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Description: In In this topic you , the user will learn about payroll batch validations . The purpose of this guide is to provide a and the process when an employee accumulates a net-negative amount of hours hours in one payroll batch; thus the employee would owe the , owing the company money. This could happen may occur if an employee over punched overpunched on a previous pay period and the company had to fix correct the error in a later payroll batch. The payroll batch validation will flag these punches and separate them so the user can easily find locate them and rectify the situation. process accordingly.
With payroll batch validation enabled, when a batch is created, the green button used to flow batches reads Validate instead of Process. After a user selects Validate, the batch moves to validated status, and the Process button will be available to continue as usual. This may require an instance-level setting change depending on the organization's configuration.
If payroll batch validation is enabled, the system checks for net-negative punch hours for the payroll batch, prompts the If Payroll Batch Validation is turned on, the system will check if the net total for an employee’s punches is a negative number for one payroll batch. When a user creates a new payroll batch and the entries total a negative number, the system will prompt the user to validate these entries, then move and moves all punches for that employee to into an exception batch. The user can may then process the payroll batch normally.
The user can then remove the net-negative entries from the exception file. The next time payroll is run, the exceptions will be processed. For example is , if a user had 30 entries for the next payroll period and 20 negative entries from the previous batch, then removing the exceptions will process a net of 10 entries in the payroll batch.
If Payroll Batch Validation is turned offpayroll batch validation is disabled, the system will not check for a net-negative balance for a particular payroll batch and no exception batch will be created.
Role Required:Superuser Super User, Payroll Team
Permission Required: N/A
Search
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, View, or Edit a Payroll Batch Validation
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Login to a profile with the appropriate role and/or permission via the DCI website
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Select Settings from the main menu
Log in with appropriate profile
Select Settings from the main menu
Select Payroll from the submenu
Select Payroll Batch Validations from the flyout
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menu
Enter the name or status into the
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filters then click
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The view below will populate with relevant data associated with your search criteria
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To reset the search and show all Payroll Batch Validations, click Reset
Search
Click anywhere in the row of the selected payroll batch validation to view and/or filter events
To enable/disable functionality:
Click Actions
Select Edit
Export Payroll Batch Validations
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Login to a profile with the appropriate role and/or permission via the DCI website
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Select Settings from the main menu
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Payroll Batch Validation from the
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There are two options to export:
Export all Payroll Batch Validations by clicking the ‘Export’ button located beneath the search filters
Use the search criteria referenced in the instructions above to show a group of filtered Payroll Batch Validations, then click the ‘Export’ button located beneath the search filters
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The file will automatically download and save to the ‘Download’ folder on your PC as a CSV file
This file is compatible with Microsoft Excel.
drop-down menu
On the Edit PayRoll Batch Validation form wizard, update the Status field to Active or Inactive.
Click Save and Yes to confirm
Enable/Disable Payroll Batch Validations
Log in with appropriate profile
Select Settings from the main menu
Select Payroll from the submenu
Select Payroll Batch Validations from the flyout
View a Payroll Batch Validation
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Login to a profile with the appropriate role and/or permission via the DCI website
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Select Settings from the main menu
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menu
Click anywhere in the
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Negative Paycheck row
Click Actions
Select Edit Payroll Batch Validation
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This will open the Payroll Batch Validation Details screen where you can view/filter events and enable/disable Payroll Batch Validations
from the drop-down menu
Update the Status field to Active or Inactive
Click Save and Yes to confirm
Export Payroll Batch Validations
Log in with appropriate profile
Select Settings from the main menu
Select Payroll from the submenu
Select Payroll Batch Validations from the flyout menu
Export all payroll batch validations by clicking the Export button or use the filters to refine the search then click Export
The file will automatically download and save to the computer's download folder as a CSV file which is compatible with Excel
Enable/disable Payroll Batch Validations
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Login to a profile with the appropriate role and/or permission via the DCI website
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Select Settings from the main menu
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Choose Payroll from the sub menu then Payroll Batch Validation from the fly out menu
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Click anywhere in the row labeled Negative Total Hours
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Select Actions then Edit Payroll Batch Validation
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Change the status to active or inactive
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Remove/Reprocess Negative Entries
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Select Payroll from the main menu
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Select Batches
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from the
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Locate and open the exception batch
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Select the Checkbox above the negative entries and the Select Remove (as displayed below)
submenu
Use the filters to locate the exception batch and click Search
Click anywhere on the exception batch row to open the batch details page
Click the checkbox on the rows with the negative entries
Click the red Remove button
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The exception batch now have has zero entries, and the status is now has changed from pending to canceled.
The removed entries are now set to an approved status and will be processed in the next payroll batch.*Once Payroll Batch Validation is enabled, when a batch is created, the green button will read Validate instead of Process. After a user selects Validate the batch will then move to validated status and the Process button will be available to continue as usual. This may require a instance level setting change depending on your configuration. Contact your DCI representative to learn more
See the article Payroll Exception Batches in the Help Center for more information.
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