Steps to Do a Payroll Run

Owned by akapteyn (Unlicensed)
Last updated: May 06, 2016 by Chris vanderHeide
3 min read

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 "Start Payroll Process" tool or the Calculate Payroll tab to open the Calculate Payroll tab.
  • 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 to open the Payroll Calculated tab.
  • By default, the payroll records calculated for the last batch will be displayed in the main display grid. (The batch should be the batch you entered in Step 1).

  • You can view the information in the grid or run the Payroll Report or the Consolidated by Caregiver/Rate Report (icons located on the main ribbon) to detect any payroll errors.

    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 Payroll Calculated screen by selecting the appropriate record in the grid and clicking on the Edit tool in the grid toolbar. If you are making corrections in the Payroll Calculated 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 Un-calculate tool in the ribbon to clear what has been calculated for the selected schedules. Note that un-calculating 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 Payroll Calculated 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. 

Step 3 - Print or Export

  • Once Payroll has been posted, click Next Step to open the Export and Pay Stubs tab.
  • 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.
  • Export payroll to selected external payroll packages. The export tools that appear in the ribbon at the top of the screen will depend on the selected payroll packages in the Agency Office Module Payroll Settings.

Reviewing Posted Payroll

To view or correct posted payroll information, click the Posted Payroll tab at the top of the ribbon.