Employee Hours & Payroll — Tracking Work Hours and Managing Pay

Overview

Peach Suite Pro provides an integrated Hours & Payroll system to help businesses track employee work activity, calculate earnings, manage deductions, and maintain payroll records.

The system supports hourly, daily, event-based, and mixed hourly-plus-event compensation.

Important: Peach Suite Pro provides internal payroll calculations and recordkeeping. It does not process employee payments, transfer funds, submit payroll taxes, or transmit information to the IRS.

1. Configure Employee Pay Settings

Before recording work activity, configure the employee's payroll information.

1. Open the Employees section.
2. Select the employee you wish to configure.
3. Open the employee's payroll or pay settings.
4. Enter the applicable compensation information:
   • Hourly Pay Rate
   • Daily Pay Rate
   • Event Pay Rate
   • Overtime Rate Settings
   • Default Pay Period
   • FICA Withholding Percentage
   • Custom Deduction 1 — Name and Amount
   • Custom Deduction 2 — Name and Amount
5. Save the employee's settings.

Employees can have different pay methods and compensation rates.

Pay rates can also have effective dates to help maintain accurate historical calculations.

2. Record Employee Work Hours

To record an employee's work activity:

1. Open Employees → Hours & Payroll.
2. Select the employee.
3. Choose Add Work Entry.
4. Enter the work date.
5. Select the appropriate work type.
6. Enter the number of hours, days, or events.
7. Review the calculated earnings.
8. Save the work entry.

Supported Work Types

Hourly Pay: Records hours worked using the employee's applicable hourly rate.

Daily Pay: Records work performed using the employee's daily rate.

Event Pay: Records compensation for an assigned event or job.

Mixed Hourly + Event Pay: Allows hourly work and event compensation to be recorded for the same day.

3. Calculate Hours Using Time On and Time Off

For hourly work, Peach Suite Pro includes a time calculator.

1. Enter the employee's starting time.
2. Enter the ending time.
3. Enter any unpaid break duration.
4. Review the calculated hours.
5. Apply the result to the work entry.

The calculator can accommodate overnight shifts.

Note: Calculated time is applied to regular hours. Overtime must be recorded and reviewed separately according to your business's payroll procedures and applicable laws.

4. Manage Pay Periods

Pay periods organize employee earnings into defined payroll cycles.

Supported schedules include:

• Weekly
• Biweekly
• Semimonthly
• Monthly

To prepare payroll:

1. Open Hours & Payroll.
2. Select an employee and the applicable pay period.
3. Review the work entries assigned to that period.
4. Create a Draft Pay Period.
5. Review the calculated gross earnings, deductions, and estimated net pay.
6. Approve the pay period when the information is correct.
7. After the employee has actually been paid outside Peach Suite Pro, mark the period Paid.

Payroll Statuses

Draft: Payroll is being prepared and reviewed.

Approved: Payroll calculations and records have been approved.

Paid: A user has recorded that payment was completed outside Peach Suite Pro.

A draft can be cancelled with a required reason, while retaining an audit record.

Approved and Paid payroll records preserve historical payroll information and are not directly edited.

5. Understand Earnings and Deductions

Peach Suite Pro calculates estimated employee pay using recorded work entries and configured deductions.

Gross Pay: The total calculated employee earnings before deductions.

FICA Withholding: Calculated using the percentage entered in the employee's settings.

Custom Deductions: Allow up to two additional named deduction amounts.

Total Deductions: The combined configured withholding and deduction amounts.

Estimated Net Pay is calculated as:

Estimated Net Pay = Gross Pay − Total Deductions

Important: These calculations are based on business-entered settings. Peach Suite Pro does not automatically determine every applicable federal, state, or local tax withholding requirement. Confirm payroll calculations and compliance requirements with a qualified payroll or tax professional.

6. Review Payroll History

Payroll history helps businesses review previous pay periods and recorded payments.

Historical records preserve payroll details as they existed when the pay period was processed, including applicable pay rates, earnings, deductions, and payment status.

If a discrepancy is identified, review the original work entries and payroll records before making a correction.

7. Prevent Duplicate Entries

Peach Suite Pro includes safeguards to help reduce accidental duplicate work entries and payroll processing.

When recording work, review any warnings about existing entries for the same employee and date.

A warning does not necessarily mean the entry is invalid. For example, an employee may legitimately receive hourly compensation and event compensation on the same day.

Review the information before saving.

Troubleshooting

My employee's pay rate is incorrect.

Review the employee's payroll settings and the effective date of the applicable rate.

The calculated hours are incorrect.

Verify the starting time, ending time, and unpaid break duration.

An event payment is missing.

Confirm that the appropriate event work entry was recorded.

The net pay amount is unexpected.

Review gross earnings, the configured FICA percentage, and both custom deductions.

I cannot access Hours & Payroll.

Verify that your Peach Suite Pro subscription includes operational Hours & Payroll and that your account has the required access permissions.

Important Reminder

Peach Suite Pro is a payroll tracking and recordkeeping system, not a payroll processor. Businesses remain responsible for payroll compliance, payment distribution, tax filings, and remittances.