How to Correct Payroll Hours Incorrectly Charged to a Job

This QuickBooks payroll tip discusses how to correct payroll hours incorrectly charged to a job after paychecks have been created and cashed.

QuickBooks payroll tipsAccurately job costing payroll hours and wages is critical for many business types, not just contractors.  The information that is entered in QuickBooks Weekly Timesheets and paychecks is only as good as the information that is received from those who are responsible for providing the payroll clerk with the original employee hours spend on various jobs.  However, we are all human and, therefore, make mistakes, some mistakes can be corrected more easily than others.

A common mistake that can occur is the reporting of employee payroll hours on one job – –  when those hours really should have been reported on another job; for example it was originally reported that employee John Doe worked 20 hours on Job A – in reality those 20 hours were spent on Job B.  Quite often this error is reported to the payroll clerk after paychecks have already been processed and the checks have been cashed.

Quite often this situation puts the payroll clerk in a quandary about how to correct payroll hours incorrectly charged to a job.

When the error just involves changing a job {moving the hours from Job A to Job B} and does not involve also having to change a rate of pay; the easiest way to correct payroll hours incorrectly charged to a job is to edit both the timesheet and paycheck detail for the employee and change the job there.

When you edit both the timesheet and the paycheck detail, change the job, and then save your changes, QuickBooks will throw out some warning messages – don’t worry, for once it is ok to ignore these messages.  Usually it’s not a good idea to ignore warning messages.

Another situation in which this type of correction can occur is when payroll is being processed, using time data entered in the Weekly Timesheet, and the payroll clerk is verifying the hours entered in QuickBooks against the timecards from the field, she discovers that the timesheet referenced Job A and it should have been Job B.  The initial reaction is to just go ahead and make the change in the paycheck detail and call it good.  However, what many people do not realize is that when you make a change in the paycheck, while processing payroll, the original timesheet entry is not updated to reflect this updated information – you must also go back and correct the job assignment in the timesheet.

Recap: If it’s just a change in job and not a change in hourly rate/wages; edit both the timesheet and the paycheck detail and make the change.  That is the easiest thing to do to correct payroll hours incorrectly charged to a job when it doesn’t have an impact on wages.