Payroll Module
This document lists some common Payroll module tasks or problems and lists where you would go to complete or fix them. This document is meant to be a general guideline. The specific solutions to some of these problems will vary depending on how the Payroll module is used and implemented. Export this document to Microsoft Word and then modify the solutions if you would like to customize the document.
| Problem | Where to Go |
| You need to change the dependents or federal, state, local tax status of an employee record. If there isn't a federal or state tax status attached to an employee record, you will receive an error message when you try to process payroll on that employee (PR> Computer Checks> Calculate Payroll). | Taxes tab of the Employee Maintenance window (PR> Maintenance> Taxes tab) |
| An employee wants to know their accrual balance. | The Accruals tab on the Employee Maintenance window (PR> Maintenance> Employee> Accruals tab) includes an Accrual History sub-tab. The Accrual History sub-tab displays the accrual balance of each accrual code attached to the employee record as paychecks are generated on the employee. Click here for information on the Employee Maintenance window. |
| An employee is terminated. | Process the final check on the employee using the Computer Checks process and then change the employee to terminated status using the Employee Maintenance window (PR> Maintenance> Employee> General tab> Status field). Once the employee has been changed to a terminated status, that employee cannot be included in a Computer Checks batch. |
| An employee moves to a new position. | Open the employee record using the Employee Maintenance window (PR> Maintenance> Employee). Change the job title of the employee and the department if the employee has moved to a new department using the General Information tab (PR> Maintenance> Employee> General Information tab> Job Title and Department field). If the pay information of the employee has changed, use the Financial tab to create a new pay settings revision. If the employee will move into the position at a later date, you can set the Effective Date of the revision so the new pay settings take effect when the employee begins their new job. The pay settings revision allows you to set the grade/step of the employee and the hourly wage/salary amount. If you do not use the Human Resources module grade and step feature, you will not have to attach a grade and step to the employee record. If the new position has additional benefits/deductions, add the additional benefits/deductions to the employee record using the Deductions tab and set the start date of those deductions to the day the employee starts the new position. Modify the default time card of the employee using the Timecards tab if the employee (For example, if you use shift codes to add a premium to the employees hourly rate/salary, add the shift code to the default time card). |
| You can't attach a deduction or benefit to an employee record because you get the following validation error "This deduction step does not exist in any revision effective before today." | You will get this validation error if the deduction or benefit you are trying to attach to the employee record does not have a revision with an effective date prior or equal to the current date. This validation keeps users from erroneously attaching deductions and benefits to employee records that will not take effect. In order to attach this deduction or benefit, create a revision on the deduction or benefit with an effective date prior to the current date. If you are attaching the deduction or benefit to a step amount, you can set the step amount of the previous revision to zero so the deduction or benefit does not affect the paychecks generated on the employee record until the period end date of the Computer Checks batch is greater than the effective date on the deduction/benefit revision. |
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