This article reviews the new Payroll Overview page within Workforce. This page is only available for early adopters. Documentation for the classic Payments Overview page can be viewed here.


On the Payroll Overview page, users can view, calculate, and approve unpaid pay runs, view historical pay runs, create one-time payments, import earnings to existing pay runs, and navigate to the following pages:


Learn more about pay runs and processing payroll here




Article Topics:





First, navigate to Workforce


In the left navigation menu, click 'Payroll Overview' under 'Payroll' to open the Payroll Overview page.




Security

 

The following permissions are associated with the Payroll Overview page:

  • Payroll
    • Workforce Payroll
      • Payments
        • View Payments
        • Edit Payments
        • Create Payments
        • Approve Payments
        • Delete Payments
        • Calculate Payments
        • Verify Payments


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Payroll Overview Page Button & Field Descriptions


For documentation purposes, the Payroll Overview page has been broken into the following sections:


A) Overview Header - Action buttons and overview summaries for all unpaid pay runs 

B) Pay Runs Summary  

  • Pay Runs tab - Summary information and action buttons for unpaid pay runs
  • History tab - Summary information for paid pay runs




Overview Header





FieldDescription
Payroll Company SelectorClick to change the payroll company that pay runs are displayed for.
Unpayable Employees SummarySummary for employees who are unpayable, including:
  • Total unpayable gross pay
  • Total unpayable employees

Click 'View details' to open the Unpayable Employees page.

Note: Pay runs associated with unpayable employees will be in the 'Needs Attention' status.
Returned Payments SummarySummary of direct deposit payments that failed distribution, including: 
  • Total dollar amount returned
  • Total number of returned payment distributions


Click 'View details' to open the Returned Payments page.
Pending Pay Runs SummarySummary of approved pay runs that are pending payment, including:
  • Total pending payment amount
  • Total pay runs in the 'Pending' status
Funding Report ButtonClick to open the Funding Report page.
Import ButtonClick to import earnings via the earning import template. 
Create One-Time PaymentClick to create a new one-time payment pay run.




Payment Runs Summary


Pay Runs Tab





FieldDescription
Quick FiltersWhen checked, pay runs with the selected status will be displayed.
Pay PeriodTraditional pay runs display the start and end date for the pay period.

One-time payment pay runs that are not grouped with a pay period pay run display the date they were created.
DescriptionTraditional pay runs aree automatically described as their pay period type.

One-time payment pay runs display the user-entered description.

If a one-time payment pay run has been combined with an outstanding pay run, both descriptions will be included.
EmployeesNumber of employees in the pay run.

Note: For pay period and daily pay runs, this number includes all active employees, even if they have no earnings.
Gross PayTotal gross pay for all employees in the pay run.
Status Pay run status:
  • In Progress - Pay run has been created and has not been approved.

  • Pending - Pay run has been approved and is awaiting payment processing.

  • Needs Attention - Pay run has errors that require attention and needs to be re-approved.
Pay RunEach entry represents a single pay run. Click to open the associated Pay Run Details page.

Pay runs are displayed in the following sort order:
  1. Most recently calculated 'In Progress' pay run
  2. 'In Progress' pay runs in ascending end date order
  3. 'Needs Attention' pay runs in ascending end date order
  4. 'Pending' pay runs in ascending end date order
Calculate/Retry/Cancel ButtonThe button displayed is determined by the status of the pay run:

'Calculate' is displayed for pay runs in the 'In Progress' status. Click to calculate and review the pay run in the Pay Run Details sidesheet.


'Retry' is displayed for pay runs in the 'Needs Attention' status. After unpayable employee issues have been resolved, click to re-calculate and review the pay run in the Pay Run Details sidesheet.


'Cancel' is displayed for pay runs in the 'Pending' status. Click to cancel the processing of funding and payment distributions related to the pay run. 
  • Note: This button is disabled once processing of the funding and payment distributions for the pay run has started. 

  • Important Note: Clicking 'Cancel' will not delete associated paycheck runs and journal entries. Paycheck runs and journal entries will need to be manually deleted after the payment for the pay run has been confirmed as canceled. 

Note: The Calculate, Retry, and Cancel buttons are only displayed for users with the following permission:
  • Payroll → Workforce Payroll → Payments → Approve Payments

Action MenuContains the following action buttons:

Reset- Resets the earnings for all employees in the pay run to $0.00 (zero).
  • Note: Resetting a pay run is required prior to re-importing earnings from Smart Ops. 

Edit One-Time Payment - Click to open the associated Edit Payment page.
  • Note: This button is only displayed for one-time payment pay runs. Details for pay period and daily pay runs can be edited on the Payment Details page associated with the desired employee in the pay run. Learn more about editing earnings here



History Tab




FieldDescription
Payment date from - toPay period date range for the displayed pay run history. Only pay runs with pay period dates within the selected range will be displayed.
Pay PeriodPay period pay runs display the start and end date for the pay period.

Daily pay runs display the single date associated with the pay run.

One-time payment pay runs that are not grouped with a pay period pay run display the date they were created.

Description
Pay period pay runs and daily pay runs are described as their pay period type.

One-time payment pay runs display the user-entered description.

EmployeesNumber of employees in the pay run.
Gross PayTotal gross pay for all employees in the pay run.
Pay RunEach entry represents a single historical pay run. Click to open the associated Pay Run Details page.



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Pay Run Summary Sidesheet Button and Field Descriptions



The Pay Run Summary sidesheet opens when a pay run is calculated or retried. Here, users can review a calculated summary of the pay run and approve the pay run for payment on a selected pay date. Learn more about calculating and approving pay runs here






FieldDescription
Pay Run InformationPay run description and pay period dates.
Pay DateDate that employees will receive direct deposit distributions and date that will be printed on paper paychecks.

The next selectable pay date is determined by the payroll company configuration:
  • One-Day Processing - Next banking day.
  • Two-Day Processing - First banking day after the next banking day.

Click this field to select the desired pay date. Pay dates can be selected up to 30 days in advance.

Note: Not all calendar days are selectable as pay dates. 
  • Weekends and bank holidays are not selectable as pay dates
  • Today is not selectable as a pay date

Note: The cutoff time for submissions is 11:30am Mountain Time. After the cutoff time, pay dates available for selection will be displayed as if the pay run was being approved tomorrow.
Total To FundAmount that will be withdrawn from the payroll company's funding account.
Gross PayTotal gross pay for all employees in the pay run.
TaxesEmployer taxes included in the 'Total To Fund' amount.
Contributions and DeductionsEmployee contributions and deductions amount. Except for garnishments, this amount is not included in the 'Total To Fund' amount.
Employee CountNumber of employees in the pay run.
TypeEarning types for all employees included in the pay run.
CancelClick to close the sidesheet without approving. The calculated pay run will be sorted at the top of the 'Pay Run' tab. 
View DetailsClick to open the Pay Run Details page for the pay run.
Schedule & ApproveClick to approve the pay run for payment on the selected pay date. Learn more about calculating and approving pay runs here.

Important Note: Once approved, the pay run is locked and cannot be adjusted. 


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