If your company changes its pay schedule and decides to stop projecting payroll, you can disable projected payroll at the pay-cycle level. The procedure for disabling projected payroll is slightly different depending on whether or not you want to reconcile the last pay period before disabling projection.

Note: When disabling projection, it is important to follow these instructions to ensure that no "orphaned" reconciliation records are created. Outstanding reconciliations will cause your next End of Period to fail.

Completing Reconciliations and Then Disabling Projected Payroll for a Pay Cycle

Use this method if you want to make the reconciliation adjustments necessary to ensure that your employees are paid for the actual time they worked during the last projected pay period.

1. Review and accept or reject all outstanding reconciliation records for the pay cycle.

   1. From the Time & Attendance menu, select Maintenance.

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

   2. Under the Payroll heading on the Maintenance page, click the Payroll Reconciliation link.

   3. On the Payroll Reconciliation page, click the number in the Incomplete column for the pay cycle for which you want to disable projected payroll. The Payroll Reconciliation Summary page opens and displays a summary of the unreviewed reconciliation adjustments for an employee.

      Note: If the number in the Incomplete column is zero (0), there are no reconciliation records to accept or reject. Skip this and the next two steps below and return to the main procedure.

   4. Accept or reject each reconciliation adjustment.

      • To accept all of the reconciliation adjustments for an employee, click the Accept All button on the Payroll Reconciliation Summary page. This has the effect of adjusting the employee's payroll so that he/she is paid for the exact hours he/she recorded during the last projected pay cycle. After you click the Accept All button, the Payroll Reconciliation page refreshes and displays the unreviewed reconciliation adjustments for the next employee.

      • To reject all of the reconciliation adjustments for an employee, click the Reject All button on the Payroll Reconciliation Summary page. Clicking this button cancels the adjustments and results in the employee being paid according to the projected hours that were exported with projected payroll. No payroll adjustments are made. After you click the Reject All button, the Payroll Reconciliation page refreshes and displays the unreviewed reconciliation adjustments for the next employee.

      • To view more details about an employee's reconciliation adjustments and be able to accept and reject individual adjustments, click the Details link in the menu on the left side of the page. On the Details page, click in the Accept or Reject column for each row to accept or reject each transaction. To accept all of the adjustments, click the All button in the header of the Accept column. To reject all of the adjustments, click the All button in the header of the Reject column. After you have reviewed and marked each adjustment, click the Submit button. The Payroll Reconciliation page refreshes and displays the unreviewed reconciliation adjustments for the next employee.

   5. After you have reviewed all of the reconciliation adjustments, click the Administration tab and then the Payroll Reconciliation link to verify that no outstanding reconciliation records exist. If the number in the Incomplete column for the pay cycle is not zero (0), click the number and repeat step 4. If the number is zero, proceed to the next step in the main procedure.

2. On the Projected Pay Cycles page, turn off projected payroll for the pay cycle.

   1. From the Time & Attendance menu, select Setup.

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

   2. Under the Dates heading on the Setup page, click the Projected Pay Cycles link.

   3. In the row for the pay cycle for which you want to disable projected payroll, de-select the check box in the Project Payroll column, read the dialog box warning, and then click OK.

   4. Click the Submit button. The Projected Pay Cycles page refreshes and displays "Not Projected" in the Begin Projecting column for the pay cycle you just modified.

3. Create a new Payroll Export Template that does not include projected payroll data.

   1. From the Time & Attendance menu, select Maintenance.

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

   2. Under the Payroll heading on the Maintenance page, click the Exports link.

   3. On the Exports page, click the Export Templates menu item on the left side of the page.

   4. On the right side of the page, click the New Template button.

   5. From the Export Type drop-down menu on the New Export Template page, select Payroll.

   6. From the Export Format drop-down menu, select the format appropriate for your payroll processing system. The available formats are determined by the payroll processing systems that your ADP Implementation Specialist configured for your company.

   7. Click the Next button.

   8. In the Template ID field, enter an ID that will help you easily identify the template. The template ID can be a maximum of 25 characters and can be any combination of numbers, uppercase letters, and lowercase letters.

   9. In the Description field, enter a short phrase that identifies the export. You must enter a description for each culture supported by your company. ADP recommends including the name of the pay cycle being exported. Since this was previously a projected pay cycle, you may also want to clearly indicate that this export does not contain projected hours (for example, Biweekly Pay Cycle NOT Projected). Since this template will be used multiple times, do not include a date or date range in the description.

   10. In the E-mail Notification Address field, enter an e-mail address to which a notification should be sent when an export created with this template is complete. The e-mail notification includes the number of records exported, the number of records skipped due to errors, and an export confirmation number.

   11. If you want to limit the export to records that have been approved by particular users, select the appropriate check boxes in the Only Export Records with These Approvals section.

       Note: These options limit which payroll records are exported to your payroll system. If you check any of these boxes, employees may not get paid for hours that have been recorded but not approved.

   12. Select a pay cycle from the Pay Cycle drop-down menu.

   13. If you selected ASCII Delimited or ASCII Fixed as the export format, enter a character in the Delimiter field. A delimiter is used to separate fields in the export file.

       Note: A comma is entered in the Delimiter field by default. ADP recommends that you use a comma as the delimiter.

   14. If you selected ADP Pay eXpert, ADP Horizon, or ADP PCPR as the export format and you want to list employee data by department in the exported file, select the Summarize by Department check box.

       Notes:
       If you select the Summarize by Department check box, you can also select the following two check boxes.
       
       Include and Summarize Rate - Includes rates in the export for employees who have worked for more than one department.
       
       Summarize by Department and Job - Lists employee records in the export by both department and job.

