From the Time & Attendance menu, select End of Period.
Note: If the End of Period 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 Automatically link for the pay cycle you are preparing to move. The Time & Attendance module begins running steps 1 through 6 of the End of Period steps automatically. The application continues progressing through each step unless an error is found.
If errors are found, follow the on-screen instructions to correct each error. For additional information about each step, use the following links:
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Step 1 checks for the presence of unfinished or pending events, such as deferred timecards that have not yet been processed. If any pending events are identified, you must take action or wait for them to be completed.
If any timecards are found that have not been processed, click the provided link to submit the timecards for immediate processing.
If an on-screen message indicates that system events are in progress, follow the instructions given in the message. In most cases, the message recommends waiting a few minutes for the events to be completed.
To refresh the page and recheck for pending events, click 1. Check Pending Events in the menu on the left side of the page.
If/when the Check Pending Events page indicates that "All timecards have been submitted for processing" and no pending events are listed, click the Run Automatically button to restart the automatic process.
Step 2: Check Payroll-Related Exceptions
Step 2 checks for any payroll-related exceptions. The most common payroll-related exceptions are: Payroll Approval Required, Exceeds Accrual Hours Available, and Employees with Unapproved Timecard. If any payroll-related exceptions are found, click the link indicating the exception type and number of exceptions. Details about the exceptions will be displayed in the right pane, from which you can usually address the exceptions. When you have cleared all of the payroll-related exceptions in one category, click the Restart Check Payroll-Related Exceptions link to recheck the pay period, and then click the link for any other category of exceptions that may be found. When you have resolved all of the payroll-related exceptions that must be cleared before the pay period can be moved, click the Run Automatically button. Exceptions for Employees with Unapproved Timecards do not have to be resolved.
Instructions for resolving the most common exceptions are given below.
Note: The available solutions for each exception depend on the severity level assigned to each exception type by your company. The severity level can determine whether an exception can be cleared simply by noting it, or whether the timecard has to be edited to remove the condition that caused the exception. The severity level assigned to an exception also controls whether or not a pay period can be closed if the exception is not resolved.
Payroll Approval Required exceptions
If Payroll Approval Required exceptions exist, click the Payroll Approval Required link to view a table of the records requiring approval. From this table:
To view complete time pair detail information, including distribution and exception information, click the status icon next to a record. When you are finished viewing the detail information, click the Close button to return to the End of Period interface.
To clear the Payroll Approval Required exceptions by approving the timecard records listed in the Payroll Approval Required table, select the check box in the header row of the Solution: Approve column, and then click the Submit button. (You can also select individual check boxes if you do not want to approve every record.)
To resolve a Payroll Approval Required exception by editing a time pair, click the date in the Pay Date column of the Payroll Approval Required table. This opens the Timecard Manager, from which you can edit the time pair. When you are finished editing the time pair, click the Save & Calculate button. After the page refreshes, click the End of Period Operations link in the Back to: area at the bottom of the page.
After you have addressed each Payroll Approval Required exception, click the Restart Check Payroll-Related Exceptions link near the bottom of the End of Period page to recheck for payroll-related exceptions.
Exceeds Accrual Hours Available exceptions
An exception of this type indicates that an employee has exceeded a negative threshold determined by your company for a certain accrual. For example, an employee may have taken a vacation day that brings his accrued vacation balance to -8.0 hours, but your company only allows 4 hours of negative vacation balance.
If any exceptions of this type exist, click the Exceeds accrual hours available link to view a table of the records with this exception. From this table:
To view complete time pair detail information, including distribution and exception information, click the status icon next to a time pair. When you are finished viewing the detail information, click the Close button to return to the End of Period interface.
To clear the exceptions by noting them, select the check box in the header row of the Solution: Note column, and then click the Submit button. (You can also select individual check boxes if you do not want to note every record.)
To resolve an exception by editing a time pair, click the date in the Pay Date column of the Exceeds Accrual Hours Available table. This opens the Timecard Manager, from which you can edit the time pair. When you are finished editing the time pair, click the Save & Calculate button. After the page refreshes, click the End of Period Operations link in the Back to: area at the bottom of the page.
After you have addressed each exception, click the Restart Check Payroll-Related Exceptions link near the bottom of the End of Period page to recheck for payroll-related exceptions.
Employees with Unapproved Timecard exceptions
If your company allows employees to approve their timecards, Time & Attendance generates an exception for each employee who has not yet approved his/her timecard. You cannot resolve these exceptions, since they require employees to verify their own timecard data. You can only e-mail a reminder to the employees and/or their supervisors:
To send e-mail notifications to all employees who have not approved their timecards and to those employees' supervisors, select All supervisors and all employees on all pages from the drop-down box at the bottom of the page, and then click the E-mail button.
