This article details the time sheet preparation and payroll preparation steps to process payroll. It is important to follow the steps in order with time sheet processing and employee related functions first followed by initiate payroll and payroll processing.
Time Prep
Navigate to Team > Payroll > Process Payroll and locate the next open pay period. The top section will be Payroll Prep-Pre-Processing.
The next scheduled pay date will be listed (depending on your filter more check dates may display), click the 'Payroll Prep Process' button to go to the Payroll Prep Process.
- Select Go To Time Prep to prepare your timesheets to pull into the payroll. There will be Time Prep steps to complete for each pay period.
Please Note: Alternately, some clients may have a separate step or shortcut on their dashboard to process timesheets.
2. Select the blue links to view Pending Time Off Requests and view Pending Timesheet Change Requests to approve any outstanding requests or changes for this payroll. If there are no pending requests, there will be a message stating 'There are NO pending time off or change request(s)'. The payroll admin may mark the step to the right as complete to continue to the next step(s).
3. Select the blue link View Timesheet Status for Review to review any timesheets not previously approved by managers and to give a final approval as an admin.
In this report, you want to review the Approval State column. If the Approval State is still ‘Open’, the employee may need to make edits to their timesheet if it has not been signed off/approved by their manager. If necessary, a manager may reject a timesheet with notes to have the employee make corrections and resubmit for approval. 'Submitted' means the employee has marked their timesheet ready for manager approval.
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Once a manager has completed their final step of approving timesheets, the Approval State should be ‘Approved’. After approval, the timesheet status window will display a message that 'XX' timesheet(s) are ready for payroll.
4. Select the button 'Reapply Pay Calculations' to calculate all timesheets and apply rules for Overtime, Double Time, etc.
5. Select the button Process Records to gather time and prepare it for payroll. This step maps the hours recorded on the timesheet to earnings codes in payroll. This step must be completed before you may sync time to payroll.
6. Select the blue link for View Pay Prep Records to review a report of hours that are going to be synced into the payroll.
- This step will notify you of any last-minute errors.
- Employees will be listed multiple times in the report to list all Regular, OT, DT, Sick, PTO etc. hours on their timesheet.
7. Click the Lock Pay Period button to lock the previous pay period timesheets and uphold the integrity of your historical data. This will stop employees from submitting any further Timesheet Change Requests or Time Off Requests for that pay period and prevent any edits (unless unlocked).
Once locked, 'Pay Period Locked' will display at the top of the time prep screen. If any timesheet changes are needed prior to finalizing payroll, the pay period may need to be unlocked to make corrections, process and re-lock.
8. Click the back arrow at the top left to go back to Payroll Prep Processing steps or the last step at the bottom of time prep click the blue link 'View Payroll Prep' to return to Payroll Prep processing.
Payroll Prep
- The pre-processing Time Prep Step may be marked complete and continue to view the 'Pre-Check and Validation Records' then the Employee Related Functions section, click Hire New Employee(s) to add any new hires to payroll or click on Edit Employees to make any changes to employees (i.e.: rate changes, adding scheduled earnings/deductions, profile changes, benefit plan changes, etc.)
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Select the Initiate Payroll button to create all regular Pay Statements. This will bring in all salaries, scheduled earnings/deductions, and tax settings from the active employee's profile.
In the Initiate Payroll window, ensure the options for 'All on Assigned pay period' and PST type 'Regular' are selected. You have the ability to create an optional Pay Stub Note to appear on all Pay Statements. (For different payroll scenarios, different filters and pay statement types may be selected.)
3. Click the blue link for Sync Time. This step will bring in data from the timesheets.
- Check the box to select the pay period(s) to be synced.
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After checking the box(es), select the button in the top right corner for sync time.
You will receive informational prompts with a date/time stamp that the sync was performed.
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Review results, then select the back arrow
to return to the Payroll Prep Process steps.
4. Click the blue link View Payroll Batches (You will always have at least two batches to view):
- The Regular Earnings Batch houses salaries, other scheduled earnings/deductions, and taxes.
- The Synced Time Batch will be named by the date of sync with the username attached. This houses all data from timesheets. DO NOT EDIT. If something is incorrect, you will need to delete this batch and resync your timesheets.
- If no edits are needed to hours or scheduled E/Ds, select the back arrow
5. If edits need to be made, open the Regular Earnings Batch,
Select the icon to open the batch for edit.
- Enter all Regular, Overtime, Double Time, etc. earnings that need to be added to the employee's check. If timesheets are correct, edits should not be needed in most cases. Save and close the batch.
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Deductions can also be mass added/edited by choosing
and bringing in the deduction columns to your batch
3. Once hours/amounts are entered, save the batch.
4. Review ‘Totals’ along the bottom for accuracy.
5. Click the Close Selected Batches button
, once all edits are complete and saved.
6. Click the back arrow to return to the Payroll Prep Process steps.
7. Click the blue link View Pay Statements to make individual edits to Pay Statements (e.g., double up on scheduled deductions or to add a bonus to one employee).
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Click on the
to edit individual checks. Be sure to click SAVE (in the top right) after editing a PST.
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If an additional check or pay statement needs to be created to pay a bonus on a separate check, click the button New Pay Statement
.
- Select the Employee from the dropdown list.
- Choose a Pay Statement Type of "2nd" check (this Pay Statement Type will exclude earnings/deductions appearing on their Regular check.
- Click OK.
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Once all edits are complete, select the back arrow
8. Click the button Recalculate Pay Statements to ensure proper calculation of taxes, rates, and deductions.
9. Click the blue link View Unresolved Alerts to clear any payroll alerts. An example may be to notify you that an additional tax was added due to the address for an employee. The admin must check and sign-off on payroll alerts to continue processing.
10. Select View Payroll Totals to see the total payroll values by earnings, deductions, and tax codes.
- Click the
icon next to each deduction, earnings, or tax to review which employees received those earnings/deductions/taxes.
11. Click the Close Payroll button to lock all Pay Statements. (The preliminary close step may be reopened/reclosed if needed before finalizing payroll.)
12. If accruals are being executed based on the hours on the Pay Statement, there will be a step available labeled 'Run Accruals'. Click Execute Accruals to bring all accruals up to date (will only be applicable if the accruals are based on hours worked on the Pay Statement).
- If accruals are based on hours worked on the timesheet, in the previous Time Prep steps, you will have the 'Run Accruals' option.
13. In the View Payroll section, select hyperlinks to review various reports to ensure the accuracy of your payroll before submitting.
- It’s a best practice to review the Employees Not Paid report, the Payroll Register report, and the Payroll Recap Funding report.
14. Click Submit Payroll to complete payroll.
15. Finalize is the last step. Once a payroll is finalized, no further changes to payroll can be made.