Intuit Online Payroll Time Tracking helps you save time by allowing employees to record their hours worked through an online time sheet or time clock. Here are answers to your frequently asked questions about this feature.

Not using Intuit Online Payroll? You can still set up and use Time Tracking in QuickBooks Online or QuickBooks Desktop.

General Information

What is Time Tracking?

Intuit Online Payroll's Time Tracking feature saves you time by allowing employees to record their hours worked. This is done either on online timesheets or through an online time clock. Time Tracking is fully integrated with payroll, so you don't have to reenter hours when you run payroll. It also helps to reduce costly errors by automatically calculating overtime based on federal and state law, as applicable.

How much does Time Tracking cost?

Intuit Online Payroll small business customers receive a promotional price $1.50 per employee per month for the first 3 months. After the promotional period ends, the regular price is $3.00 per employee per month.

Can Time Tracking be used for salaried employees or contractors?

No. Time Tracking is currently available only for hourly employees.

Does Time Tracking support PTO (vacation, sick, and holiday time) tracking?

Vacation and sick hours, as well as holiday pay, can be tracked only for timesheet employees. Vacation and sick policies must be set up before they can be tracked on timesheets. The Holiday pay type must be selected before it can be tracked. This feature does not support the ability of employees to submit future time-off requests. You, as the employer, make the required timesheet edits to track PTO. Your employees don't have this capability.

To edit Vacation, Sick, or Holiday time:

  1. Select Pay Day.
  2. Choose the hours to bring up the timesheet for the employee.
  3. Next to either Vacation, Sick, or Holiday pay, select 0:00.
  4. Enter the desired hours.
  5. Select Save.

Can the time clock be used at different work locations?

  • Yes, the time clock will work at different locations. Once multiple work locations are set up, the employees will have the option to select which location they are at after signing in.
  • Only employees assigned to that work location will show up.
  • Multiple instances of the time clock can be logged in at a single work location.

Setup

How do I activate Time Tracking?

Go to the Setup page. Under Time Clock, Timesheets select Learn about this additional service.

How do I enable an employee for time tracking?

  1. Select Employees.
  2. Select the employee's name.
  3. Choose Edit in the Time Tracking section.

  4. Select how you want the employee to track their hours.

    User-added image

  5. After enabling Time Tracking, the employee automatically becomes enabled for the PaycheckRecords.com website. Two emails are sent to the employee. One contains PaycheckRecords.com login information, and the other contains information on how to record hours.

    User-added image

How do I resend employee login information for the PaycheckRecords.com website?

  1. Select Employees.
  2. Choose the employee's name.
  3. Select Edit in the Employee Site Access section.
  4. Choose Reset password.
  5. Select Send Email.

How do I edit an employee's time clock PIN?

To edit an employee's PIN for the time clock:

  1. Choose Setup from the top navigational bar.
  2. Select Employee Settings under the time tracking area.
  3. Select the PIN number to the right of the employee name.

  4. Update the PIN and choose Ok.

How do I turn off Time Tracking?

You can turn off the Time Tracking feature by clearing the Time Tracking checkboxes under Setup. This will also stop future billing. for Time Tracking, unless and until you reactivate it.

Note: If you turn the Time Tracking feature off, and later reactivate it, the employees' login information should still be retained and the employees will still be able to login to PaycheckRecords.com using their original credentials (user ID and password). This is the case regardless of whether the employees are also set up for pay stub access.

Can there be multiple timesheet approvers?

Our system allows for the setup of other approvers apart from the primary contact or authorization user of the Intuit Online Payroll account. For example, these may be managers or other employees. You can give employees access to review and approve timesheets for all or a number of employees. (Note that there is only one approver for each employee.) Accountants can provide the primary contact of a client account with authorization to review and approve timesheets without having access to payroll account.

Each approver must have an email address entered in the system. When a new approver is set up, we'll send them an email with a temporary user ID, temporary password, and instructions.

Where can I reset login information (employee and employer)?

To reset login information for an employee logging into PaycheckRecords.com, see Reset an employee's password for pay stub access (PaycheckRecords.com).

To reset login information for the employer logging into the time clock:

  1. Select Setup.
  2. Choose Review Setup Instructions under Time Clock, Timesheets.

Running payroll

How do I create paychecks?

You create paychecks right from the Pay Day tab. The timesheet for the employee will appear to the right of the employee's name. From here, you can review and make changes if necessary. See image below:

Note: No matter the status of the timesheet, you can still create paychecks. Timesheets are used for your reference only.

How does Time Tracking round seconds?

Time Tracking computes time worked based on whole minutes, not seconds or fractional minutes.

When calculating the start times, we truncate (ignore) the seconds. For example, if an employee clocks in at 2:30:59, we don't clock them in at 2:31; instead, we record 2:30.

When calculating the end times, we round seconds to the nearest minute. For example:

  • 12 seconds (0.2 minute) is rounded to 0 minute
  • 30 seconds (0.5 minute) is rounded to 1 minute
  • 54 seconds (0.9 minute) is rounded to 1 minute

Why don't my employees' hours on my timesheet match the hours on the Create Paychecks page?

Time Tracking always shows hours and minutes entered, while the Create Paychecks page shows the time in decimal notation. For example, you might see 69:16 on the timesheet and 69.27 on the Create Paychecks page. Our system correctly converts the 16 minutes to .27 decimal hours.

To convert minutes to a decimal as our system does, you will need to divide the number of minutes by 60 (as there are 60 minutes in an hour). For example 20 minutes would be 0.33 and 30 minutes would be 0.5.

My employee is enabled for Time Tracking, so why don't I see the Timesheet link on the Create Paychecks page?

The Timesheet link appears in the Pay Day window only for employees who have recorded hours. If employees are enabled for Time Tracking but have not recorded any time, the Timesheet link does not appear.