To send e-mail notifications only to the employees who have not approved their timecards, select All employees on all pages from the drop-down box at the bottom of the page, and then click the E-mail button.
To send e-mail notifications only to the supervisors of employees who have not approved their timecards, select All supervisors on all pages from the drop-down box at the bottom of the page, and then click the E-mail button.
To send e-mail notifications to only some of the listed employees and supervisors, select the check box in the supervisor E-mail column or the employee E-mail column for each supervisor or employee you want to notify. If the list of employees and supervisors spans more than one page, use the Next> and <Previous links to view the other pages and make your selections. After you have selected all of the supervisors and employees you want to e-mail, choose Selected recipients only from the drop-down box at the bottom of the page, and then click the E-mail button.
Note: The
icon
indicates that no e-mail address has been defined
for the supervisor or employee.
When you have resolved all of the payroll-related exceptions that must be cleared before the pay period can be closed, click the Run Automatically button.
Step 3: Check Time Pair Exceptions
Step 3 checks for any time-pair-related exceptions, such as Manager Approval Required, Missing In/Out Punch, Clocked In/Out Early/Late, and other timecard exceptions. This step also identifies any supplemental earnings exceptions, such as Supplemental Earnings Supervisor Approval Required. If any of these exceptions are found, they are listed in an Employees with Exceptions in Current Pay Period table. As a practitioner, you have two basic ways to address these exceptions:
E-mail managers - If you do not need to complete your end of period operations immediately, you can e-mail the managers of the employees with exceptions, and then wait for the relevant managers to resolve the exceptions.
To e-mail only selected managers, select the check box in the E-mail column for each manager you want to notify. If the list of exceptions spans more than one page, use the Next> and <Previous links to view the other pages and select all of the managers you want to e-mail. After you have selected all of the managers you want to e-mail, choose Selected recipients only from the drop-down box at the bottom of the page, and then click the E-mail button.
To e-mail all managers of employees who have exceptions, select All managers on all pages from the drop-down menu at the bottom of the page, and then click the E-mail button.
Note: The
icon
indicates that no e-mail address has been defined
for a manager.
Resolve exceptions yourself - If you cannot wait for managers to resolve the exceptions, you can resolve them yourself. To do this, click the
button in the Edit Time Pair column for an employee listed
in the Employees with Exceptions in Current Pay Period
table. The employee's timecard is displayed. Time pairs
with exceptions are indicated with a 
(Warning) or 
(Error) icon, and a
description of each exception is given underneath the
time pair. Many time pair exceptions have common solutions
that can be easily applied by making a selection from
a drop-down menu. Other types of exceptions can only be
resolved by editing the associated time pair.For each exception with a drop-down Solution box, click the
and select an appropriate
solution. For example, to resolve a Manager Approval
Required exception, select Approve.
To resolve a Missing Out Punch exception, select Use Schedule. To
resolve a Clocked Out Late exception, select either
Note (to allow
the late out punch) or Use
Schedule (to replace it with the employee's
scheduled out time). After you have selected solutions
for each exception, click the Submit
button. The employee's timecard refreshes. If other
exceptions still exist that do not have a Solution
drop-down box, or if you do not want to use one of
the available solutions for some exceptions, you must
edit individual time pairs to resolve the remaining
exceptions (see below).For exceptions that are marked No Solution, or that you want to edit manually, click the time pair in the Time column to open the time pair in the Timecard Manager. Edit the time pair as necessary and then click the Save & Calculate button. After the page refreshes, click the End of Period Operations link in the Back to: area at the bottom of the page. Repeat this procedure for each time pair with an exception. When you have finished correcting exceptions for an employee, click the Submit button on the employee's timecard (on the End of Period Operations page) to reprocess the timecard.
If Supplemental Earnings exceptions exist, click the
button in the Edit
Supplemental Earnings column to open the Supplemental
Earnings page. Edit the supplemental earnings record
as necessary, select the Manager
or Loan Approval check boxes (if available) for each
transaction, and then click the Submit
button. After the page refreshes, click the End of Period Operations
link in the Back
to: area at the bottom of the page.
Step 4: Check Attendance Exceptions
If your company uses the Time & Attendance module's attendance tracking features, Step 4 displays the number of employees with pending Attendance events, runs the attendance processor, and then lists any employees who require attendance corrective actions. Depending on your company's end of period settings, any required attendance corrective actions may need to be completed before you can proceed to the next step. You can either e-mail managers to notify them to perform the necessary corrective actions, or you can record the actions yourself.
