Monday, September 10, 2018

Paycheck of a Newly Created Employee Record Does Not Capture All TimeEntries Created from Time Tracking


Paycheck does not capture all time entries for a newly - created employee record using Wage Compensation type

6 1 Employee record has been properly set up for payroll processing (all mandatory fields are filled out e.g. Social Security Number, Home Address, Pay Frequency, Include in US Payroll) 
6 1 Compensation type is Wage
6 1 Payroll item used is Earning : Wage 
6 1 There has been no payroll transaction processed yet for the employee 
6 1 All time entries entered for the period have been approved 
6 1 Payroll is processed through Create Payroll Screen (using classic interface : Transactions > Employees > Create Payroll) 

The system considers the last paid date (if none, the hire date) found on the payroll tab of the employee record when processing paychecks through the create payroll screen. 

1. Compare the Last Paid Date, Hire Date and the dates of the time entries.
a. On the payroll tab of the employee record, take note of the Last Paid Date. If the Last Paid Date is incorrect, click the Edit button and change the Last Paid Date information. Hit Save
b. On the human resources tab of the employee record, take note of the Hire Date. If the Hire Date is incorrect, click the Edit button and change the Hire Date information. Hit Save.
c. Navigate to the Create Payroll Screen, select pay frequency and period ending. 

Note that :
a. The Last Pay Date sources from the Last Paid Date (if none, the hire date) of the employee record and the Schedule Pay Date is the next logical pay frequency date from the Last Paid Date.
b. Time entries prior to the Last Paid Date are not captured.
c. All time entries after the Last Paid Date up to the pay period ending date are captured regardless of the schedule pay date
d. If there is no Last Paid Date, time entries captured are from the Hire Date up to the pay period ending
e. For illustration purposes: Pay frequency = Monthly; Hire Date = March 4, 200x; Pay Period Ending = April 15, 200x
-If last paid date = March 2, the system will calculate time entries dated March 3 to April 15
-If last paid date = blank, the system will calculate time entries dated March 4 to April 15
-If last paid date = March 9, the system will calculate time entries from March 10 to April 15

2. To include the time entries prior to the Last Paid Date, customer may opt to do any of the following alternate solutions:
a. Edit the Last Paid Date. It should be the date prior to the time entry date
b. Edit the Hire Date. It should be on or prior to the time entry date (Not a preferred alternate solution)
c. Process through Individual Paycheck screen (using classic interface : Transactions > Employees > Create Individual Paycheck). Note that time entries prior to the last paid date will show but it should be within the same pay frequency. (Using illustration e.1 above, the time entries will be up to March 31 only and not April 15)
d. Change the Payroll Preferences at Setup > Payroll > Set Up Payroll > Preferences > Pay Earnings prior to pay period (days) to indicate the number of days prior to the pay period that will be captured by the current payroll run.  

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