Description:  In this guide you will learn about the Payroll Module. The Payroll Module allows users with Payroll Role to review, batch, process, approve, and reconcile entries for Payroll purposes. The system will generate a Payroll file with all necessary data that can be used to create the document needed to send to funding sources for payment. 

Employee punches can be processed in payroll batches and exported on a transmit file that can be imported into the company’s payroll system. The Payroll Module includes the following functions:

  • Batches: Create payroll batches
  • Punch Entries: View, search, and batch punch entries
  • Payroll Entries: View and search for payroll entries
  • Previously Paid Entries: View, search, and batch previously paid entries
  • Employees: Search employees and view employee’s details, and
  • Reconcile: Reconcile payroll batches

Roles Required: Superuser, Payroll

Permissions Required:  N/A

Batches 

The Batches function is the landing page for the Payroll Module. The table will list every batch in the system. Use the filters to search for a particular batch. Batches can be created from either the Batches screen or the Punch Entries screen.  

To create a new batch from the Batches screen: 

  1. Login with an appropriate profile  
  2. Click Payroll on the Main Menu
  3. Click Actions, then New Payroll Batch
  4. Complete the Create Batch wizard
    1. Name: Give the batch a name that can be recognized easily  
    2. Description (optional)  
    3. Up to Date: specify the range of entries you want to include in the batch. The up to date will be the latest date of service included the system will include any available entries prior to that date.  Cost Center Code (optional): leave blank to include all cost centers, use a wildcard to include cost centers that start with the same characters (i.e., to include all AZ cost centers, type AZ*), or type a specific cost center.  
    4. Account Type (optional): The service account type
    5. Profile Type (optional): Select program or profile type
    6. Service Code (optional): leave blank to include all service codes for the specified funding source and units (see below), use a wildcard to include service codes that start with the same characters (i.e., to include all 151 service codes, type 151*), or type a specific service code  
    7. Employee Type (Optional): Type of employee i.e., hourly non-exempt, contractor, etc.
    8. Entry Type: Type of entry i.e., punch, reimbursement, vendor, etc.
    9. Unit Type: Type of unity i.e., hourly, dollar, etc.  
    10. Employee Name: Process a batch for a specific employee
  5. Click Next to review the Batch Summary page
  6. If the batch looks correct, click Save
  7. Click Yes on the confirmation alert  

The batch is now submitted, and the system will take you to the Batch Details page with the batch in Pending Status and must be validated. 


Batch Details

The Batch Details Page will show: 

  • Actions Menu 
    • New Note 
    • New Attachment 
    • Edit Batch: change the name and description of the batch 
    • Edit Custom Field Values: add additional batch fields specific to your company 
  • Green button: The label will change depending on what status the batch is in 
  • Batch Details window 
    • Batch id: unique system id number 
    • Date: date the batch was created 
    • Status: current status of the batch 
      • Pending 
      • InProcess or Process Started 
      • Validate
      • Processed 
      • ApproveInProcess 
      • Approved 
      • Transmitted 
      • Reconciled 
    • of Credit Entries: total number of positive entries 
    • of Debit Entries: total number of negative entries 
    • Credit Total: total amount of positive entries 
    • Debit Total: total amount of debit entries 
    • Rounded Amount: total amount rounded (this plus the debit total should equal credit total)   
    • of Employees/Vendors: total number of Employees/Vendors who have entries in the batch 
    • Units: unit type 

Batch Processing

To process a batch, simply click on the green button. As you click on the button, it will change names as it completes that process. When it is greyed out, the process is running, and the batch is not ready for the next step. Refresh your browser to update status. Here are the steps:


  • Click Validate and then select Yes to confirm batch when prompted
    1. The batch details status is Pending
    2. During the Validate Batch process you can review, remove entries or split the batch by scrolling down and reviewing the entries, then selecting the entries you would like to remove or split into a new batch.
      1. Once the entries are selected either select remove to remove them from the current batch or split to split the selected entries to a new batch.
  • Click Process and then select Yes to process batch when prompted
    1. The batch details status updates to Validate
      1. You may have to select Refresh to change batch processing status.
    2. While the green button is greyed out, the batch is processing, and Refresh can update status.
    3. Once a batch has been processed, it needs to be approved.
  • Click Approve and then select Yes to confirm batch when prompted
    1. The batch details status changes to Processed
      1. You may have to select Refresh to change batch processing status.
    2. Once approved has finished processing, the status changes to Transmitted

Batch Processing is now complete. While you are in the Batch Details screen, this is a perfect time to edit or override entries that have just been processed.

