Preparing Pay Data

1. Review Pre-Check Report

This is a step that may not always contain items for your review. From here, you will be able to check changes that have occurred during the processing period including new hires, terminations, and changes in base compensation. Click the hyperlink text to “View Pre-Check & Validation Records” and mark as reviewed once you’ve have gone through all changes present on the page. Once all have been marked as reviewed, or if none apply for the current pay period, mark this step as complete.

2. Initiate Payroll

Select the Initiate Payroll step and ensure the checkbox for All on Assigned Pay Period is selected and the default PST Type is set to regular. Once verified, click “Initiate” in the bottom right corner. This will bring in all employees who were active during the processing pay period. This will also ensure that any salaried employee with the amount earning auto pay type of “Regular” will populate into payroll with their default salary rate.

 

3. Sync Time (Timekeeping Module Only)

The Initiate Payroll step will populate a pay statement for all employees active during the pay period and will bring in any default salary rates.  However, if you utilize the Timekeeping module, you will need to perform the Sync Time step to pull any data from timesheets including hours worked (for hourly staff), time offs, or extra pays applied. Click the blue hyperlink text to “Sync Time”. Click the checkbox to the left of each pay period profile you see listed on the page or click the checkbox in the top left corner to select all. Click “Sync Time” and wait for the on-screen message to tell you that the payroll has successfully synced. Once you see a batch gross applied, you can click the back arrow to the left of the Payroll Sync Time page title to navigate back to your workflow and mark this step as complete.

 

4. Add/Edit Batches (Optional Processing Step)

The Add/Edit Batches step allows you to import earnings directly into your transaction. If you have the Timekeeping module and do NOT have any items to import into payroll, mark this step as complete and continue on in the workflow. If you do need to import any pay data, your payroll specialist will provide you with a personalized template to import a batch.

From your pay prep workflow, click the Hyperlink text to View Payroll Batches. Click the Import file icon  . Once selected a pop-up window will appear on screen. From here you can click the “Choose File” option and select your completed import file. Leave the radio button selection as “Columnar” and ensure that the file is saved as CSV format, or the import will not be successful. Press Ok to import. Mark this step as complete once finalized.

 

 

5. Add/Edit Pay Statements

Hit the button to Recalculate Pay Statements once all pay data has been synced or imported. You will be able to review or make further edits to your pay statements by clicking the hyperlink text to View Pay Statements. Once here, you can preview, edit, or add new pay statements such as manual or bonus checks. If no pay statements need to be edited or viewed from this step, simply mark this step as complete after that has been recalculated. If any changes or edits are made ensure you select to Recalculate Pay Statements once all changes have been made.

 

6. Sign-Off Open Alerts

After all pay statements have been edited, you may be prompted to sign off on any open alerts that have either been added manually or automatically triggered by the system. Examples of typical auto-generated alerts would be a notification of a terminated employee being paid, a new hire whose pay has been prorated, system or added tax settings. To resolve these after individual review, click the flag icon to the left of the alert message. To resolve in mass, select the checkbox in the top left corner of the report and click the Mark Complete button on the right side of the screen.

7. Close Payroll

After all pay statements have been recalculated, select the option to Close Payroll. This will lock down all transactions and prevent any further edits from being made. If needed, you can select the option to Re-Open button to regain access to edit the pay statements after the transaction has been closed. Just ensure that both checkboxes to Open All Pay Statements and Rollback Check Numbers have been selected.

 

 

 

 

Auditing Pay Data

1. Check Your Totals

Click the blue hyperlink text to View Payroll Totals. From here, you will be able to see an onscreen report that lists the total sum of the payroll by Earning, Deduction, or Tax Code. Within each grouped section, you will see an icon to View Pay Statements . This will allow you to see the breakdown of each employee that has that particular code included on their pay statement and will itemize the total hours, or amount by employee as applicable. Mark as complete once all below reports have been reviewed.

 2.. Payroll Comparison Report

3. Employees Not Paid

The Employees Not Paid report can be found in the View Payroll report section and can be accessed by clicking on the hyperlinked report title. This report will show any employee currently active that has not been paid on the current transaction.  

 

 

4. Payroll Register: By PST

 

5. Payroll Recap & Funding (Pre Process)

The Payroll Recap & Funding (Pre Process) report can be found in the View Payroll report section and can be accessed by clicking on the hyperlinked report title. This report will total your payroll liability by Direct Deposit, Tax, Vendor, and Processing fee. This also contains helpful graphs like a comparison of gross totals from the last transaction as well as a rolling 12-month chart of the total gross payroll.

 

 

6. Submit/Email

The last step of the Pay Prep is to submit the transaction. Once submitted, mark this step as complete and send an email to your payroll specialist alerting them that your transaction is ready to be finalized.