Understanding Time Format Displays Across Screens
The Dashboard and Time screens show hours:minutes format (like 2:04) because it's easier to read. But when you prepare payroll, you'll see the same time in decimal format (2.07). Both show the same amount of time, just displayed differently, and you will always use the decimal format.
On the Dashboard and Time screens: 2:04 (2 hours and 4 minutes)
On Payroll prep screens: 2.07 (the same time in decimal hours)
Review Time Cards in Advance
Get ahead of the payroll rush - you can prepare time cards anytime during the pay period. Since time cards update in real-time, you can review and correct them at your convenience before the final processing. Why not daily?
Check out this article that explains company overtime settings and people's pay rates - Before Closing Your First Pay Period.
Correct all Time Cards: Go to Time > and click the first Open pay period.
Review the issue tiles:
Red timecard tiles are critical issues and MUST be fixed before payroll hours are processed.
Yellow timecard tiles can be cleared (or not) but won't delay payroll.
Preview Pay Code Overrides
You can easily pay people different rates based on their work. For example, someone may get a pay bump for working weekends or security guards may get paid more for jobs that require them to be armed. You can handle these scenarios in Pro with Pay Codes.
To streamline your payroll process, Pro provides a quick visual method to preview shifts with pay code overrides before batching. The Schedule and Time screens have a round gray icon in the bottom left corner of the shift cell when it has a pay code override. This preview icon prevents you from having to look through every time card for pay code overrides. Simply click into the cell to review which pay code was applied.
Let's Prepare Payroll!
There are four steps to prepare the payroll hours for your payroll import: approve, batch, export, and close. Let's get started.
1 - Approve Payroll
Click the Prepare Payroll button on the Time screen. The Payroll Summary window opens, and the Approve Payroll tab lists everyone with time cards.
Review everything about this payroll:
a. Review the Pay Profile setting (2nd col), especially if you have contractors.
b. Check that the pay Rates are correct.
c. Select the employees > click Approve Selected.
c. Admins can Lock/Unlock this pay period from further edits or deletions.
Tip: Sort by clicking column headers
Note: Early payroll can ONLY be done for terminated employees.
2 - Create a Payroll Batch
Approved employees go to the Payroll Batch tab for further processing. Click the Payroll Batch tab.
Batch all employees for this pay period, create a batch to pay terminated employees early, or group employees and contractors separately.
a. Select employees and ‘arrow < >’ to move to the Create Batch side
b. Click the double arrows to move all employees
c. Click Create Batch to complete
Note: Select an employee and click Unapprove to reverse them out of batching.
3 - Export
Select from the options to Export the batch. The export file will download to your downloads folder. The batches are moved to the Payroll Batch History for this pay cycle.
Tip: Click on a Payroll Batch History row to see the employees in that batch
Note: If the batch is deleted, the employees return to the approved employees’ section, ready to be batched again.
4 - Close the Payroll Period
Close your payroll, and you're done!
Key Things to Know About Closed Periods
The system will auto-close pay periods if you don't close them. The system will allow a max of 4 open Payroll Periods.
When the pay period is Closed without exporting, the batch is marked Pending. Any Pending batches can still be Exported.
All time cards in Closed Pay periods are locked from any changes - including pay rates.
Batches in Closed pay periods cannot be deleted. In the future, we will have an Adjustment process.
Take a look at this article before closing your first pay period.
That is all there is to it! Congratulations!
Check out our Help Center for answers to other common questions. 😊