Payroll Batches

Form ID: (PR301000)

On this form, the various collected payroll data is brought for pay run processing in batch mode. By using batches, you have greater flexibility in processing pay runs, and multiple users can work on the same payroll pay period data simultaneously. The batch will create one paycheck for each employee selected in the batch.

In order to create a payroll batch, you can use this form to extract the payroll transaction data from various sources, such as time activities, time cards, sales commissions, and employee default setup. You can also import data from a file or manually enter the data.

To you use quick pay process for the regular, holiday, and commission earning types you need to configure corresponding earning types on the Payroll Preferences (PR101000) form.

If an employee already has a regular paycheck for the selected pay period, you will not be able to add this employee to the batch.

By using this form, you can do the following:

Capture payroll earnings units (hours or piecework) or amounts (bonuses or commissions) for the current pay run.
Review, edit, and enter earnings data through the Earning tab. Earnings data displayed on this form includes gross pay amounts that are either captured (for bonuses or commissions) or calculated based on the employee’s predefined rates multiplied by the number of units and hours.
Activate or deactivate deduction and benefit codes, overtime rules to be applied to the paycheck.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Release	Releases the batch to create the paycheck for the selected employees.

Summary Area

You use the elements in the Summary area to specify payroll data for payroll batches.


Element	Description
Batch ID	The unique identifier for this payroll batch. This number may be automatically generated by the system based on the settings specified on the Payroll Preferences (PR101000) form. Batches may contain any number of employees for a pay group and pay period.
Status	The current status of the batch, which can be one of the following: On Hold: The document is a draft. This is the default status of a new batch, which also has the Hold check box selected. If you clear the Hold check box when you finish editing the batch details, the status changes to Balanced. Balanced: The batch is assigned this status when it is taken off hold if no additional processing is required. Open: The batch has been released and the paychecks are created but not released yet. Closed: All the paychecks included in the payroll batch have been released.
Hold	A check box that indicates (if selected) that the document is a draft. A document with the On Hold status may be edited and cannot be released.
Payroll Type	The type of the pay run, which can be Regular or Special. The Regular type represents a normal, scheduled pay run as previously defined on the Pay Groups (PR101020) form, while the Special type is used for unscheduled pay run processing, such as for bonus checks.
Pay Group	The pay group, which is a filter for the list of employees available for selection and the source of default settings for the pay period.
Pay Period	The pay period for which data is collected.
Period Start	Read only. The starting date of the transaction date range, which is the equivalent of the pay period range for the specific pay group is selected.
Period End	Read only. The ending date of the transaction date range.
Transaction Date	Read only. The date of the batch.
Description	The description of the batch.
Number of Employees	Read only. The number of employees included in the batch.
Total Hour Qty	The total of the hours in the payroll batch. This is the total until the batch is released. If subsequent changes are made to the transactions during pay run processing, those changes are not reflected here and in the Total Earnings box below.
Total Earnings	The total amount of earnings for the payroll batch.

Employee Tab

Once a pay group and pay period are selected, you add employees by clicking the Add Employees button on the table toolbar.

You can review and modify earning details for each employee by clicking the Employee Earning Details button on the table toolbar.

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Table 1. Table Buttons
Button	Description
Add Employees	Opens the Add Employees dialog box that you use to form the list of employees.
Employee Earning Details	Opens the Employee Earning Details dialog box that you use to review and modify earning details for each employee.

Table 2. Table Columns
Column	Description
Employee	The unique identifier of the employee.
Employee Name	The first and last name of the employee.
Hours	The total number of hours the employee worked during the pay period.
Rate	The weighted average rate the employee for the pay period.
Amount	The amount to be paid to the employee for the pay period.
Paycheck Ref	The paycheck reference number that was created when the payroll batch has been released. Click the link to review the paycheck details.

Add Employees Dialog Box

You use the settings in the dialog box to form the list of employees.


