were signed and approved.


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 gives you a glimpse into the hours that will create paychecks.


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

  • Note: The pay period will populate from the Calculation Options settings.

2. Click on the Run Report button

  • Note: Since checks are only being created from approved timesheets, leave the default filters to generate a report that will display hours about to import to payroll. In the standard version of the report, the total hours per pay type are displayed for the specified pay period, along with their respective rates and the grand total.
    • 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

Any hours that will not transfer to a paycheck due to missing pay types are displayed as an error. The system will force that a pay type is setup to support each service and cost center the employee worked. This is of great benefit as it ensures that the billing revenue for cost center and service matches to the payroll wages

Any errors will be listed on the very bottom of the report. In this case, Clara Barton provided the PR Overlap service in the Asheville cost center and therefore a pay type needs to be setup. This would be added in the employee record under the Pay Types tab.


Create Paychecks from Timesheets

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


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

  • Note: The pay period will populate from the Calculation Options settings.

2. Click on the Create Paychecks button

  • Note: The default filters are “Approved” and “Signed”. Clicking on Create Paychecks will only create checks for employees with approved timesheets for the pay period.
    • Helpful Hint: Paychecks can also be created for a single employee or cost center if needed.

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 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.

It is important to note that units cannot be adjusted for any time that was imported from a timesheet. Since the caregiver signed off on the hours and a supervisor approved the hours, the system prevents any edits to those hours. The only thing that can be adjusted is the rate. Edits can be made against any other pay type where units did not populate from the timesheet. Simply enter in the unit value and then hit save and calculate. A new stub will appear with the new totals.


Paycheck Example

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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