Payroll Processor Manual

Table of Contents: 

Part One - The Employee Record

Part Two - The Customer Record

Part Three - The Pay/Bill Process

Part One - The Employee RecordSearching Employees: 

Part 1 - The Employee Record

Searching Employees

*Note* Users can always use the enter key on their keyboard or select the "search" button to run a search. 

*Note* Before beginning a new search, it is recommended to always first select the "Clear Criteria" button. This removes all search criteria that was entered in the user's last search, allowing users to begin with a blank canvas.

*Note* Consider the employee search as your own report builder. All searches can be exported to XMLSS or CSV file, or copy and pasted into Excel. Searching any of the fields across the general search bar (last name, first name, SSN, ID, document text) are friendly to partial search criteria and wildcards.


Partial search criteria: Suppose you are trying to find "Jack Smith" in your system. By entering "Smi" as the last name and "J" as the first name, that is enough to pull Jack Smith into a list of results. Additionally, all employees that fit the criteria (37 total in this example) will also be returned in the results page.

Wildcards: If you are unsure of how to spell an employee's name, utilize the wildcard functionality to open up the search criteria.  Simply add the percent sign "%" to your search criteria as the wildcard symbol. When entered before search criteria, the search will look for any records that contain the entered text anywhere within the field. In the following example, when "%th" is entered in the last name search field, 188 results are returned. 

Pay Setup: 

Pay Setup:

The pay setup page allows users to:

  • Enable employees to receive electronic pay stubs via email
  • Set a default pay rate that overrides pay rates on their order assignments
  • Set an ACA hire date, status, and specify their insurance enrollment
  • Enter and review  information related to federal, state, and local taxes:


(1.) Required Tax Information

  • Federal Exemptions, Federal Add. Withholding, and Marital Tax Status from an employee's W4 are to be entered here.  
    • *Note* If you utilize HRCenter, when an employee completes the W4 online, the Federal Exemptions, Federal Add. Withholding, and Marital Tax Status will automatically post-fill into the corresponding fields within the pay setup page. 

(2.) Local Taxes

  • *Note* Local taxes are automatically determined by the employee's zip code. Manual changes should not be necessary.

Electronic Pay:

Setting Up Electronic Pay

If an employee would like funds automatically deposited into their bank account every pay period and/or you allow your employees' to sign up for paycards, you will need to save their bank/paycard information within their employee record. 

Step 1: Navigate to the employee record

To begin, expand the (1.) pay setup section of the employee record and select (2.) electronic pay.  Once there, mark the (3.) check box to activate electronic payments.

Step 2: Enter a routing number

Begin typing in the bank routing number. As you key in the information, Enterprise will find matching routing numbers automatically.

If a routing number is not listed in the dropdown, users can quick-add a bank routing number by selecting the + icon.

*Note* The ability to quick add a routing number depends on the security roles of a user. If you do not have this feature and need a new number added, please see your manager for additional help. 

Step 3: Enter and confirm the account number

As soon as you begin to enter the account number, a second account number field will open where you must key in the account number again. These numbers must match before the Direct Deposit can be saved.

Step 4: Pre-notes - What are they and what to do?

A pre-note is a banks way of checking to make sure the routing number and account number given are associated with a legitimate account. Essentially, the Pre-Note will send a “trial” payroll to the routing and account number to verify they are good numbers.

*Note* Every TempWorks client has the option to decide whether or not to utilize the pre-note feature. 

Please check with your manager to confirm if your company pre-notes new employees' direct deposit information. If the pre-note feature is enabled:

  • Nothing needs to be added in the sent/approved/disapproved fields if you would like the pre-note sent. Leave that section blank.
  • The employee's first check will be a live check. During that first pay period, the pre-note will verify the account is good to go for future deposits. 
  • When the routing and account number come back as approved, the employee's next check will be directly deposited.  
    • *Note- When sending pre-notes it may be until the second, or possibly the third payroll run until the employee's first direct deposit will be sent electronically. This depends on the timing of adding the direct deposit information on the employee’s record.
  • Users have the option to override the pre-note wait period (for ex. if this employee is a rehire or if they give you a physical copy of a voided check) and instantly enroll the employee in electronic pay by entering a pre-note approved date that falls within the last pay period. 
  • If a pre-note is returned from your bank as being “disapproved” or wrong, add the date into the pre-note disapproved date field. This will prevent money from being sent to the incorrect account. 

