Processing a pay batch is a multi-stage process that involves the following:
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The procedures for completing each of these stages are described below.
How to Add a New Pay Batch
The procedure for adding a new pay batch differs depending whether you want to process a normal or adjustment pay batch.
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How to Add a New Normal Pay Batch | ||
Navigate to Payroll > Pay Process > Pay Run. The Pay Batch List screen opens. | ||
2. | Click Add. The Pay Wizard – Create Batch screen opens. | |
3. | In the Pay Group field, key in the name of the pay group you will be paying in this pay batch. You can use leading and trailing wildcards (%) to partially match the pay group name. For example, % Blue Collar will match all pay group names such as Full-time Blue Collar or Part-time Blue Collar while Full-time % will match pay group names such as Full-time Blue Collar or Full-time White Collar. If you do not know the name of the relevant pay group, leave this field blank. | |
4. | Click Search. The pay groups matching the name you specified are listed in the Results section of the screen or, if you left the Pay Group field blank, all available pay groups are listed. | |
5. | In the Results section of the screen, click the radio button next to the relevant pay group. The pay group is selected and the Payment Date field at the top of the Results section of the screen is enabled. |  |
6. | In the Payment Date field, select the date on which earnings processed in this pay batch will be paid to payees. | |
7. | Click on Only Include Payees With Timesheets if the pay batch is to only include payees who belong to the pay group you selected and have at least one timesheet for the period of this pay batch. If you select this option you will be unable to manually add pay items, adjust accruals or terminate the employment of any payees who belong to the pay group you have selected but that do not have any timesheets for the period of the pay batch. Skip this step if you want to include all payees who belong to the selected pay group in the pay batch regardless of whether they have any timesheets for the period of the pay batch. | |
8. | Click Create Pay Batch. The pay batch is created, its status is set to Open and the Pay Wizard – Manual Items screen opens to allow you to begin processing the pay batch. | |
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How to Add a New Adjustment Pay Batch | ||
Navigate to Payroll > Pay Process > Pay Run. The Pay Batch List screen opens. | ||
2. | Click Add. The Pay Wizard – Create Batch screen opens. | |
3. | In the Type field, select Adjustment Batch. An Adjustment Pay Period section appears at the bottom of the screen. | |
4. | In the Pay Group field, key in the name of the pay group you will be paying in this pay batch. You can use leading and trailing wildcards (%) to partially match the pay group name. For example, % Blue Collar will match all pay group names such as Full-time Blue Collar or Part-time Blue Collar while Full-time % will match pay group names such as Full-time Blue Collar or Full-time White Collar. If you do not know the name of the relevant pay group, leave this field blank. | |
5. | Click Search. The pay groups matching the name you specified are listed in the Results section of the screen or, if you left the Pay Group field blank, all available pay groups are listed. | |
6. | In the Results section of the screen, click the radio button next to the relevant pay group. The pay group is selected and a list of closed pay periods for the selected pay group is displayed in the Adjustment Pay Period section at the bottom of the screen. |  |
7. | In the Adjustment Pay Period section, click the radio button next to the pay period for which the adjustment batch is to be created. The pay period is selected the Payment Date field at the top of the Adjustment Pay Period section of the screen is enabled. |  |
8. | In the Payment Date field, select the the date on which earnings processed in this pay batch will be paid to payees. | |
9. | If you want to process the adjustment pay batch to balance pay and accrual data in the system without actually effecting payment of payees, click Balancing Payment. | |
10. | Click on Only Include Payees With Timesheets if the pay batch is to only include payees who belong to the pay group you selected and have at least one timesheet for the period of this pay batch. If you select this option you will be unable to manually add pay items, adjust accruals or terminate the employment of any payees who belong to the pay group you have selected but that do not have any timesheets for the period of the pay batch. Skip this step if you want to include all payees who belong to the selected pay group in the pay batch regardless of whether they have any timesheets for the period of the pay batch. | |
11. | Click Create Pay Batch. The adjustment pay batch is created, its status is set to Open and the Pay Wizard – Manual Items screen opens to allow you to begin processing the pay batch. | |
At this point you are ready to apply each stage of the pay batch process.
How to Apply Each Stage of the Pay Batch Process
Once the pay batch is created you can step through and apply each stage of the process by clicking the right arrow button in the top right-hand corner of the Pay Wizard screen as shown below.
INSERT SCREENSHOT
(for more information, see Moving Between Pay Batch Stages).
Before you apply a stage you can click the View button next any payee that is listed in the payee list on the Pay Wizard screen in order to view the details of what will be applied for that given payee when the current stage is applied. An example of this is shown below.
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Any stages of the pay batch process that you apply can be reversed while the batch is still open. This can be done by clicking the left arrow button in the top right-hand corner of the Pay Wizard screen , as shown below.INSERT SCREENSHOT(for more information, see Moving Between Pay Batch Stages). You can also cancel a pay batch at any point while the batch is still open, thereby reversing all stages of the pay batch that have been applied and preventing the batch from being processed. To do this, click the Cancel Batch button at the top of the Pay Wizard screen. |
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Once you reach the Review stage of the pay batch process you are ready to review and close the batch.
How to Review and Close the Pay Batch
Once you have applied each stage of the pay batch process up to the Review stage you can check the pay details for the pay batch by doing the following:
checking the columns in the payee list on the Pay Wizard screen to view the pay result for payees in the batch at each stage of the process
checking the pay batch totals at the bottom of the Pay Wizard screen
display the Payee Pay Details screen for an individual payee and stepping through each stage on the screen to view detailed information about the payee’s pay elements at each stage of the process
clicking in the top left-hand corner of the Pay Wizard screen and running reports on the pay data in the pay batch.
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How to Close a Normal Pay Batch | |
At the top of the Pay Wizard screen, click Close Batch. A confirmation message opens prompting you to confirm closing of the batch. | |
2. | If you want to close the batch and close the current pay period for the pay group, click Close current pay period. If you select this option it will not be possible to process any more pay batches for the pay group to which the pay batch corresponds, for the current period. |
3. | Click Yes. The status of the pay batch changes from Open to Closed, the Pay Wizard screen closes and a confirmation message opens to indicate that the pay batch has been closed. If you chose to close the pay period as well, the status of the current pay period for the pay group changes from Open to Closed and the status of the next pay period for the pay group changes from Inactive to Open. |
To close an adjustment pay batch, follow the procedure below.
How to Close an Adjustment Pay Batch | |
At the top of the Pay Wizard screen, click Close Batch. A confirmation message opens prompting you to confirm closing of the batch. | |
2. | Click Yes. The status of the pay batch changes from Open to Closed, the Pay Wizard screen closes and a confirmation message opens to indicate that the pay batch has been closed. |
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