Detailed View Processing Guide

These are our recommended steps for processing payroll from the Detailed View.

1. Review the Payroll Details of the current Pay Period for accuracy.

   

   • The "Status" field should read Scheduled.
   • If processing payroll for multiple payroll companies, be sure to select the appropriate company from the Company drop-down.
2. From the Payroll Controls options, Click Start Payroll.

   

3. Read the confirmation and click Yes to proceed. This will open up the batch for processing.

   

4. If not already viewing the "Detailed View," click the "Detailed View" button from the menu.

   

5. Within a given company, payroll can also be processed for various batches. Before performing any data entry, be sure to select the desired batch from the Batch dropdown.

   

6. Employees can be filtered by the following options:

   

   • All By Name
   • Active Name-Active Name
   • Active SSN-Active SSN
   • Active ID-Active by ID
   • Term ID-Term by ID
7. As the Detailed View requires an administrator to view a single employee's payroll information at a given time, you can use the navigational buttons above the employee name to navigate to different employees. 
   • The ability to navigate directly to an employee by number does not always refer to the employee's employee ID. Rather, this number refers to the order in which an employee was added to the payroll.

     

8. For the selected employee, review the accuracy of the following demographic/payroll information:

   

   • SSN
   • Home Cost Centers (sometimes referred to as a Department depending on the Payroll provider)
   • Pay schedule
   • Payroll employee status
   • Payroll employee type
   • Rate code/rate type/rate amount
   • Accrual code and amount
   • Review any payroll memos added to the employee prior to entering data. Memos on the detailed view will display in an orange box next to the additional employee payroll information
9. Enter a Check Number if applicable.

   

10. Confirm employee Auto Pays are accurate. There is a setting under each employee's compensation rate (Employee>Payroll>Compensation) which can determine if the employee is Auto Pay salary or Auto Pay hourly. If an Auto Pay salary employee is set up properly, there is nothing more to enter on the pay grid unless you want to record sick, vacation, etc. Auto Pay hours should be used if changes to hours seldom occur for an hourly employee.

    

11. The Pay Type dropdown allows for the selection of a pay type that have certain paycheck attributes (ex. override taxes, block earnings, block deductions, block direct deposits). This can be useful if there is a certain pay type regularly paid to employees (ex. Bonus, Commission, etc.). Please contact your Payroll Service Provider to have these configured and accessible for payroll processing.

    

12. Time can be imported into the grid by clicking on Import Time. If this button is disabled, please contact your Payroll Service Provider and ask to have Time Imports added as a service. The Payroll Service Provider can also configure/clarify the import layout.

    

    1. On the Time Import screen, click Select to locate the file from the local machine. Each batch needs a unique file.
    2. Click Upload File.
    3. Click Import to fill in the grid with time data.
13. Your payroll may or may not be organized into a series of batches. If there are multiple batches, additional batch-level controls exist:

    

    • Restart Batch: Batches can be restarted at any time. Restarting a batch will wipe out any data previously entered and all data must be entered again.
    • Delete Batch: This will delete the batch. Please contact your Payroll Service Provider prior to doing so.
    • View Totals: Batch totals can be viewed at any time and will provide code totals, total # of paychecks in batch, and total dollars of batch
14. There are payroll-level controls that may be applicable:

    

    • View Notes: Company default and Payroll-Specific notes can be edited and saved. Only the payroll service provider can edit Company Default Notes.
    • Add Batch: Allows the user to add a batch to organize payroll data.
15. There are additional payroll entry functions on the right side of the entry view.

    

    • Delete check: Click on the "red x symbol" to delete a check for an employee.
    • Overrides: Tax overrides and blocks can be performed. Save-This Check Only will save overrides to single check. Save-This Employee Only will save override to every check for the employee in this batch.

      

    • Add check: Click on the "green plus sign" to add an additional check for the employee within the same batch. Multiple checks for a single employee can be navigated to on the left side of the screen.
16. Continue processing payroll for all employees and all desired checks. Reference the Check Calculator section for any check calculations and/or manual checks needed. 
    1. Checks can be edited at the code level by clicking Edit next to the desired code. Enter any changes in the form of Hours, Rate, or Amount. Click Update. If you would like image references, refer to How to Edit a Record in Detailed View
    2. For a new code transaction, click Add New Record. A full listing of company codes will then display. If a code is missing, please contact the Payroll Service Provider. Enter any necessary information such as Hours, Rate, or Amount. Click Insert. If you would like image references, refer to How to Add a Record in Detailed View
17. Preview each employee's check on the bottom of the screen and confirm accuracy.

    

18. After all payroll data has been entered, a pre-process register can be viewed. The pre-process register can be viewed at the payroll or batch level by clicking on the appropriate pre-process button at either the payroll or batch level. A download will open in the browser, and a PDF of the pre-process register can be viewed. This report can then be saved to a local machine or printed if desired.

    

19. After payroll totals have been verified for accuracy, payroll may be submitted. Click Submit Payroll button on Payroll Controls. 

    

    • Payroll notes can be viewed or edited prior to submitting payroll. Payroll will then be submitted according to client-specific settings for remote payroll submission. Contact your payroll service provider if you have questions on payroll submissions or payroll processing.