Employee tasks

How does an employee turn in their timesheet?

  1. Select the correct pay period from the drop-down menu.
  2. Select Turn In at the bottom left of the screen.
  3. After the timesheet has been turned in, the screen will show that.

Note: The employee can undo the Turn In and make changes to their timesheet by choosing Do you need to update your timesheet?

How do employees account for lunches and unpaid breaks when using timesheets?

Employees record start and end times for worked hours only. When done correctly, there should be 4 total entries per day. If an employee records a start time of 8 a.m. and one end time of 5 p.m., the system recognizes that as a 9-hour workday. Employees need to record their in and out times for breaks. The following is an example of an employee recording an 8-hour workday with a 1-hour lunch break:

Employees can record more than 4 entries, if necessary. Some states require that breaks are unpaid, so employees should not include those in their start or end times.

How do employees record "a.m." and "p.m." on timesheets?

Employees should record a.m. and p.m. shifts by entering "am" and "pm" without periods.

What is the cutoff time for employees to turn in their timesheets?

Employees have up until the last day of the pay period to turn in their timesheets. They will not be able to submit timesheets for previous periods.

How does an employee with two hourly rates use the time clock?

When an employee with two (or more) hourly pay rates clocks in, they'll be presented with a popup that asks them which rate to use.

When my employee clocks in or out, nothing happens. How do I fix this?

On some rare occasions, an employee can get locked up in the time clock. To resolve this situation, you should turn the time clock off and back on:

  1. Select Setup.
  2. Choose Company Settings under Time Clock, Timesheets.
  3. Uncheck Time Clock.
  4. Choose Ok.
  5. Select Setup to refresh the account.
  6. Choose Track Hours Worked.
  7. Select Time Clock.
  8. Select Ok.
  9. Choose Setup to refresh the account once again.

Note: This will NOT erase punches for employees currently clocked in or from previous shifts.

Timesheet edits

How does an approver unapprove a timesheet before a paycheck is created?

  1. While logged into PaycheckRecords.com, select the correct pay period from the dropdown menu.
  2. Select the button to Unapprove the timesheet at the top right of the screen.

After the paycheck is created, the timesheet cannot be unapproved. If you delete the paycheck, the timesheet can be unapproved and changed on PaycheckRecords.com by an authorized approver.

How do employees edit time entries?

Time Clock: Employees can edit time entries at the clock in/out pop-up window. We recommended that the employee use the Note field to explain the reason for the edit.

Timesheets: As long as the paycheck is not yet created, an employee can edit their timesheet. You are not notified by email of any timesheet edits or if they unapprove. However, you can check the status of the timesheet by hovering your mouse over the icon shown on the Create Paychecks page. See the image below.

How do I edit time entries?

You (or a designated Time Tracking approver) can edit employee time entries on the Payday tab. At the Create Paychecks or Check Details page, you can select Timesheets across from an employee's name. This opens that employee's timesheet in a separate window. You can click directly on a specific time entry to edit it. You also have the option to delete an entry by selecting the trash can icon, or add a shift by clicking Add Shift.

Note for paychecks already created: These checks must be deleted before the timesheet can be edited.

How are timesheet and time clock edits tracked?

For timesheets, employees have complete control of editing their timesheet before turning it in. This is true as long as the timesheet has not been approved or a paycheck created. After a timesheet has been turned in, employees must contact the approver to edit their timesheets. The approver edits are recorded along with original entries.

For time clock, employees can edit their time clock entries as long as it is in the current shift.

Note: Edits cannot be made to prior shifts!

All edits are recorded. This also includes approver edits to time clock entries. The employee's original entry always appears on the bottom with the most recent edit right above it.

Pay schedules, pay rates, overtime

How is overtime calculated for an employee with multiple pay rates?

Overtime is always calculated on the highest hourly rate regardless of how many rates are set up. You can override the overtime base rate by using the Paycheck Details icon on the Create Paychecks page. You can select which hourly rate to use for the overtime calculation on the popup window. The system uses the timesheet to calculate the amount of pay accordingly.

What if an employer wants to edit their pay periods?

Generally you should wait until the prior pay period has ended to edit your pay periods. If you edit a pay period and a portion of the new period overlaps with any dates from the prior period, you may have to turn off Time Tracking in order to issue the paychecks for the new pay period, then turn it back on once the paychecks have been completed. For information on how to turn Time Tracking off temporarily, see the section above for "How do I turn off Time Tracking?"

How can I add missing hours to a timesheet after payroll is complete?

You can create an additional paycheck to pay an employee for missing hours. We'll check the hours you already entered on the timesheet for the same time period and employee to see if any overtime pay is required.

To add some missing hours to an employee's timesheet:

  1. Select the Payday tab.
  2. Select the pay schedule for the employee with the timesheet you want to update.
  3. Select the pay period that has the timesheet with the missing hours.
  4. Select the timesheet icon next to the employee's name.
  5. Choose Add Shift.
  6. Enter the missing hours and then select OK.
  7. On the Create Paychecks page, choose Create Paychecks.

How does Time Tracking work for employees with more than one hourly pay rate?

The Time Tracking feature accommodates multiple hourly pay rates (up to 8). When employees record in and out times (available on both time clock and timesheets), they can choose the type of pay rate from a dropdown menu. (This is available only if you have set up multiple pay rates for the employee.)

Reports

How can I view timesheets?

Current pay periods: Employers must view the timesheet from the Payday tab, by clicking on the hours link.

Previous pay periods

  • Employers can view timesheets from the payroll summary report. Choose Reports > Payroll Summary.
  • The hours appear as a link. If the employer clicks the hours link, the employee's timesheet appears for that particular pay period.