Calculate Payroll

Access this form using Activities>Payroll>Calculate Payroll. It is only available with the Payroll module; it is not available for Payroll Link users.

Use this form to calculate payroll from timesheets.

• For a Regular Payroll using Default Timesheets, you must have entered Default Timesheets using the Timesheets>Enter Default Timesheets form. Select the Use Default Timesheet When No Other Timesheet Type is Entered for the Pay Date check box. The Available Items box only displays the processing groups that have a pay date within the range of the Pay Date boxes.
• For a Regular Payroll using Regular Timesheets, you must first enter Regular Timesheets using the Timesheets>Enter Regular/Supplemental Timesheets form. The Available Items box only displays the processing groups that have a pay date within the range of the Pay Date boxes.
• For Supplemental Payrolls, you must first enter Supplemental Timesheets using the Timesheets>Enter Regular/Supplemental Timesheets form. The Available Items box contains only the processing groups for which you have entered a Supplemental Timesheet that has a pay date within the range of the Pay Date boxes.

In order to process payroll:

• At least one timesheet must be entered, or
• At least one default timesheet must be entered, plus you must select "Use Default Timesheet When No Other Timesheet Type is Entered for the Pay Date" on this form.

Note: Depending on the amount of data being calculated, this process could be quite lengthy.

The payroll amounts calculated here are used when printing payroll checks (Activities>Payroll>Print/Email Checks and Vouchers). Once checks have been printed for a Regular Payroll, you cannot calculate that payroll again; you must use a Supplemental Payroll.

Prior to printing, the calculation process can be canceled and recalculated as outlined below.

Canceling Calculation

To cancel during the calculation process, press the Esc key. The system finishes calculating the employee that is currently being calculated, and then stops the process. All processing groups that were processed are moved back to the Available Items box, while uncalculated groups remain in the Selected Items box. At some point, you need to recalculate the groups in the Selected Items box.

Recalculating

The system saves calculated data for each payroll until you print that payroll's checks. Prior to printing checks, a particular payroll can be calculated as many times as needed. For example, if you need to add additional employees to a calculated payroll, that payroll may be calculated again.

Payroll calculation is incremental. Therefore, each time you calculate a particular payroll, it is calculated only for any new employees added to the processing groups for the specified pay date. Payroll is not recalculated for any of that payroll's previously calculated employees. If you need to review or make changes to an employee's calculated payroll data, you must use the Activities>Payroll>Review/Modify Calculated Payroll form. You must also use the Review/Modify Calculated Payroll form to delete calculated payroll information.

 

Type of Payroll Regular, Supplemental: Select either Regular or Supplemental to indicate the type of payroll you want to calculate.

Pay Date From, Through: Enter the date range for the calculated payroll, if necessary. This date range defaults to a From date of 14 days prior to the current system date, while the Through date is 14 days after. This range can be modified to include pay dates which fall outside the default date range.

Use Default Timesheet When No Other Timesheet Type is Entered for the Pay Date: This option is available only for Regular Payrolls. Select this box to use any Default Timesheets that have been entered for employees. This option causes default timesheets in the selected processing groups to be calculated when no regular timesheet exists for that employee. If unchecked, only regular timesheets are calculated for this processing group.

Processing Groups Available Items, Selected Items: The Available Items list displays processing groups that have a pay date that falls within the Pay Date range. If a processing group is not available for the specified pay date, verify the pay schedule using the Maintain>Payroll>Processing Groups - Group Tab. Assign a processing group by clicking the group in the Available box twice to move it to the Selected box. You can also use the Mover buttons (>, >>) to move one or more highlighted groups to the Selected box. Resize the columns by clicking the line between the headings and moving it until the columns are the size you want.