If the pre-note feature is disabled:

  • The pre-note sent/approved/disapproved fields are "dead." Even if users key dates into those fields it will not impact anything in Enterprise. 


Setting up Employee Adjustments:

Employee adjustments are Recurring deductions that are garnished from an employee's check each pay period.


  • Secondary direct deposit
  • Child support
  • Federal levy
  • 401K contributions
  • Generic wage garnishments
  • Insurance (ACA, health, life, etc.)

In this example we will be walking through how to setup a generic wage garnishment.  

*Note* There are certain adjustment types that are not to be setup on the employee record. For example, drug test fees, uniform fees, and parking, mileage and per diem reimbursements are added to the order, assignment, or timecard - not the employee record.  

A generic garnishment is used when an employee's wages should be deducted a defined amount on a recurring basis (e.g. every time the employee is paid).

For example, perhaps an employee owes you $1,000 for damaged equipment. Instead of paying the full $1,000 on the next paycheck, they agree to pay $50 back every paycheck until they have repaid the full $1,000. 

To add this garnishment, begin by navigating to the employee's record → expand the pay setup section → select the (1.) adjustments page. Once there, click the (2.) + icon to open the "add adjustment" wizard. 

In this example we are creating a generic garnishment, so from the (3.) adjustment dropdown select Garnish1. 

Notice that Garnish2 and Garnish3 also listed in the adjustment dropdown. They are here because the same adjustment should not be added more than once per record. 

So if this employee requires a second generic garnishment we would select Garnish2 from the adjustment dropdown. 

The (4.) frequency is also listed as required and should always match the frequency with which you pay the employee - daily, weekly, bi-weekly, semi-monthly, or monthly.If the adjustment should be active immediately and indefinitely, leave the (5.) start date and end date blank. If this is a temporary garnishment with an established end date, enter it in the end date field and the adjustment will immediately deactivate once the end date has been reached.


Once you have completed filling out the basic adjustment information, select next to continue. This brings us to the adjustment rule page where users define the exact deduction amount and any directives included with the garnishment. Following our example, we are going to be (6.) deducting $50 every week until the balance is repaid.


Upon selecting save users will be brought to the final page in the wizard to review the garnishment. Users can edit the garnishment by clicking the pencil icon, or, if the setup looks correct, select finish to officially add the garnishment and exit the wizard. 

With the new garnishment added, confirm the, sequence, start date, period max, and max lifetime in the detailed adjustment.

Why enter a sequence?

When an employee has multiple adjustments setup on their record, how does Enterprise know which adjustment to garnish first and which to garnish last? Sequence! The sequence determines the priority of an employee's adjustments. 

For example, the image below shows an employee that has multiple child support adjustments added in addition to our generic garnishment. 

Do the child support adjustments receive priority over the generic garnishment? 

The answer to this is determined by each adjustments sequence. 

After sequence 1 adjustments are calculated if the employee has garnishable wages remaining Enterprise will then move on to any adjustments with a sequence of 2. This process will continue automatically until either the employee has no garnishable wages left or all adjustments have been fulfilled.


Why is the “Start Date” important?

If the "start date" is after the current weekend bill date, the adjustment will not be calculated. For example, if the start date is listed as 6/16/2016; this means the first time the adjustment will be calculated/deducted is when the weekend bill date is 6/19/2016. 

Why enter a period max?

Enterprise adjustments are tracked by weekend date. So for example, let's say our employee turns in a timecard with 40 hours on it for the weekend date 12/6/2015. That timecard is processed by payroll and the full $50.00 is garnished. Now, imagine if the employee turned in an additional timecard for the weekend date 12/6/2015 with 8 hours of additional overtime. Processing that second timecard without a period max would garnish the employee's wages a second time. By adding a period max we prevent Enterprise from double dipping into the same period. This way, the employee will never be over garnished. 

Why enter a max lifetime?

Enterprise automatically tracks the amount garnished on every adjustment, so following our example when we have someone who owes a total fixed amount ($1,000), we enter that as the max lifetime and once that has been garnished the adjustment automatically deactivates.*Note: If the adjustment you are setting up does not have a "max lifetime," (like the $1,000 in this example) leave this field blank and select the active checkbox within the detailed adjustment if/when you are ready to deactivate.  

