It is important to keep pay cycles up to date. If a pay cycle is not rolled before the end date of the next pay period arrives, employees will not be able to record their time and certain Time & Attendance module operations will be disabled. To help you remember to perform End of Period Operations and roll pay cycles in a timely manner, you can enable and configure pay cycle notifications. When the threshold conditions defined for these notifications are met, warning and/or error messages are displayed on the End of Period page and in the Practitioner Notifications section of the Practitioner Home page. You can also configure the system to e-mail these warnings to selected individuals.

Two types of pay cycle notifications are generated by the Time & Attendance module.

• Warning notifications — Generated when the end date of the next pay period falls within a certain number of days of the current date. The threshold number of days is defined on the Pay Cycle Notification Options page and can be different for each pay period. These messages remind practitioners to run the End of Period Operations before the next pay period date. The warning notifications that appear in the Practitioner Notifications section of the Practitioner Home page indicate how many working days remain until the next pay period end date.

• ERROR notifications — Generated when the end date of the next pay period has passed. These messages indicate that employee time can no longer be entered for dates after the next period end date and that various Time & Attendance module processes have been disabled. The ERROR notifications that appear in the Practitioner Notifications section of the Practitioner Home page page indicate how many working days have passed since the next pay period end date.

To configure pay cycle notifications:

1.      From the Time & Attendance menu, select the End of Period link.

Note: If the Maintenance option is not visible, make sure that you have selected Practitioner in the Role Selector.

Note: If the Prepare for Payroll link is not displayed under the, your company is configured to use a slightly different process. See Using the End of Period Link.

2.      In the Notification Options column of the Prepare for Payroll page, click the Disabled or Enabled link for the pay cycle for which you want to configure pay cycle notification options. The Pay Cycle Notification Options page opens.

3.      If you want pay cycle notifications to be generated, select the Notifications Enabled check box. If this check box is selected, notifications will appear on the Prepare for Payroll page and in the Practitioner Notifications section of the Practitioner Home page whenever the pay cycle is out of date.

Tip: If this check box is selected and you do not want notifications to be generated, remove the check from the box and then click the Submit button. You do not need to perform the rest of the steps in this procedure.

4.      In the E-mail Addresses of Notification Recipients field, enter the complete e-mail address to which pay cycle notifications should be sent, select the recipient's preferred culture from the drop-down menu, and then click the Add button. The page refreshes with the e-mail address added to the list of e-mail recipients. Repeat this step as necessary to add other e-mail recipients.

Note: Entering an e-mail address is optional, even if you are enabling pay cycle notifications. If you do not enter an e-mail address, notifications will still be displayed in the Practitioner Notifications section of the Practitioner Home page and on the End of Period page if the Notifications Enabled check box is selected.

5.      If you need to remove an e-mail recipient, click the recipient's e-mail address and then click the Delete button. The e-mail address is removed from the list of recipients.

6.      If you want to change the threshold at which Warning messages are generated, enter in the Start Notifications text box the number of work days prior to the next pay period end date you want Warning messages to begin.

Note: This setting only affects when Warning notifications are generated for the pay cycle. The threshold for ERROR messages is always the next pay period end date. The value entered in this text box represents work days, not total days.

7.      Click the Submit button.