HR & Payroll: Pre-Process Payrun Warning vs Blocking Errors

You can pre-process a pay run from the Prepare Payrun menu option. Then, click on the “Details / Prepare” button.

Filter the data to find the pay run you want to pre-process. Filters include Pay Schedule, Regions (if your portal is set up this way), and date range.

Based on your progression in the 3 steps process you will see a status changing. This way you can easily keep track of where you left off for each one of them.

Once you have selected a payrun, click the Pre-process Payrun button.

After clicking the Preprocess Payrun button, you may encounter the follow error types:

Warning Errors: Information that is good to know but not necessarily an issue. Warnings will allow you to keep processing your payroll. Here is a list of items that could generate this type of errors:

• Shift was left as vacant or on the shift board
• Shift has over 12 hours
• Ad hoc earning item: TRAV / Travel Expense Reimbursement
• Schedule Shift is covered by salary
• Approved hours are less than 50% of the scheduled ones
• Shift is over 1 hour than scheduled time
• Hourly Rate is high – over $35/hour
• Hourly Rate is low – Below $5/hour
• Hourly Rate zero. Shift will be not pay the employee

Blocking Errors: A blocking error is something critical; it won’t let you proceed until you resolve it​. Here is a list of items that generate this type of error:

• Shift is not approved
• Shift does not have a pay rate

Note: When you run your payroll, you can view you employees’ shifts in their home region and in external regions as well. 

The benefit: Administrators, your back office, supervisors and security personnel have more transparency on their payroll for correct processing. 

Example: 

• Pay run with employees working in a region with sub-regions 
• Region A has sub-regions A1, A2, A3  
• User 1 lives in region A 
• User 1 performs shifts in region A & sub-regions A1, A2, A3 
• When running payroll for region A, all the performed shifts for User 1 in the regions/sub-regions (A, A1, A2, A3) are calculated 
• All unapproved shifts for User 1 in sub-regions A1, A2, and A3 will be displayed as an error for the payroll user to resolve (see following image)  
• When approving shifts from an external region, the region & site name(s)  where the shifts were performed are displayed. 

When all blocking errors will have been resolved, you will be able to proceed to the next step.