Edit/Override Batch Entry

Processing the batch will create payroll entries for each punch entry. Payroll overrides can be made once the batch is processed. To do an override:

  • Use the filters to find the payroll entry in question from the Batch Details screen
  • Click anywhere on the entry to override to open the Payroll Entry Detail screen
  • Click Actions
  • Click Edit Entry
    1. On the Edit Entry wizard, you can add an override for the payroll modifier, the payrate, or pay units.
  • Enter the desired information then click Save.
  • Click Approve and then Yes to override the entry

The overrides will appear on the entry details page, as well as be applied to the transmit file after the batch is approved.


Create New Batch – Bulk

To create a new batch in bulk from on the Batches screen:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Click Actions, then New Payroll Batch
  4. Complete the Create Batch wizard
    1. Name: Give the batch a name that can be recognized easily
    2. Description (optional)
    3. Up to Date: specify the range of entries you want to include in the batch. The up to date will be the latest date of service included the system will include any available entries prior to that date.
    4. Funding Source: one batch will be created per funding source.
      1. To create a bulk batch for the funding source, do not specify any further criteria, skip to step 5
    5. Cost Center Code (optional): leave blank to include all cost centers, use a wildcard to include cost centers that start with the same characters (i.e. to include all AZ cost centers, type AZ*), or type a specific cost center.
    6. Service Code (optional): leave blank to include all service codes for the specified funding source and units (see below), use a wildcard to include service codes that start with the same characters (i.e. to include all 151 service codes, type 151*), or type a specific service code
    7. Account Type
    8. Client Name (optional): leave blank to include all clients or type a specific Client Name.
    9. Units: Only one unit type can be included in a single payroll batch.
  5. Click Next
  6. On the Batch Summary page, review the information, then click Save.
  7. Click Yes on the confirmation alert
  8. The system will take you to the Batch Details page with the batch in Pending Status.


Create New Batch – Specific Entries

To create a new batch from specific entries on the Punch Entries screen:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Click Punch Entries on the Sub Menu
  4. Click the check box next to the entries you would like to add
  5. Click New Batch
  6. Enter a Name for the batch
  7. Review the Entries Click Save
  8. The system will take you to the Batch Details page with the batch in Pending Status

Create New Batch – External File

To create a new batch from an external on the Batches screen:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Click Actions, then New Payroll Batch
  4. Complete the Create Batch wizard
  5. Click Select from Add From File
  6. Click Upload Tab Delimited Text File and locate the .txt file on your local computer that you would like to upload
  7. Click Save
  8. Complete the form wizard
  9. Click Save
  10. If the batch looks correct, select the checkbox on the Batch Creation page
  11. Click Next
  12. On the Batch Summary page, review the information, then click Save.
  13. Click Yes on the confirmation alert
  14. The system will take you to the Batch Details page with the batch in Pending Status.


Add Entries to Existing Batch

To add entries to an existing batch from Punch Entries screen:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Click Punch Entries on the Sub Menu
  4. Click the check box next to the entries you would like to add
  5. Click Add to Existing Batch
  6. Click on the batch you would like to add the entries to
  7. Review the Entries Click Save
  8. The system will take you to the Batch Details page with the batch in Pending Status.


Remove Entries from Existing Batch

Entries can be removed from an existing batch before the batch is processed. As we have discussed earlier in this module, batches can be created in bulk, from payroll, from an external txt file, or from punch entries. Batches may also be split or merged. Later in this module, we will get to the Process Batch section. Before a batch is processed, you will have  the ability to review and remove entries if necessary. Regardless of batch type, once a batch is created, they all follow the same processing steps. Here is how you remove entries from an existing batch before it is processed:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Create a batch and follow the steps to get to the Process Batch screen
  4. Before you process the batch, scroll down to the bottom of the screen to review the entry
  5. Click on the checkbox next to the entry you would like to remove
  6. Click Remove
  7. Click Yes to confirm

The entry is now removed. The removed entry is available for processing for future batches. Continue processing the batch as normal.

Split Batch

Batches can be split from an existing batch before the batch is processed. As we have discussed earlier in this module, batches can be created in bulk, from payroll, from an external txt file, or from punch entries. Batches may also be split or merged. Later in this module, we will get to the Process Batch section. Before a batch is processed, you have the ability to review and split batches to create two separate batches if necessary. Regardless of batch type, once a batch is created, they all follow the same processing steps. Here is how you remove entries from an existing batch before it is processed:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Create a batch and follow the steps to get to the Process Batch screen
  4. Before you process the batch, scroll down to the bottom of the screen to review the entry
  5. Click on the checkbox next to the entries you would like to split
  6. Click Split
  7. Click Yes to confirm

The batch is now split creating two batches in pending status. The split batches can continue processing as normal.