E-mail supervisors - If you do not need to complete your end of period operations immediately, you can e-mail the managers who have employees requiring attendance corrective actions, and then wait for the relevant managers to perform and record the attendance corrective actions.
To e-mail only selected supervisors, select the check box in the E-mail column for each supervisor you want to notify. If the list of employees requiring attendance corrective actions spans more than one page, use the Next> and <Previous links to view the other pages and select all of the managers you want to e-mail. After you have selected all of the managers you want to e-mail, choose Selected recipients only from the drop-down box at the bottom of the page, and then click the E-mail button.
To e-mail all managers of employees requiring corrective actions, select All managers on all pages from the drop-down box at the bottom of the page, and then click the E-mail button.
Note: The
icon
indicates that no e-mail address has been defined
for a manager.
Record corrective actions yourself - If you cannot wait for managers to perform and record the required corrective actions, you can do them yourself:
In the Attendance Corrective Action table shown in the right pane of the End of Period Operations page, click the link in the Event Date column for an employee requiring an attendance corrective action. An Attendance Infraction Requiring Corrective Action page opens and displays the necessary corrective action.
To view more information about the circumstances leading up to the infraction, click the Information link in the upper right corner and the Details link near the bottom right corner.
To record the corrective action using its default values, click the Submit button. The Attendance Corrective Action table opens again in the right pane of the End of Period page and shows any other employees requiring attendance corrective actions.
If other employees require attendance corrective actions, repeat steps 1-3.
When no employees are listed in the Attendance Corrective Action table, click the Restart Check Attendance Exceptions link to check again for attendance exceptions. If none are found, click the Run Automatically button to restart the automatic End of Period process.
Note: Corrective actions are events, such as verbal or written warnings, that must be performed by a supervisor or administrator with an employee. the Time & Attendance module does not perform these actions. It only stores corrective action records, which are entered by managers and practitioners. A manager or practitioner must ensure that the actual verbal warning or other event occurs. For more information about attendance, see Managing Employee Attendance.
Step 5: Check Payroll Reconciliation
Step 5 checks for any unreviewed projected payroll reconciliation records. If any reconciliation adjustments have not been either accepted or rejected, Step 5 displays an error message and provides a link to the Reconciliation page. You must reconcile all records before you can proceed to the next step. To do this:
Click the Reconciliation Page link. The Payroll Reconciliation Summary page opens for the first employee with an unreconciled record.
Review and accept or reject each reconciliation adjustment for the pay cycle.
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 Summary 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 in this case. After you click the Reject All button, the Payroll Reconciliation Summary page refreshes and displays the unreviewed reconciliation adjustments for the next employee.
To view more details about an employee's reconciliation adjustments so that you can accept and reject individual adjustments, click the Details link in the menu on the left side of the Payroll Reconciliation Summary 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 Summary page refreshes and displays the unreviewed reconciliation adjustments for the next employee.
After you have reviewed all of the reconciliation adjustments, click the End of Period Operations link at the bottom of the page. Step 5 now indicates that there are "No unreviewed records."
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Step 6 checks for and lists any payroll exports that have been generated for the pay period. If your pay cycle has been configured so that a payroll export is required before a pay period can be closed, the Next Step button will not be available unless the Time & Attendance module finds an export record for the pay period. Even if an export is listed on the Step 6 page, you may want to run a new export that reflects any changes that may have been made since the last export was generated.
During this step you should also run any reports required by your company. Several Time & Attendance module reports, such as the Timecard Report, the Department Detail Report, the Employee Total Hours Report, and the Payroll Detail Report, can only be run for the current pay period. Once you have completed Step 7, the current pay period will become the past pay period and you will not be able to run these reports for the period you are now closing.
To run reports and exports during Step 6:
Run and save (or print) any pay-period-based payroll and timecard reports used by your company. To access the Reports page, click the Access reports to run payroll/timecard reports link on the Step 6 page. If this link does not appear, click the
button near the top of the Time & Attendance module
window to open the Reports window. For more information
about running reports, see Creating
and Using Reports.If one or more payroll exports are listed in the Check Payroll Export section of the Step 6: Check Payroll Export page, take note of the date and time of the exports to determine if one of the existing exports contains current and accurate information. If you do not need to run a new export, click the Next Step button. You do not need to continue with the rest of the procedure given below.
Note: The payroll export check only checks for the existence of payroll exports. It does not verify that the exports are current or error-free.
