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Permissions Required:  N/A

Overview 

The payroll module allows users with the 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 documentation needed to send to funding sources for payment. 

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• 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 details
• Reconcile: Reconcile payroll batches

Create New Batch 

The Batches function is the landing page for the payroll module. The table will list all batches in the system. Use the filters to search for a particular batch. Batches can be created from either the Batches page or the Punch Entries page.  

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The batch is now submitted, and the system shows the batch details page. The batch is in pending status and must be validated. Process as normal.

Create New Batch by Punch Entries

The Punch Entries submenu 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:  

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The batch is now submitted, and the system shows the batch details page. The batch is in pending status and must be validated. Process as normal.

Create New Batch by External File

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

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The batch is now submitted, and the system shows the batch details page. The batch is in pending status and must be validated. Process as normal.

Add Entries to Existing Batch

To add entries to an existing batch from the Punch Entries page:

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The batch is now submitted, and the system shows the batch details page. The batch is in pending status and must be validated. Process as normal.

Remove Entries from Existing Batch

Entries can be removed from an existing batch before the batch is processed:

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The entry is now removed but 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:

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The batch is now split creating two batches in pending status. Continue processing the split batches as normal.

Merge Two Batches

To merge existing batches from the batches page:

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The batches are now merged. Continue processing the batch as normal.

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 the organization 
• Green button: The label will change depending on the batch status 
• 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 the credit total)   
  • of Employees/Vendors: Total number of employees/vendors who have entries in the batch 
  • Units: Unit type 
• Tabs: Entries, Notes, Attachments, Events, Custom Fields, History

Payroll Override

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

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

Batch Processing

To process a batch, simply click the green button. The button will change names as it completes the process. When it is greyed out, the process is running, and the batch is not ready for the next step. Refresh the browser to update the status.

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Batch processing is now complete. While on the batch details page, edit or override entries as necessary that have just been processed.

Download Raw Payroll Dump File 

If on the final step of processing a batch and have the batch details page open:

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1. Select Payroll from the main menu
2. Select Batches from the submenu
3. Use filters to locate the batch and click Search
4. Click anywhere in the batch row to open the batch details page
5. When a batch has been approved, the green Reconcile button displays, and the batch details status is Transmitted
6. Scroll down the page to click the Attachments tab
7. Locate the file that begins with RawPayrollDump
   1. Following the name is an underscore followed by numbers to create a unique identifier for each Raw Payroll Dump file
8. Click the Download drop-down and select CSV as the file type
9. Click the blue Download Arrow Icon to start the download
10. Click the downloaded file to open the RawPayrollDump in Excel

Edit/Override Batch Entry 

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

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

Payroll Entries  

The Payroll Entries submenu tab 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 submenu
3. Filter and search to find the entry to edit
4. Click anywhere on the entry to open the Payroll Entry Detail page
5. Click Actions
6. Select Edit Entry from the drop-down menu
7. Edit as needed
8. Click Save and Yes to confirm

The edits will appear on the entry details page and will be applied to the transmit file after the batch is approved.

Reconcile

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

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• If entries were successfully reconciled, 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.

Create Reconcile Text File

Open Excel and create a file with the following column headers:

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*Please note: The headers must be spelled exactly as listed above and in the same sequence as listed above or there will be an error when trying to import the text file.

Reconcile a Single Batch

If on the final step of processing a batch and have the batch details page open:

1. On an approved batch, click the green Reconcile
2. Complete the Reconcile from Payroll form wizard
   1. Enter a Ref Reconcile Id (required)– Choose any reference number
   2. File Name (required)– Name that will appear in the attachments tab describing the reconcile file
   3. Click Add Attachment to attach the reconcile text file discussed in the previous steps
   4. Click Save

Reconcile Multiple Batches

Reconciling from the Reconcile submenu allows users to reconcile rollups across multiple batches:

1. Create the Reconcile Text File using the steps above
2. Select Payroll from the main menu
3. Select Reconcile from the submenu
4. From the attachments table, select one or more files to reconcile
5. Click Actions
6. Select Upload File from the drop-down menu
   1. The reconciliation file will include the entries from selected batches
   2. Enter a Ref Reconcile Id (required)– Choose any reference number
   3. File Name (required)- Name that will appear in the attachments tab describing the reconcile file
   4. Click Add Attachment to attach the reconcile text file discussed in the previous steps
   5. Click Save and Yes to confirm

Review Reconciled Batches

1. Select Payroll from the main menu
2. Select Reconcile from the submenu
3. Search for the file by typing reconcile text file name into the search filters and clicking Search
4. Click anywhere on the row in the attachments table to the open results file
5. In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.
6. Open the downloaded TXT file
7. Review results file
   1. The first row is headers
   2. Subsequent rows are results for each line on payroll reconcile file
   3. Each row will state Failure or Success at the end of the row (see ReconcileStatus header)
      1. Failures will include a failure reason (see Reconcile Reason header)

Exception Batches

DCI runs payroll validations after the green Validate button is clicked on a pending payroll batch. DCI has the functionality to enable Negative Paycheck Validation, which will check to see if any employee will receive a negative paycheck. The validation checks to see if any employee has a net negative number of hours or miles. Either condition is referred to as an exception.

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After an exceptions batch is processed, the new negative entries will move to a status of approved, and the original entries will remain in a status of processed. The batch status will show transmitted, and the processing of the exceptions batch is complete.

Previously Paid Entries

The Previously Paid Entries submenu tab 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 after the payroll process was completed. Previously paid entries also appear on the Punch Entries page, but the Previously Paid Entries area provides 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 area:  

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 to include in the batch 
3. Click New Batch
4. Enter batch name (required) and description (optional)
5. Click Next
6. Review batch summary
7. Click Save and Yes to confirm
8. Process the batch as normal

Employees

The Employees submenu tab allows users with the payroll role to quickly search for information regarding employee account information.  

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