HR and Payroll: Payroll

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Payroll Requirements

Please ensure that the following are properly configured. If they are not, your pay run may not run or may not contain accurate data. 

  • Employee Pay Settings and Back Office Configurations are completed: See section on Settings and Prerequisites.
  • Schedules are published and distributed: See section on the Schedule Template.
  • Vacant Shifts are assigned to employees if needed: See section on Vacant Shifts.
  • Employees are clocking in and out using any of those methods: Mobile Application,  On-Site License,  IVR System, if configured, the batch time clock.
  • Timesheets must be approved, or it will create an error when pre-processing a pay run: See this video on-time approval. Also, see the section on auto-approval of shifts.
  • Expense Reimbursement and Ad hoc earnings or deductions are handled: See section on Creating a Position and Expense Reimbursement.
  • Unplanned Shifts are looked at and addressed if necessary: See section on Unplanned Shifts.
Expense Reimbursement

As you have seen, you can flag a position as expense reimbursement eligible. Please refer to the example below, where two items have been added through pay codes: Travel Expenses Reimbursement and Uniform Premium 1. ​

​The Expense Reimbursement section in the screenshot below will only appear if you have added an item through the Expense Reimbursement option. 

To access it, please follow these steps:

  1. Click on Sites (Client) and select the Site
  2. Select Time Sheets
  3. Click the Gear icon for a Shift.
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  1. Select time approval.
  2. Fill in the fields in which you want to apply a reimbursement.

Click the Save button.

Note: Fields will vary based on the different categories of the Pay Codes that you have created and assigned to the position of this shift.

Any expense reimbursements will appear in the payroll-ready data when your run it.

Ad-hoc Earnings or Deductions

Ad-hoc Earnings and Deductions can be added in the employee HR Profile under the section Ad-hoc Earnings or Ad-hoc Deductions. ​ Create ad-hoc items to pay bonuses, sick days, and other earnings/deductions that are not shift-driven. ​

Before adding ad hoc earnings or deductions, you must ensure the pay code has been created. Refer to the section about pay codes for more information.

Follow the steps below to add ad hoc earnings or deductions.

  1. Click on Employees and Select an Employee
  2. Click HR Profile
  3. Select Adhoc Earnings

 

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Or...

  1. Select Employees and Select an Employee
  2. Click HR Profile
  3. Select Adhoc Deductions
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  1. Click on Create New Item or Create New Deduction.
  2. Fill in the fields to set up the required ad-hoc items for your employee.

Any ad hoc earnings or deductions will be included in the payroll-ready data when you run it.

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Until the ad hoc item is processed on a payrun, you will be able to delete the item. Once the payrun has been processed, you will need to unlock it if you would like to delete the item.

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Running a Payroll

From the live dashboard:

  1. Click on the HR and Payroll tab.
  2. Click on Prepare Payrun.
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Pre-Process Payrun​: The system will check for you if any errors would require your attention. Two types of errors can be encountered, Warning or Blockings Errors.

Process Payrun​: Everything will be automatically calculated and displayed to review and verify if you want to proceed with it.

Approve & Lock: Once satisfied, approve the payrun and lock it so no more adjustments can be made. 

Unlock Payrun:  A locked pay run can be unlocked so that you can make further changes.

Pre-Process Payrun Warning vs. Blocking Errors
  1. You can pre-process a pay run from the Prepare Payrun menu option.
  2. 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.
  3. As you progress through the process, you will see the status changing. This way, you can easily keep track of where you left off for each one of them.
  4. Click the Details/Prepare button to process the pay run.
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  1. Once you have selected a payrun, click the Pre-process Payrun button.
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After clicking the Preprocess Payrun button, you may encounter the following 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:

  • A shift was left as vacant or on the shift board
  • A 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
  • A shift is over 1 hour than the scheduled time
  • Hourly Rate is high – over $35/hour
  • Hourly Rate is low – Below $5/hour
  • Hourly Rate zero. The shift will not be paid to 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:

  • A shift is not approved
  • The shift does not have a pay rate

Note: When you run your payroll, you can view your employees’ shifts in their home region and 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 the 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 have been resolved, you will be able to proceed to the next step.