Merge Two Batches

To merge existing batches from batches screen:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Locate one of the batches that you would like to merge in the Batches table by using the Search functionality or by scrolling
    1. The batches that you would like to merge must be in a pending status, if it has already been processed, you can no longer merge the batch
  4. Click anywhere in the row to open the pending batch to open the Batch Details page
  5. Click the Merge button
  6. The Merge Batch form wizard will open with a list of available batches to merge
  7. Enter a name for the batch
  8. Enter a batch description (optional)
  9. Select the batch that you would like to merge from the list
  10. Click Save

The batch is now merged, continue processing the batch following your normal steps.


Payroll Override

To override the information in a payroll entry before the entry is processed:

  1. Login with an appropriate profile
  2. Click Payroll on the Main Menu
  3. Click Payroll Entries on the Sub Menu
  4. Search for the payroll entry that you would like to override
  5. Click anywhere in the row to open the entry details
  6. Click Actions
  7. Click Edit Entry
  8. Update the form wizard with the override information
  9. Click Save
  10. Click Yes to confirm

The payroll override is complete and can be processed as normal.


Reconcile

Payroll batches can be reconciled in DCI after the employee has been paid. This helps track which entries have been paid out. Additionally, it is necessary to reconcile dollar-based entries in a payroll batch in order to give a billable amount to the entry.

Once a Payroll Batch has been processed and approved, the system will generate the Raw Payroll Dump file. This file contains some data that will be required to reconcile the batch. Before we go into the steps of how to reconcile a batch, we will first go through the steps that need to be completed to create the text file that will be used to reconcile a batch.

The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once complete, the user can see the results file under the Reconcile Function. If all entries were successfully reconciled, the batch status will update to Reconciled.

  • If any entry failed reconciliation, the n the Results file will display the Reconciliation status and the reason for failure.
  • If entries were successfully reconciled,  then the results file will list Success as the Reconciliation Status and the entry status will update to Paid.
  • The reconciliation process can be automated if desired. When enabled, it will automatically move punches to Paid status after the specified number of days after a batch is approved. This process simply changes the status; it does not input any data and will not update the billable amount on dollar-based punches.


Download Raw Payroll Dump File

Follow these steps if you are on the final step of processing a batch and have the Batch Details screen still open. 


  • With the Batch Details screen open, once a Batch has been approved, the green button displays Reconcile and the Batch Details status displays Transmitted.
  • Scroll to the tabs located under the Batch Details information and click the Attachments
  • Locate the file name that starts with RawPayrollDump.
    1. Following the name there will be an underscore followed by numbers to create a unique identifier for each Raw Payroll Dump file.
  • Click the Download dropdown and select CSV for the file type.
  • Click the blue Download Arrow Icon to start the download.
  • Click the downloaded file to open the RawPayrollDump in Excel.


Follow these steps if the Batch is Transmitted and the Raw Payroll File was not downloaded during the Batch creation process:

  • Click Payroll on the Main Menu.
  • Click Batches on the Sub Menu.
  • Search for the batch by typing batch detail information into the search filters and then click Search.
  • Click anywhere in the batch row to open the Batch Details
  • With the Batch Details screen open, once a Batch has been approved, the green button displays Reconcile and the Batch Details status displays Transmitted.
  • Scroll to the tabs located under the Batch Details information and click the Attachments tab.
  • Locate the file name that starts with RawPayrollDump.
    1. Following the name there will be an underscore followed by numbers to create a unique identifier for each Raw Payroll Dump file.
  • Click the Download dropdown and select CSV for the file type.
  • Click the blue Download Arrow Icon to start the download. 
  • Click the downloaded file to open the RawPayrollDump in Excel.


Create Reconcile Text File

To create a text file, open excel and create a file with the following headers:

  1. PayrollEntryID
    1. The Payroll Entry ID as it is listed in DCI. Create one row per payroll entry.
    2. You must include every payroll entry in the batch.
    3. Required field.
  2. PayrollSystemReferenceID
    1. The ID from the payroll engine
    2. Required field.
  3. PayrollRefCheckId
    1. The check number that the entry was paid out on
    2. Optional field.
  4. UnitAmount
    1. The unit amount as entered on the punch entry. This must match the punch exactly.
    2. Required field.
  5. NetPay
    1. The net amount paid to the employee.
    2. Required field.
  6. PayDate
    1. The date the employee was paid.
    2. Required field.
  7. PayrollBurden
    1. The actual payroll burden for the entry.
    2. Required for dollar-based entries.


Once the Excel file is completed, save it as a Text (TXT) file or it will not be able to be imported to DCI. 


NOTE: The headers must be spelled exactly as listed above or there will be an error when trying to import the text file.


How to Reconcile a Single Batch

Follow these steps if you are on the final step of processing a batch and have the Batch Details screen still open. 


