Steps for Running Payroll for Schedules
The Payroll Module is where you calculate and process payroll for a specified period of time based on finalized schedules. Payroll can only be completed on finalized schedules.
When finalizing a schedule, if the hours in the Billing and Payroll information/Payroll section of the schedule are 0.00, the system will automatically move information into the Payroll Time fields of the schedule based on the actual hours worked, and the Pay Hours At: option selected on the Caregiver's Payroll options. Whatever is populated in this portion of a finalized schedule is what will be used in payroll for the schedule. If you wish to apply an override for payroll for a schedule, you can manually populate information in the payroll section of the schedule.
PLEASE NOTE:
The tools displayed at the top of the Payroll Module screen are a reflection of what External Payroll Packages have been selected, in the Agency Office Module, under the Settings tool, Payroll Settings. (Additional setup may also be required in order to utilize a selected External Payroll Package.)
Open the Payroll Module / Click on the Payroll Module Icon
Step 1 - Calculate Payroll | - Click the Calculate (Step 1) tool in the ribbon of the Payroll Module screen. - Enter the date range for your payroll period. Confirm that any filter options selected are appropriate. Click the View Data icon in the main display toolbar. - Select the finalized schedules for which you want to calculate payroll by checking the box to the left of each name in the main display grid. - To calculate the payroll for the selected schedules, click the Calculate Payroll tool in the ribbon at the top of the screen. |
Step 2 - View Calculated Payroll | - Once Payroll has been calculated, click Next Step/View Calculated Payroll (Step 2) tool at the top of NOTE: Any calculated payroll records where the rate is 0.00 will be indicated in a bold underlined font in the main display area. If you detect an error, correct it before going to the next step. Corrections can be made to individual records in the View Calculated (Step 2) screen by selecting the appropriate record in the grid and clicking on the Edit tool (pencil) in the grid toolbar. If you are making corrections in the View Calculated (Step 2) grid, any payroll records that you have edited will be indicated in a bold italic font if the Auto Refresh tool in the grid toolbar is unchecked. Sometimes the error may warrant that you clear the incorrect record(s) in order to recalculate the payroll for the applicable schedule(s). If you need to clear what has been calculated, verify that only the records you wish to clear are selected (the checkbox in the grid for the record is checked). Then use the Clear Record tool in the ribbon to clear what has been calculated for the selected schedules. Note that clearing any single record will also clear all related records attached to the same schedule so that the schedule can be recalculated. Then make the appropriate correction(s) in the schedule or caregiver pay rates. Calculate the payroll for the same date range on this schedule again. When all of the information in the main display grid of the View Calculated (Step2) is correct, make sure all of the records are checked and click the Post Payroll tool. Posting your payroll indicates that it is correct and ready to be printed or exported to an external payroll package. |
Final Step - Summary By Caregiver (Print Pay Stubs) | - Once Payroll has been posted, click on the Next: Summary by Caregiver Report/Summary by Caregiver (Final Step) tool at the top of the Payroll Module screen. - View a Summary by Caregiver report by clicking the icon on the main ribbon. The report shows information based on the records displayed in the main display grid when you click View Data in the main display toolbar. - To view posted payroll information, click the View Posted Payroll tool on the Payroll Module Homepage. |
Final Step - Export to QuickBooks | Pre-Requisite: QuickBooks must be selected and configured as an external payroll interface in the Agency Office Module, under the Settings tool, Payroll Settings. - Once Payroll has been posted, click on Export to QuickBooks (Last Step) from the Home tab of the |
Final Step - Export to ADP EasyPay | Pre-Requisite: ADP EasyPay must be selected and configured as an external payroll interface in the Agency Office Module, under the Settings tool, Payroll Settings. - Once Payroll has been posted, click on Export to ADP EasyPay (Last Step) from the Home tab |
Final Step - Export to ADP Pay eXpert | Pre-Requisite: ADP Pay eXpert must be selected and configured as an external payroll interface in the Agency Office Module, under the Settings tool, Payroll Settings. - Once Payroll has been posted, click on Export to ADP Pay eXpert (Last Step) from the Home tab |
Final Step - Export to Paychex | Pre-Requisite: Paychex must be selected and configured as an external payroll interface in the Agency Office Module, under the Settings tool, Payroll Settings. - Once Payroll has been posted, click on Export to Paychex (Last Step) from the Home tab |
Reviewing Posted Payroll
To look up posted payroll information, click the View Posted Payroll tool on the Payroll Module Homepage.