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Work Performed in Multiple Regions

In cases where employees work across multiple regions, their shifts will appear now in their home region when the payroll is calculated. 

  • User 1 performs shifts in region B. 
  • When running payroll for region A, all the performed shifts for User 1 in region B are calculated. 
  • All unapproved shifts for User 1 in region B will be displayed as a warning to notify the payroll user. 
  • When running payroll in the HQ region, all the performed shifts for User 1 in region B are calculated. All the unapproved shifts for User 1 in region B will be displayed as an error for the payroll user to resolve.  

The Hierarchy of Pay Rates 

TrackTik hierarchically applies pay rates. Starting with the most specific (shift rate) and going to the least specific (Default BackOffice setting), the hierarchy is as follows:

  1. Shift Rate:  If the shift has a pay rate value, it is taken from wherever the user worked 
  2. Position Rate: If the position has a post rate value, it is taken from wherever the user worked 
  3. Account/User Rate: If the account/user has a pay rate, it is taken from wherever the user worked 
  4. HR Profile: This is taken from the user profile the user’s home region 
  5. Employee Class/Group: Is taken from the user’s profile home region 
  6. Default rate (Backoffice setting): Is taken from the user’s profile home region 

Remember that the more specific rate will override the less specific rate.

Overtime Calculation In A Region With Sub-Regions

When User 1 has worked overtime (OT) in sub-regions A1, A2, A3, the OT calculation is based on the overtime rule settings in User 1’s home region (region A in this example).

Process Payrun

Once you have resolved all blocking errors, you can proceed to process the payrun. Click the Process Payrun option to do so.

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The system will perform the following actions:

  • Calculate and run all the numbers necessary to provide a complete payrun. 
  • Provide you with two different payroll-ready data reports, summary or detailed. 
  • Provide additional tabs with ordering/filtering options for easier validation.
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The sidebar contains the following filtering options.

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Validate all the information provided and proceed to the next step.

Approve and Lock Payrun

Follow the steps below to prepare a payrun.

  1. Click the HR and Payroll tab. 
  2. Select Prepare Payrun.
  3. Select the payrun you want to work on by clicking on the green button to your right, “Details / Prepare.”
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Once you have selected a payrun with the status “Pre-Processed,” a button will appear to process it.

  1. Click the button to process the payrun.
  1. Once the pay run has been processed, you can click on the Approve and Lock button to approve and lock the payrun.
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Historical Payroll Data

Once a Payrun has been Approved and Locked, you can view the data at any time.

Follow the steps below to access them.

  1. Go to the  Live Dashboard
  2. Click on HR & Payroll
  3. Select Historical Payruns​
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You can see an overview of previous payruns, including:

  1. ID: The unique ID of the payrun.
  2. Status: The status of the payrun. Statuses include processed or approved.
  3. Schedule: The name of the payment schedule associated with the pay run.
  4. Period Start: The start date of the period covered by the payrun.
  5. Period End: The end date of the period covered by the payrun.
  6. Employees: The number of employees included in the pay run.
  7. Hours: The number of hours included in the payrun.
  8. Total: The total dollar amount of the payrun.
  9. Detailed Report: Click this button to see a PDF of the payrun information.
  10. Details/Prepare Button: View and export information in different formats.
Payrun Details

Summary: This tab displays payroll-ready data per employee per shift.

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Raw Items: This tab displays each shift in the payrun individually. Data includes employee ID, employee name, pay code, department, if any, the number of hours worked, employee pay rate, total pay for the shift, company code, and employee type.

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By Employees: This tab shows pay run totals by the employee.

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By Employees/Shifts: This tab provides a breakdown of each shift by the employee. It is useful if you want to see the clock-in and clock-out times per employee per shift.

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Account/Position: This tab summarizes hours worked and dollars paid per account and position.

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Deductions: This tab displays ad hoc deductions for the payrun if any.

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Warnings and Information: This tab contains any errors or informational messages for the payrun.

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Exports: Download your data in the format you selected in the Export Formats section.

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