   15. In the Batch Number field, enter the batch number for the export. If you are exporting data to an ADP product, 90 is automatically entered in the field. If you are exporting data to a non-ADP product, enter the batch number manually (if desired). This is an optional field.

   16. If you are creating an export for ADP Pay eXpert or ADP PCPR and you want to include employees' time punch records on their pay stubs, select the Export Time Punch Detail check box.

   17. Click the Submit button. The template is saved and can be used to quickly generate projected payroll exports for each pay period.

4. Perform End of Period Operations

   Note: During End of Period, run a new export using the new export template that does not include projected payroll data.

Rejecting All Reconciliations and Then Disabling Projected Payroll for a Pay Cycle

Use this method if you do not want to make reconciliation adjustments to the last pay period. If you choose this method, employees are paid for their scheduled hours (rather than their actual hours) for the days that were projected in the last pay period.

1. Reject all outstanding reconciliation records for the pay cycle.

   1. From the Time & Attendance menu, select Maintenance.

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

   2. Under the Payroll heading on the Maintenance page, click the Payroll Reconciliation link.

   3. On the Payroll Reconciliation page, click the number in the Incomplete column for the pay cycle for which you want to disable projected payroll. The Payroll Reconciliation Summary page opens and displays a summary of the unreviewed reconciliation adjustments for an employee.

      Note: If the number in the Incomplete column is zero (0), there are no reconciliation records to accept or reject. Skip this and the next two steps below and return to the main procedure.

   4. For each employee, click the Reject All button on the Payroll Reconciliation Summary page. Clicking this button cancels the adjustments and results in the employee being paid according to the projected hours that were exported with projected payroll. No payroll adjustments are made. After you click the Reject All button, the Payroll Reconciliation page refreshes and displays the unreviewed reconciliation adjustments for the next employee. Repeat this step until all employee adjustments have been rejected.

   5. After you have rejected all of the reconciliation adjustments, click the Administration tab and then the Payroll Reconciliation link to verify that no outstanding reconciliation records exist. If the number in the Incomplete column for the pay cycle is not zero (0), click the number and repeat step 4. If the number is zero, proceed to the next step in the main procedure.

2. On the Projected Pay Cycles page, turn off projected payroll for the pay cycle.

   1. From the Time & Attendance menu, select Setup.

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

   2. Under the Dates heading on the Setup page, click the Projected Pay Cycles link.

   3. In the row for the pay cycle for which you want to disable projected payroll, de-select the check box in the Project Payroll column, read the dialog box warning, and then click OK.

   4. Click the Submit button. The Projected Pay Cycles page refreshes and displays "Not Projected" in the Begin Projecting column for the pay cycle you just modified.

3. Create a new Payroll Export Template that does not include projected payroll data.

   1. From the Time & Attendance menu, select Maintenance.

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

   2. Under the Payroll heading on the Maintenance page, click the Exports link.

   3. On the Exports page, click the Export Templates menu item on the left side of the page.

   4. On the right side of the page, click the New Template button.

   5. From the Export Type drop-down menu on the New Export Template page, select Payroll.

   6. From the Export Format drop-down menu, select the format appropriate for your payroll processing system. The available formats are determined by the payroll processing systems that your ADP Implementation Specialist configured for your company.

   7. Click the Next button.

   8. In the Template ID field, enter an ID that will help you easily identify the template. The template ID can be a maximum of 25 characters and can be any combination of numbers, uppercase letters, and lowercase letters.

   9. In the Description field, enter a short phrase that identifies the export. You must enter a description for each culture supported by your company. ADP recommends including the name of the pay cycle being exported. Since this was previously a projected pay cycle, you may also want to clearly indicate that this export does not contain projected hours (for example, Biweekly Pay Cycle NOT Projected). Since this template will be used multiple times, do not include a date or date range in the description.

   10. In the E-mail Notification Address field, enter an e-mail address to which a notification should be sent when an export created with this template is complete. The e-mail notification includes the number of records exported, the number of records skipped due to errors, and an export confirmation number.

   11. If you want to limit the export to records that have been approved by particular users, select the appropriate check boxes in the Only Export Records with These Approvals section.

       Note: These options limit which payroll records are exported to your payroll system. If you check any of these boxes, employees may not get paid for hours that have been recorded but have not been approved.

   12. Select a pay cycle from the Pay Cycle drop-down menu.

   13. If you selected ASCII Delimited or ASCII Fixed as the export format, enter a character in the Delimiter field. A delimiter is used to separate fields in the export file.

       Note: A comma is entered in the Delimiter field by default. ADP recommends that you use a comma as the delimiter.

   14. If you selected ADP Pay eXpert, ADP Horizon, or ADP PCPR as the export format and you want to list employee data by department in the exported file, select the Summarize by Department check box.

       Notes:
       If you select the Summarize by Department check box, you can also select the following two check boxes.
       
       Include and Summarize Rate - Includes rates in the export for employees who have worked for more than one department.
       
       Summarize by Department and Job - Lists employee records in the export by both department and job.

   15. In the Batch Number field, enter the batch number for the export. If you are exporting data to an ADP product, 90 is automatically entered in the field. If you are exporting data to a non-ADP product, enter the batch number manually (if desired). This is an optional field.

   16. If you are creating an export for ADP Pay eXpert or ADP PCPR and you want to include employees' time punch records on their pay stubs, select the Export Time Punch Detail check box.

   17. Click the Submit button. The template is saved and can be used to quickly generate projected payroll exports for each pay period.

4. Perform End of Period Operations.

   Note: During End of Period, run a new export using the new export template that does not include projected payroll data.