What is timesheet-to-payroll automation for staffing firms?+
Timesheet-to-payroll automation is the core of staffing payroll software. It replaces the manual steps between an approved timesheet and a submitted payroll file: downloading timesheets from VMS and MSP portals, consolidating them, matching workers to payroll file numbers, validating hours and pay rates, applying adjustments and reconciling the final file. For staffing firms paying hundreds or thousands of W2 employees every week across many client portals, it turns multi-day spreadsheet work into a review of exceptions.
How does payroll reconciliation work in staffing?+
Payroll reconciliation compares the hours and pay rates on approved timesheets with the payroll register before paychecks are issued. einTime reconciles at two points: the payroll audit compares source timesheets with the final payroll file line by line, and the final step compares that file with the output of the payroll provider, such as ADP, Paychex or UKG. Any hours discrepancy is highlighted before processing, and a named approver signs off.
Which payroll validations run before the payroll file is generated?+
More than 40, including FLSA compliance and state overtime rules, overtime and double-time calculations, pay rates, hire and termination dates, bank details, missing timesheets, work state and state tax ID, pay period, benefit deductions such as 401(k) and health plans, shift differential and unmatched employees. Critical errors block the file, warnings queue for specialist review, and each rule can be enabled or disabled per pay run.
How are payroll adjustments and off-cycle payments handled?+
Sick time, PTO, retro pay, same-day terminations and late timesheets arrive from the HRMS as tickets in the Payroll Exceptions Queue. Each ticket is routed by pay date — regular adjustments join the current run and off-cycle adjustments group into their own run — so corrections are never re-keyed into the payroll system. A specialist includes, modifies or defers each ticket, and every decision is time-stamped.
How is overtime compliance checked for staffing payroll?+
Every employee line is checked against federal FLSA overtime rules and state-specific overtime rules before the payroll file is generated, including double-time where state law requires it. Unusual overtime is also caught in the payroll audit, which compares each employee's current hours and pay with their trailing four-cycle average.
How does einTime prevent payroll errors and overpayments?+
Most payroll errors in staffing come from wrong pay rates, missed overtime, duplicate or missing timesheets and terminated employees still on the file. einTime catches them before the payroll file is generated: 40+ payroll validations run on every employee line, critical errors block the run, and the mandatory payroll audit compares each employee's hours and pay with the trailing four-cycle average, so overpayments and underpayments are flagged before pay day.
Does einTime replace our payroll provider?+
No. einTime prepares, validates and reconciles the payroll file; the payroll provider still calculates taxes, pays employees and files returns. Files are generated in the provider's upload template for ADP, Paychex, UKG, Dayforce, Workday or Paylocity and delivered by encrypted email or SFTP, or through a direct connection to Paychex Flex.
Do we need to share payroll data to see a demo?+
No. The 30-minute demo walks through a full pay cycle on sample data, configured around the VMS portals, pay rules and payroll provider in use at your firm. No system access or live payroll data is required.
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