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Description:   In this guide, the user will learn about the Payroll Module.

Roles Required: SuperuserSuper User, Payroll Team

Permissions Required:  N/A

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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

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a Quick Batch

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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:  

  • Hourly Employee 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  
  • Reimbursement Entries
  • Vendor Payment Entries  

Quick payroll batches can be created New payroll batches can be created directly from the Punch Entries page:  

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Click Punch Entries on the submenu 
  4. Select the header check box to select all listed entries, or select the check box next to each entry to include in the batch  
  5. Click New Click Quick Batch
  6. Enter a name for the batch (required) and a description (optional)
  7. Click Next
  8. Review the entries and click Save

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

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Punch Entries

The Punch Entries submenu tab within the payroll module lists all entries that are ready to be processed. Entries that have been approved will appear in this table. Entries include:  

  • Employee Punch Entries  
  • Reimbursement Entries
  • Vendor Payment Entries  


New payroll batches can be created directly from the Punch Entries page:  

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

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Click Batches on the submenu
  4. Click Actions
  5. Select New Payroll Batch from the drop-down menu
  6. Punch Entries on the submenu 
  7. Select the header check box to select all listed entries, or select the check box next to each entry to include in the batch  
  8. Click New Batch
  9. Enter a name for the batch Add batch name (required) and a description (optional)
  10. Click Add From File
  11. Click Upload tab delimited TXT file and locate the .txt file to upload
  12. Click Open
  13. Click Next
  14. Review batch summary
  15. Next
  16. Review the entries and click SaveClick Save and Yes to confirm

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

Add Entries to Existing Batch

Create New Batch by External File

To create a new batch from an external file on the Batches To add entries to an existing batch from the Punch Entries page:

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Click Punch Entries Batches on the submenu
  4. Click the check box next to the entries to add
  5. Click Add to Existing Batch
  6. Actions
  7. Select New Payroll Batch from the drop-down menu
  8. Add batch name (required) and description (optional)
  9. Click Add From File (see example file headers below)
  10. Click Upload tab delimited TXT file and locate the .txt file to upload
  11. Click Open
  12. Click Next
  13. Review batch summarySelect the batch to add the entries to
  14. Click Save and Yes to confirm

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:

Example file headers: 

Field # 

Field  

Type 

Description 

Required 

Comments 

1 

EntryId 

Integer 

Unique identifier for the entry or entries. 

Yes 

Should be an existing Id of a punch entry. 

Add Entries to Existing Batch

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

  1. Log in to Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Create a batch and follow the steps to arrive at the Process Batch page
  4. Before processing, scroll down to the bottom of the page to review the entries.Click Punch Entries on the submenu
  5. Click the checkbox check box next to the entries to removeadd
  6. Click Add to Existing Batch
  7. Select the batch to add the entries to
  8. Click Save and Yes to Remove and Yes to confirm

The entry batch is now removed but is available for processing for future batches. Continue processing the batch submitted, and the system shows the batch details page. The batch is in pending status and must be validated. Process as normal.

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Remove Entries from Existing Batch

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

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Create a batch and follow the steps to arrive at the Process Batch page
  4. Before processing, scroll down to the bottom of the page to review the entries.
  5. Click the checkbox next to the entries to splitremove
  6. Click Split Remove and Yes to confirm

The batch entry is now split creating two batches in pending statusremoved but is available for processing for future batches. Continue processing the split batches batch as normal.

Split Batch

Merge Two Batches

To merge existing batches from the batches pageBatches can be split from an existing batch before the batch is processed:

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Locate one of the batches to merge in the Batches table by using the Search functionality or by scrolling
    1. The batches to be merged must be in a pending status. If already processed, they can no longer be merged.
  4. Click anywhere in the pending batch row to open the batch details page
  5. Click Merge
  6. Enter a name for the batch
  7. Enter a batch description (optional)
  8. Select the batch from the list to merge
  9. Click Save and Yes to confirm

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:

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Click Payroll Entries on the submenu
  4. Search for the payroll entry to override
  5. Click anywhere in the row to open the entry details
  6. Click Actions
  7. Select Edit Entry from the drop-down menu
  8. Update with the override information
  9. Click Save and Yes to confirm

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

Batch Processing - Manual

  1. Create a batch and follow the steps to arrive at the Process Batch page
  2. Before processing, scroll down to the bottom of the page to review the entries.
  3. Click the checkbox next to the entries to split
  4. Click Split and Yes to confirm

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:

