Description: In this topic you will learn about payroll batch validations. The purpose of this guide is to provide a process when an employee accumulates a net-negative amount of hours hours in one payroll batch; thus the employee would owe the company money. This could happen if an employee over punched on a previous pay period and the company had to fix the error in a later payroll batch. The payroll batch validation will flag these punches and separate them so the user can easily find them and rectify the situation.
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 all punches for that employee to an exception batch. The user can 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 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 off, the system will not check for a negative balance for a particular payroll batch and no exception batch will be created.
Role Required: Superuser, Payroll
Permission Required: N/A
Search for a Payroll Batch Validation
Login to a profile with the appropriate role and/or permission via the DCI website
Select Settings from the main menu
Choose Payroll from the sub menu then Payroll Batch Validation from the fly out menu
Enter the name or status into the search fields then click ‘Search’
The view below will populate with relevant data associated with your search criteria
To reset the search and show all Payroll Batch Validations, click Reset
Export Payroll Batch Validations
Login to a profile with the appropriate role and/or permission via the DCI website
Select Settings from the main menu
Choose Payroll from the sub menu then Payroll Batch Validation from the fly out menu
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
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.
View a Payroll Batch Validation
Login to a profile with the appropriate role and/or permission via the DCI website
Select Settings from the main menu
Choose Payroll from the sub menu then Payroll Batch Validation from the fly out menu
Click anywhere in the row to select a particular Payroll Batch Validation
This will open the Payroll Batch Validation Details screen where you can view/filter events and enable/disable Payroll Batch Validations
Enable/disable Payroll Batch Validations
Login to a profile with the appropriate role and/or permission via the DCI website
Select Settings from the main menu
Choose Payroll from the sub menu then Payroll Batch Validation from the fly out menu
Click anywhere in the row labeled Negative Total Hours
Select Actions then Edit Payroll Batch Validation
Change the status to active or inactive
Click Save then select Yes on the confirmation window
Remove/Reprocess Negative Entries
Select the Payroll tab from the main menu
Select the Batches tab from the sub menu
Locate and open the exception batch
Select the Checkbox above the negative entries and the Select Remove (as displayed below)
The exception batch now have zero entries and the status is now 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.
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