If you are uncertain whether the existing payroll exports contain all of the most recent data for the pay period, or if no payroll exports are listed, click the Run Payroll Export link to create a new export. The New Export page opens.
In the Description field, enter a short phrase that clearly identifies the data you are exporting.
From the Export Type drop-down menu, select the template you want to use for the exported data.
Tip: Export templates have been set up for you by your ADP Time & Attendance Representative for each pay cycle in your Time & Attendance module database. You can also create new templates for exporting time and attendance data or accrual data, as necessary.
In the When Complete Notify User field, click the
button. In the User Lookup window, select
the user whom you want to receive the Time & Attendance module
Inbox message when the export is complete. The Inbox message
will include the number of records exported, the number
of records skipped due to errors, and an export confirmation
number. This is an optional field.In the When Complete Send E-mail to field, enter the e-mail address to which you want an e-mail message sent when the export is complete. The e-mail message includes the number of records exported, the number of records skipped due to errors, and an export confirmation number. This is an optional field.
Click the Submit button.
Notes:
If the export has been successfully processed, the status column will display the
icon.
After the export has been processed, the total number of errors (if any) that occurred during the export appears in the Errors column. Click the number in the Errors column to see detailed information for each error. If the errors are not critical to your payroll export, you can download the exported file without correcting them. If you need to correct any of the errors in the exported data, delete the export record, correct all of the errors, and then create a new export file.After you are satisfied that you have created a current export with no errors (or only inconsequential errors), click the End of Period Operations link in the You are here breadcrumb near the top of the page to return to Step 6 of the End of Period Operations page. The export you just created is listed in the Check Payroll Export section of the page.
Tip: If the export is not listed, wait a few minutes and then click Check Payroll Export in the left menu to refresh the page.
Click the Next Step button to go to the final step of the End of Period process.
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The check boxes on Step 7 allow you to perform one last review, before the pay period is closed, to ensure that all required processes have been completed. This is important because moving the pay period is an irreversible action. The first two check boxes are optional, but you must perform the third check for every pay period. Each final check is described below.
Accrual Processor check - If your company uses the Accruals feature to award and track accruals such as vacation and sick time, your Implementation Specialist has configured the Accruals Processor to run automatically according to a specific schedule. If you have questions about your Accrual Processor schedule, contact your ADP Time & Attendance Representative.
Holiday Processor check - For most companies, the Holiday Processor has also been configured to run automatically. If you have questions about the status of the Holiday Processor, contact your ADP Time & Attendance Representative.
Payroll Export check - The last check box (Has Payroll been exported or transmitted to your Payroll System for the Current Pay Period?) provides a final opportunity for you to confirm that payroll has been exported.
Note: If your company uses time off requests and any pending time off requests exist that include days that fall within the pay period that is being closed, an informational message will be displayed during Step 2 of the End of Period process, indicating that the pending requests will be canceled.
When you have corrected all errors, click the Submit button. The Time & Attendance module then rechecks the step to ensure that all errors have been corrected and no new errors have been introduced.
When you no longer receive any errors or exceptions, click the Run Automatically button to restart automatic End of Period process.
Notes:
You must click the Run Automatically button to restart the automatic
process. If you do not want to continue the process automatically,
click the Next Step button
to proceed one step at a time.
When the Time & Attendance module
reaches Step 6: Check Payroll Export, the pay cycle is automatically
locked.
When the Time & Attendance module
reaches Step 7: Move to Next Period, the process is stopped so that
you can explicitly confirm that you want to move (or "roll")
the pay period into history.
On the Step 7: Move to Next Period page, use the check boxes to confirm that each of the applicable steps has been completed.
Notes:
The check boxes on Step 7 allow you to perform one last review, before
the pay period is closed, to ensure that all required processes have
been completed. This is important because moving the pay period is
an irreversible action. The first two check boxes are optional, but
you must perform the third check for every pay period. Each final
check is described below.
Accrual Processor check - If your company uses the Accruals
feature to award and track accruals such as vacation and sick time,
your ADP Time & Attendance Representative
has configured the Accruals Processor to run automatically according
to a specific schedule. If you have questions about your Accrual Processor
schedule, contact your ADP Time & Attendance Representative.
Holiday Processor check - For most companies, the Holiday Processor
has also been configured to run automatically. If you have questions
about the status of the Holiday Processor, contact your ADP Time & Attendance Representative.
Payroll Export check - The last check box (Has Payroll been
exported or transmitted to your Payroll System for the Current Pay
Period?) provides a final opportunity for you to confirm that payroll
has been exported.