Element	Description
Employee Class	The employee class, which is a filter for the list of employees available for selection.
Employee Type	Filter the employees displayed according to the employee type selected. If the employee is of type salaried (exempt and non-exempt), the earning will be average over the year to receive the same salary every pay period in one earning line (except for weekly and biweekly where all the earning lines will be created). If the employee is of type hourly or piecework, one earning line per day will be created based on the working calendar of the employee
Pre-Populate with Employee Defaults (Quick Pay)	A check box that indicates (if selected) that all default employee hours are to be preloaded, which may then be supplemented with or overridden by the other selections. The operation uses the settings specified on the Payroll Preferences (PR101000) form to create the earning details. The number of hours will be based on the work calendar selected on the Employees (EP203000) form and the system applies the highest rate available on the Compensation tab of the Employee Payroll Settings (PR203000) form or on the Labor Rates (PM209900) form
Time Activities (will override defaults as applicable)	A check box that indicates (if selected) that employee time activities are to be brought into the batch. If used in conjunction with the quick pay functionality, the time activity data is used only to supplement or override the default employee data. This check box appears only if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form.
Sales Commissions	A check box that indicates (if selected) that the batch should capture sales commission amounts due for any salesperson that is set up as an employee.
Included	A check box that indicates (if selected) that the employee is to be included in the batch.
Employee ID	The unique identifier of the employee.
Employee Name	The full name of the employee.
Class ID	The unique identifier of the employee class.
Employee Type	The employee type as defined on the Employee Payroll Settings form.
Position	The current position the employee holds in the company
Department	The current department the employee is appointed to.
This dialog box has the following buttons
Add	Adds the selected employees to the Employee tab.
Add & Close	Adds the selected employees to the Employee tab and closes the dialog box.
Close	Closes the dialog box without adding any employees.

Employee Earning Details Dialog Box

You use the settings in the dialog box to review and modify earning details for each employee.

Table 3. Summary Area
Element	Description
Employee	The identifier of the employee.
Employee Type	The type of employee employment, which determines the way the employee is compensated. The following options are available: Salaried Exempt: The employee is compensated based on their salary. Overtime hours are not allowed for this type of employee. Salaried Non-Exempt: The employee is compensated based on their salary, with overtime hours paid additionally. Hourly: The employee is paid based on an hourly rate for the hours worked. Other: The employee is compensated based on some other factor (for example, for each item produced).
Hours	The total number of hours.
Amount	The total amount.

Table 4. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Copy Selected Entry	Creates a copy of the selected earning detail line, which you can edit if necessary.

Table 5. Table Columns
Column	Description
Branch	The unique identifier of the company branch.
Date	The date of the transaction.
Code	The earning type code. If you insert overtime hours for a salaried exempt employee, an error message will be displayed until you delete the overtime record or change the employee type.
Description	The description of the earning type code.
Location	The identifier of the work location. By default, the system inserts the default work location specified for the employee on the Employee Payroll Settings (PR203000) form or, if a project is specified for this earning line, the work location specified for the project in the Payroll Work Location box on the Projects (PM301000) form.
Hours	The number of earned hours.
Units	The quantity of units (pieces) worked.
Unit Type	The unit of measure for the time entry, which can be one of the following: Hour: For all earnings paid by the hour Miscellaneous: For other earnings
Rate	The rate to be multiplied by the units (or pieces, depending on the selected unit type) and any additional factors to determine the gross pay.
Manual Rate	A check box that indicates (if selected) that the rate is specified manually.
Amount	The amount for the line, which is calculated as the number of units or pieces multiplied by the rate.
Account	The earnings account associated with the selected earning type.
Subaccount	The corresponding subaccount. This column is available only if the Subaccounts feature (under the Advanced Financials group of features) is enabled on the Enable/Disable Features (CS100000) form.
Project	The identifier of the associated project. This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.
Project Task	The identifier of the project task. This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.
Certified Job	A check box that indicates (if selected) that the specified project is certified. That is, the Certified Job check box is selected for the project on the Summary tab of the Projects (PM301000) form. This column is available only if the Construction feature is enabled on the Enable/Disable Features form.
Cost Code	The identifier of the applied cost code, if any. This column is available only if the Cost Codes feature (under the Projects group of features) is enabled on the Enable/Disable Features form.
Union Local	The identifier of the union local, if any. The union local may change the rate applied to the earning type.
Labor Item	The identifier of the labor item, if any. The labor item may change the rate applied to the earning type.
WCC Code	The identifier of the WCC code applied, if any.
Shift Code	The work shift during which the activity was performed. This column appears only if the Shift Differential feature (under the Time Management group of features) is enabled on the Enable/Disable Features form.
This dialog box has the following button
OK	Saves changes to the earning details and closes the dialog box.

Earning Tab

On this tab, earning details are displayed for each employee included in the payroll batch.

By using this tab, you can review, edit, remove, or enter earning records directly to the payroll batch. You can also add an employee to the payroll batch; this employee will also be added to the list on the Employee tab of the form. You can add only an employee that belongs to the selected pay group and has no paycheck created for the selected pay period.