  1. With the Batch Details screen open, once a Batch has been approved, click the green button displays Reconcile.
  2. The Reconcile from Payroll form wizard opens, complete the following fields:
  3. Enter a Ref Reconcile Id (required) - this can be any reference number you choose.
  4. File Name (required) - this name will appear in the attachments table to describe the reconcile file
  5. Click Add Attachment to attach the Reconcile Text File discuss in the previous steps.
  6. Click Save.


The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once complete, the user can see the results file under the Reconcile Function.

The Reconcile function may  be done separately from batch processing. It can be done as a single standalone batch or as multiple batches that need to be reconciled.


How to reconcile a Single Batch

  • Click Payroll on the Main Menu.
  • Click Reconcile on the Sub Menu.
  • Search for the file by typing Reconcile Text File into the search filters and then click
  • Click anywhere in the batch row to open the Attachment Details
    • If any entry failed reconciliation, the Results file will display the Reconciliation status and the reason for failure.
    • If entries were successfully reconciled, the results file will list Success as the Reconciliation Status.
    • If all entries were successfully reconciled, the batch status will update to Reconciled. If the amount received (as listed in the reconcile file) matches or exceeds.


How To Reconcile Multiple Payroll Batches

Reconciling from the Reconcile tab allows users to reconcile rollups across multiple batches. 


  1. Create the Reconcile Text File with the steps listed above.
  2. Click Payroll on the Main Menu.
  3. Click Reconcile on the Sub Menu.
  4. Click Actions and then click Upload Text File from the dropdown menu.
  5. The Reconcile file form wizard opens, complete the following fields:
    1. Enter a Ref Reconcile Id (required) - this can be any reference number you choose.
    2. File Name (required) - this name will appear in the attachments table to describe the reconcile file
  6. Click Add Attachment to attach the Reconcile Text File discuss in the previous steps.
  7. Click Save.



Punch Entries

The Punch Entries tab within the Payroll Module lists all entries that are ready to be processed or have already been processed in a Payroll batch. Entries that have been approved and do not violate an authorization max (remaining balance, daily max, weekly max, or monthly max) will appear in this table. Entries include:  

  • Hourly Punch Entries  
  • Residential Program Attendance Entries  
  • Residential Program Absent Entries  
  • Day Program Attendance Entries  
  • Group Service Attendance Entries  
  • Parenting Program Attendance Entries  
  • Parenting Program Absent Entries  
  • Client Transportation Entries  
  • Transportation Entries  
  • Vendor Payment Entries  


New Payroll Batches can be created directly from the Punch Entries function. To do so:  

  1. Use the filters to search for the desired punches and click Search
  2. Select the header checkbox to select all listed entries, or select the checkbox next to each entry that you wish to include in the batch  
  3. Click New Batch to create a New Batch  
  4. Complete the wizard to create a New Batch   
  5. Click Add to Existing Batch to add the selected entries to an existing Pending Payroll Batch  
  6. Click Remove to remove the selected entries from an existing Pending Payroll Batch 
  7. Process the batch as normal

Payroll Entries  

The Payroll Entries function lists all existing Payroll entries. This table is a great way to look up details of individual payroll entries, including status. Payroll Entries in Approved status can be edited by the following steps:

 

  1. Click Payroll on the main menu
  2. Click Payroll Entries on the sub menu
  3. Filter and search to find the entry you would like to edit or override
  4. Click anywhere on the entry to override to open the Payroll Entry Detail screen
  5. Click Actions
  6. Click Edit Entry
    1. On the Edit Entry wizard, you can add an override for the payroll modifier, the payrate, or pay units.
  7. Enter the desired information then click Save.
  8. Click Approve and then Yes to override the entry

The overrides will appear on the entry details page, as well as be applied to the transmit file after the batch is approved.


Previously Paid Entries


The Previously Paid Entries function lists all entries that have been compensated (edited or canceled) after being processed in a payroll batch. This may occur if an error was noticed some time after the payroll process was completed. Previously paid entries also appear on the Punch Entries page, but the Previously Paid Entries function allows a quick way to find specific entries, as well as an easy way to batch compensating and corrected entries together. New Payroll Batches can be created directly from the Previously Paid Entries function. To do so:  

  1. Use the filters to search for the desired punches and click Search
  2. Select the header checkbox to select all listed entries, or select the checkbox next to each entry that you wish to include in the batch  
  3. Click New Batch to create a New Batch  
  4. Complete the wizard to create a New Batch   
  5. Click Add to Existing Batch to add the selected entries to an existing Pending Payroll Batch  
  6. Click Remove to remove the selected entries from an existing Pending Payroll Batch 
  7. Process the batch as normal

Employee

The Employee functions allow users with Payroll Role to quickly search for information they might need regarding employee account information.