Preparing for a Projected Payroll Export (End of Period Steps 1-5) |
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On or after the "Begin Projecting" date defined for your projected pay cycle, you can run a projected payroll export that you then import into your payroll processing program to generate employee payroll. To reduce the chance of export errors and to minimize the number of reconciliation adjustments that need to be made after the pay period closes, perform the first several steps of the End of Period process before generating your projected payroll export.
Each step in the End of Period process checks the pay period data for specific types of errors or exceptions. Any issues that need attention are listed on the End of Period pages along with links, buttons, and/or instructions to help you resolve the issues. Due to the ample on-screen instructions provided on the End of Period pages, only brief descriptions of each step are given below. If you need more details about a step, click the step to see expanded information.
Notes:
The procedures described below should be performed on or after payroll
projection has started for a given pay cycle. If you are unsure what the
scheduled projection start date is, check
the Projected Pay Cycle Calendar.
Although the procedures for preparing your pay cycle for a projected payroll
export are based on the End of Period steps, there are some key differences.
For example, do not attempt to resolve Employees without Timecard Approval
exceptions, since employees will continue to record time for the rest
of the pay period and any timecard approvals they record will be cleared
by their future edits. Also, note that only exceptions related to timecard
records for days that are not being projected (that is, for days before
the "Begin Projecting" date) need to be resolved at this point
in the projected payroll cycle. If you are waiting for action by a manager to resolve an exception
on a projected day, you can continue to process your projected payroll.
The projected payroll export uses only projected hours for the "Begin
Projecting" date and every day in the pay period after that, even
if time pairs (and exceptions) exist on those days.
When projecting payroll, do not lock the pay period or proceed past End
of Period Step 5 until the pay period has expired and you are ready to
close the pay period. For instructions on that later phase of the projecting
payroll process, see Closing
a Projected Pay Cycle Pay Period.
To perform End of Period checks in preparation for running a projected payroll export:
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.
From the list of pay cycles on the End of Period page, click the Step-By-Step link for the pay cycle for which you are preparing projected payroll. The End of Period Operations page opens with Step 1: Check Pending Events displayed.
Notes:
Do not use the Automatically
link to run the End of Period steps in this procedure. Using this
link may cause the process to run past Step 5, which will cause the
pay cycle to be locked. You want the pay cycle to remain unlocked
until the pay period has closed so that your employees can continue
to enter their time and attendance data. If you accidentally lock
the pay cycle, simply click the Unlock
Pay Cycle button. When you complete Step 5, you will leave
the End of Period interface and create a projected payroll export
from the Export section of the application.
The End of Period Operations page contains a series of steps that must
be performed in order. If a step does not apply to your company's
Time & Attendance module
configuration, it is marked as "Option Not Available" and
is skipped. You must proceed through the steps in order, although
you can return to a previously completed step.
Note: At this point in the projected payroll cycle, do not resolve any Employees with Unapproved Timecard exceptions.
Note: All time pair exceptions must be resolved before you can move to the next step. After you have entered solutions and/or edited time pairs to resolve all time-pair-related exceptions, click 3. Check Time Pair Exceptions in the menu on the left side of the page to restart the step and verify that all exceptions have been resolved. If no exceptions are found, click the Next Step button.
Note: This step is only available if your company has configured the Time & Attendance module to track attendance exceptions. If your company does not use attendance tracking, this step is not available. After you click the Next Step button on the Step 3 page, the Step 5: Check Payroll Reconciliation page is displayed instead.
Notes:
Do NOT click the Next Step
button when you have completed Step 5.
If you are processing your first projected payroll for a pay cycle,
there will not yet be any reconciliation records. Reconciliation records
are based on the previous pay period's projected payroll.
You have now fixed all exceptions in the pay period to date and you are ready to run your projected payroll export. You will run this export outside of the normal End of Period Operations so that you do not have to lock the pay cycle. (The pay cycle must remain open, since employees need to be able to continue recording their time until the end of the pay period.)