By using the Import Time Activities button, you can add to the batch the released time activities that are available for the employees included in the batch and that belong to the pay period. In an imported record, you can edit the number of hours, the branch, the location, the account and subaccount, and the rate of an earning detail record that is linked with a time activity, but the information on the time activity will not be updated as a result. The system allows importing time activities with negative time specified but you cannot release batches with negative time activities. If an earning record with zero hours is linked with a time activity, it is included in the payroll batch as well. If you delete an earning record that is associated with a time activity, the time activity becomes available for import again.

By using the Load Records from File button on the table toolbar, you can import earned hours from an Excel spreadsheet. Only records related to employees who belong to the selected pay group and records whose date is within the specified pay period can be imported. For more information, see Payroll Batches: General Information.

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Table 6. Table Buttons
Button	Description
Copy Selected Entry	Creates a copy of the selected earning detail line, which you can edit if necessary.
Import Time Activities	Opens the Import Time Activities dialog box that you can use to select and import into the batch the released time activities that are available for the employees included in the batch and that belong to the pay period. This button appears only if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form.

Table 7. Table Columns
Column	Description
Employee	The employee identifier.
Employee Name	The employee name.
Branch	The unique identifier of the company branch.
Date	The date of the transaction.
Code	The earning type code. If you insert overtime hours for a salaried exempt employee or import time activities that include overtime hours for such an employee, an error message will be displayed until you delete the overtime record or change the employee type.
Description	The description of the earning type code.
Location	The identifier of the work location. By default, the system inserts the default work location specified for the employee on the Employee Payroll Settings (PR203000) form or, if a project is specified for this earning line, the work location specified for the project in the Payroll Work Location box on the Projects (PM301000) form.
Hours	The number of earned hours.
Units	The quantity of units (pieces) worked.
Unit Type	The unit of measure for the time entry, which can be one of the following: Hour: For all earnings paid by the hour Miscellaneous: For other earnings
Rate	The rate to be multiplied by the units (or pieces, depending on the selected unit type) and any additional factors to determine the gross pay.
Manual Rate	A check box that indicates (if selected) that the rate is specified manually.
Amount	The amount for the line, which is calculated as the number of units or pieces multiplied by the rate.
Account	The earnings account associated with the selected earning type.
Subaccount	The corresponding subaccount. This column is available only if the Subaccounts feature (under the Advanced Financials group of features) is enabled on the Enable/Disable Features (CS100000) form.
Project	The identifier of the associated project. This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.
Project Task	The identifier of the project task. This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.
Certified Job	A check box that indicates (if selected) that the specified project is certified. That is, the Certified Job check box is selected for the project on the Summary tab of the Projects (PM301000) form. This column is available only if the Construction feature is enabled on the Enable/Disable Features form.
Cost Code	The identifier of the applied cost code, if any. This column is available only if the Cost Codes feature (under the Projects group of features) is enabled on the Enable/Disable Features form.
Union Local	The identifier of the union local, if any. The union local may change the rate applied to the earning type.
Labor Item	The identifier of the labor item, if any. The labor item may change the rate applied to the earning type.
WCC Code	The identifier of the WCC code applied, if any.
Shift Code	The work shift during which the activity was performed. By default, the system inserts the shift code specified in the Shift Code box in the Employee Settings section on the General Info tab of the Employees (EP203000) form. This column appears only if the Shift Differential feature (under the Time Management group of features) is enabled on the Enable/Disable Features form.
Record ID	The system identifier of the record that the system uses during the import of records from a file to determine if a record with the similar identifier is included in the file and, if applicable, whether it should be imported or bypassed.

Import Time Activities Dialog Box

You use this dialog box to select and import into the batch the released time activities that are available for the employees included in the batch and that belong to the pay period.

Table 8. Summary Area
Element	Description
Show Imported Activities	A check box that indicates (if selected) that the time activities that have already been added to the payroll batch are listed in the table. Also, a warning is displayed next to each already imported activity.

Table 9. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Toggle Selected	Selects or clears the check boxes in the Selected column for all the time activities in the table that have not been imported yet.

