To open the Payroll Reconciliation Summary page click the Home tab, select Maintenance from the Time & Attendance menu and then click the Payroll Reconciliation link under the Payroll heading. The Payroll Reconciliation page opens and displays the reconciliation status for each pay cycle that is configured for projected payroll and reconciliation. On this page, click the number that appears in the Incomplete column for a pay cycle. The Payroll Reconciliation Summary page opens. (You can also open this page from a link on the End of Period page or Prepare for Payroll page, if unreviewed reconciliation records exist.)

Note: The Payroll Reconciliation Summary page is only available if your company is configured to use both the Projected Payroll feature and the Reconciliation feature.

The Payroll Reconciliation Summary page displays information about the adjustments necessary to reconcile an employee's projected and actual hours for the past pay period. Each reconciliation adjustment has been automatically created by the Time & Attendance module and must be either accepted or rejected by a practitioner. Adjustments that are accepted are posted to the employee's timecard on the specified Adjustment Pay Date. Adjustments that are rejected are discarded.

The Payroll Reconciliation Summary page initially displays a summary of all of an employee's reconciliation adjustments for a pay period. You can change to a detail view if you need to view a breakdown of the adjustments for each day, if you want to associate a note with an adjustment, or if you want to accept and reject each adjustment separately.

The major items on both the Summary and Detail view of the Payroll Reconciliation page are described in the table below.

Employee name

Displays the name of the employee whose reconciliation adjustments are being viewed.

Employee selection tools

Allows you to navigate to other employees.

Review Status field

Indicates whether or not all of the employee's reconciliation adjustments have been reviewed by a practitioner. If one or more adjustments has not yet been either accepted or rejected, the status is Incomplete. If all adjustments have been accepted, the status is Accepted. If all adjustments have been reviewed and at least one has been rejected, the status is Has Rejections.

Payroll Export Date field

Displays the date of the projected payroll export that was used to generate payroll. The data in this export was compared to the actual data reported by employees to create the reconciliation adjustments. Typically, this export is created after the "Begin Projecting" date, but before the last day of the pay period. For more information, see Generating a Projected Payroll Export.

Pay Group field

Displays the employee's pay group.

Pay Cycle field

Displays the pay cycle ID and the pay period start and end dates for which reconciliation adjustments are being displayed.

Department field

 

Displays the employee's default Department (if any). Reconciliation adjustments are charged to this department.

Adjustment Pay Date field

Specifies the pay date for the employee's reconciliation adjustments. This is the date associated with the adjustments in the employee’s records. This field defaults to the last day of the current pay period, but you can change it to any other date in the current pay period. The employee receives any payments or deductions associated with the reconciliation adjustments on the date when he/she is normally paid for the pay period that contains this pay date.

Labor Charge Field (LCF)

Displays the employee's default labor charge field (if any). Reconciliation adjustments are charged to this field.

If the Summary link is selected in the menu on the left side of the page, the following elements are also displayed.

Earnings Code

Displays the name of each earnings code for which the employee has projected or actual hours. The adjustment totals are sorted and displayed by these earnings codes.

Projected Hours and Dollars

Displays the hours the employee was expected to work and the payroll amount the employee was expected to earn in each earnings code. The projected hours are the hours that were included in the payroll export that was used to generate the employee's paycheck.

Actual Hours and Dollars

Displays the actual hours the employee reported in an earnings code and the monetary amount he/she should have earned as a result.

Adjustment Hours and Dollars

Displays the hours and dollars adjustment required to reconcile the employee's payroll with his/her actual hours. For example, if an employee worked 4 hours less than expected in the Regular earnings code, the Adjustment Hours column displays -4.00.

Accept All button

Allows you to accept all of the reconciliation adjustments summarized on the page. If you click this button, each reconciliation adjustment will be posted on the employee's timecard as a non-editable payroll adjustment.

Reject All button

Allows you to reject all of the reconciliations adjustments summarized on the page.

If the Details link is selected in the menu on the left side of the page, a table displays the projected and actual hours, rate, and dollars for each day in the pay period. This view includes the following additional features that are not available from the summary page:

Accept and Reject columns

Allows you to accept some adjustments and reject others. To complete reconciliation, you must either select or reject the adjustments for each day. You can use the All button in the Accept or Reject column to accept or reject all adjustments for an employee. After you have made your selections, click the Submit button.

Note: You can only accept or reject adjustments by day, even if more than one earnings code or rate requires adjustment.

Notes column

Allows you to associate a note with an adjustment.

Rate column

Displays the projected and actual rate for the hours listed on each row.