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Locate one of the batches to merge in the Batches table by using the Search functionality or by scrolling
    1. The batches to be merged must be in a pending status. If already processed, they can no longer be merged.
  4. Click anywhere in the pending batch row to open the batch details page
  5. Click Merge
  6. Enter a name for the batch
  7. Enter a batch description (optional)
  8. Select the batch from the list to merge
  9. Click Save and Yes to confirm

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 
    • No. of Credit Entries: Total number of positive entries 
    • No. 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)   
    • No. 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:

  1. Log in to DCI with an appropriate profile
  2. Click Payroll on the main menu
  3. Click Payroll Entries on the submenu
  4. Search for the payroll entry to override
  5. Click anywhere in the row to open the entry details
  6. Click Actions
  7. Select Edit Entry from the drop-down menu
  8. Update with the override information
  9. Click Save and Yes to confirm

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

Batch Processing - Manual

  1. The batch starts in Pending status 
    1. If negative paycheck validation is Active the first step will be Validate. Proceed to step 4. If negative paycheck validation is Inactive the first process will be Process. Proceed to step 5.
  2. When the batch in Pending or Validated status the user can review, remove entries, add entries, merge the batch, or split the batch. 

  3. During the payroll batch steps Validate, Process and Approve the button will be greyed out while processing. Proceed with other tasks within DCI while the payroll batch step runs.

    1. If messages templates Processed or Approved are Active, the user will receive a message and optionally a notification, when the step is completed OR

    2. Refresh the browser to update the batch processing status

  4. Click Validate button then Yes to start validation process. This process includes the following status:
    1. Validate InProcess
    2. Validate Process Started
    3. Validate
  5. Click Process buttonthen Yes to process batch. This process includes the following status: 
    1. InProcess
    2. Process Started
    3. Processed
  6. Click Approve buttonthen Yes to proceed with processing. This process includes the following status: 
    1. Approved InProcess
    2. Approved Process Started
    3. Approved

  7. When the payroll batch processing is complete the status changes to Transmitted

  8. Batch processing is now complete, proceed to the Reconcile step if needed

Batch Processing - Automation

*Batch automation is an instance-level setting. Please submit a support ticket to enable the feature.

  1. If negative paycheck validation is Active, The batch starts in Pending status If negative paycheck validation is Active the first step will be Validate. Proceed to step 2. If negative paycheck validation is Inactive the first process will be Process. Proceed to step 3.
  2. When the batch in Pending or Validated status the user can review, remove entries, add entries, merge the batch, or split the batch. 
  3. 4. If negative paycheck validation is Inactive the first process will be Process. Proceed to step 5.
  4. Click Validate then Yes to confirm batch when prompted
    1. The alert window will populate asking "Would you like the system to automatically process and approve this batch when validation is complete?"
      1. Click Yes to start the payroll batch automation
      2. Click No to decline the payroll batch automation process and proceed manually
  5. Click Process then Yes to process batch when prompted
    1. The alert window will populate asking "Would you like the system to automatically approve this batch when processing is complete?"
      1. Click Yes to start the payroll batch automation
      2. Click No to decline the payroll batch automation process and proceed manually
  6. The payroll batch automation will automatically run through the steps Validate, Process and Approve if automation was selected
    7. During the payroll batch steps Validate, Process and Approve the button will be greyed out while processing
  7. . Proceed with other tasks within DCI while
    8. the
  8. payroll batch
    9. step
  9. automation runs.
    1. If messages templates Processed or Approved are Active, the user will receive a message and optionally a notification, when the step is completed OR
    2. Refresh
    10.  the browser to update the batch processing status
  10. Click Validate button then Yes to start validation process. This process includes the following status, 
    1. Validate InProcess
    2. Validate Process Started
    3. Validate
    11. Click Process buttonthen Yes to process batch. This process includes the following status, 
    1. InProcess
    2. Process Started
    3. Processed
    Click Approve buttonthen Yes to proceed with processing. This process includes the following status, 
    1. Approved InProcess
    2. Approved Process Started
    3. Approved

  11. When the payroll batch processing is complete the status changes to Transmitted

    1. the browser to update the batch processing status
  13. When the payroll batch automation is complete, the status changes to Transmitted
  14. Batch processing is now complete, proceed to the Reconcile step if needed
  15. Optionally, view the payroll batch automation decision details on the batch details page by clicking the events tab
    1. Subject column - Batch Automation Confirmed or Batch Automation Declined
    2. Added By column - The name of the user who made the decision
    16. Batch processing is now complete, proceed to the Reconcile step if needed

Download Raw Payroll Dump File 

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