Table 10. Table Columns
Column	Description
Selected	A check box that indicates (if selected) that the time activity is to be added to the table on the Earning tab of the form when you click Add or Add and Close at the bottom of the dialog box.
Employee ID	The identifier of the employee to whom the time activity in this row belongs.
Employee Name	The display name of the employee.
Branch ID	The identifier of the branch to which the employee belongs.
Date	The date of the time activity.
Time Spent	The time that the employee spent on the activity.
Earning Type	The type of the work time that the employee spent on the activity.
Project	The project associated with the time activity. This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Project Task	The project task associated with the time activity. This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.
Certified Job	A check box that indicates (if selected) that the specified project is certified. That is, the Certified Job check box is selected for the project on the Summary tab of the Projects (PM301000) form. This column is available only if the Construction feature is enabled on the Enable/Disable Features form.
Labor Item	The identifier of the labor item.
Cost Code	The identifier of the applied cost code. This column is available only if the Cost Codes feature (under the Projects group of features) is enabled on the Enable/Disable Features form.
WCC Code	The identifier of the applied WCC code.

Table 11. Dialog Box Buttons
Button	Description
Add	Adds the selected time activities to the table on the Earning tab.
Add and Close	Adds the selected time activities to the table on the Earning tab and closes the dialog box.
Cancel	Discards the changes made in the dialog box and closes the dialog box.

Deductions and Benefits Tab

You use the settings in the table to activate or deactivate deduction and benefit codes applied to the batch.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 12. Table Columns
Column	Description
Enabled	A check box that indicates (if selected) that the code is applied to the batch.
Deduction Code	A deduction or benefit code. You use the Deduction and Benefit Codes (PR101060) form to create codes.
Description	A description of the code as defined on the Deduction and Benefit Codes (PR101060) form.
Contribution Type	A contribution type of the code as defined on the Deduction and Benefit Codes (PR101060) form.
Deduction Calculation Method	The method used for determining the deduction amount which can be one of the following: Fixed Amount: The deduction uses the amount specified in the Amount box below. Percent of Gross: The deduction is calculated by multiplying the gross wages (the total of all earning types that contribute to gross wages) by the percentage specified in the Percent box below. Percent of Net: The deduction is calculated by multiplying the net wages (the total of all earning types that contribute to net wages) by the percentage specified in the Percent box below. Amount per Unit: The deduction is calculated by multiplying the total units for all earning types (typically hours, but could be piecework, miles, or another unit) by the amount specified in the Amount box below.
Deduction Amount	The deduction amount if the calculation method is set to either Fixed Amount or Amount per Unit.
Deduction Percent	The percentage used if the calculation method is set to either Percent of Gross or Percent of Net.
Benefit Calculation Method	The method used for determining the benefit amount which can be one of the following: Fixed Amount: The deduction uses the amount specified in the Amount box below. Percent of Gross: The deduction is calculated by multiplying the gross wages (the total of all earning types that contribute to gross wages) by the percentage specified in the Percent box below. Percent of Net: The deduction is calculated by multiplying the net wages (the total of all earning types that contribute to net wages) by the percentage specified in the Percent box below. Amount per Unit: The deduction is calculated by multiplying the total units for all earning types (typically hours, but could be piecework, miles, or another unit) by the amount specified in the Amount box below.
Benefit Amount	The benefit amount if the calculation method is set to either Fixed Amount or Amount per Unit.
Benefit Percent	The percentage used if the calculation method is set to either Percent of Gross or Percent of Net.
Garnishment	A read-only check box that indicates (if selected) that the elements in the Garnishment Details dialog box are available for entry and maintenance when this line is selected in the table.

Overtime Rules Tab

You use this tab to review the details for a particular overtime rule and deactivate or activate a rule.

Table 13. Summary Area
Element	Description
Apply Overtime Rules for the Document	A check box that indicates (if selected) that the system applies the set of overtime rules in the table.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 14. Table Columns
Column	Description
Active	A check box that indicates (if selected) that this rule is available for application to a pay check.
Overtime Rule	The unique identifier of the rule.
Description	The description of this rule.
Disbursing Earning Type	An earning type code to be used for additional hours created according to the overtime rule. Only earning codes for which the Overtime check box is selected on the Earning Type Codes (PR102000) are available for selection.
Multiplier	Read only. A numeric value that is multiplied by the employee's standard pay rate in order to determine the final pay rate as defined for the selected disbursing earning type.
Type	Defines basis on which the rule is converts hours to overtime hours. The following options are available: Daily and Weekly.
Day of Week	The day of a week when the rule applies, if the Daily option is selected in the Type column.
Threshold for Overtime (Hours)	The number of hours after which the system starts converting hours to overtime hours.
State	The state associated with the rule.
Union Local	The union associated with the rule.
Project	The project associated with the rule.