Employee Checklist:

Employee Checklist: Before moving on to the customer section of this manual, meet with your team to answer the following questions (answers should be based on your company's processes): 

Are pre-notes activated or deactivated in Enterprise?

If yes...If no... 
A pre-note file will need to pulled every week (along with an ACH File) and accounts that are "disapproved" by the bank will need to be documented via the "disapproved date" within the electronic pay page of the related employee record.No additional steps are needed. The pre-note fields within the electronic pay page of the employee record are inactive.

Do we charge a garnishment processing fee?

If yes...If no...
An additional employee adjustment (ex. GarnFee) will need to be attached to the employee record and should be set to deduct your company's processing fee.No additional steps are needed.

Additional Questions to Consider -                                      

How do you determine that an employee is ready to be paid?

How do you give employees' copies of their pay stubs?

Part 2 - The Customer Record


Part Two - The Customer Record:WThe physical location(s) of the customer where temporary employees' are sent to report for work. 

There may be times that a customer has more than one worksite and with Enterprise there is no limit to the number of worksites that can be saved to a customer record. 

When a new worksite is being added (via the worksites page of the details section of a customer record), within the "setup worksite - details" wizard, Enterprise will utilize the (1.) zip code to determine applicable tax jurisdictions (state, city, school district, county, etc.). Thus, if the worksite zip code on the order is accurate, taxes will be as well.


Worksites that are added to a customer record will be available to select on orders created for that customer:

It is crucial that the worksite selected on the order is accurate as this will drive what tax jurisdictions apply during payroll calculation. 

Invoice SetupBilling Setup

Invoice Setup:

In the table below are examples of questions which can be answered in the invoice setup section of the customer record: 

QuestionWhere to Setup
How often is a customer invoiced?Billing Setup
What do the invoices look like?Billing Setup
Who are invoices sent to?Billing Setup
Is this person mailed or emailed a copy of the invoice?Billing Setup
How much has this customer been approved for?Credit and Payroll
What are the invoice aging terms for this customer?Credit and Payroll
Are this customer's employees' paid weekly or bi-weekly?Credit and Payroll
What is this customer's weekend date?Credit and Payroll

Billing Setup

Step 1: Navigate to the customer record → invoice setup → billing setup

Step 2: Determine billing schedule

Defines how often the customer is invoiced - weekly, biweekly, or monthly. If users select biweekly or monthly, they will be asked to specify at what point in the cycle the invoice should be created. 

*Note* Selecting a billing frequency of monthly will prompt for which week of the month the invoice should be sent.  If the invoice should be sent at the end of the month, ignore billing cycle should be selected since there are sometimes 4 weeks, sometimes 5 weeks in a month.

Step 3: Determine invoice style and method

  • Style:  The general invoice design that the customer will be receiving. Each TempWorks client has a unique invoice style dropdown containing specific invoice designs. For example - the styles in your dropdown will include your logo.  
    • *Note* the invoice style is the look and feel of the invoice, it may include different logos, fonts and graphics.   Please consult with your administrators to become more familiar with your styles.
  • Count: If/when invoices are printed, the count dropdown specifies how many copies will be printed - 1, 2, or 3. 
  • Invoice Method: Determines how the customer will be receiving the invoice. When a method is selected that includes emailing the invoice, users will be prompted and required to add an invoice recipient.

Step 4: Determine who will be receiving the invoices

From the invoice recipients table select the + icon to open the “add invoice recipient” window. The recipients listed in the dropdown will be the contacts that have been added to this customer record.  If the recipient you need is not listed, add them as a customer contact first and then add them as an invoice recipient.

Step 5: Select triggers to create separate invoices

If/when there is an instance where a separate invoice should be created for a customer, simply note this by selecting the check box next that matches the instance. For example, in the image below we have selected both Branch and Worksite. So, every time the customer is invoiced for a different branch and/or worksite they will receive a separate invoice.

With this in mind, consider the following - let's say we are billing ABC Company for assignments worked at the St. Paul, Minneapolis, Jordan, and Mankato worksites.  St. Paul and Minneapolis belong to the Metro MN Branch, while Jordan and Mankato belong to the South MN Branch. 

How many invoices will this customer received? 

The correct answer is four - one for each worksite. If we were only creating separate invoices for each branch, we would have two invoices. 

Step 6: Add invoice line items 

Adding an invoice line item will include the type selected with each listing on the invoice. So for example, if you had selected ponumber the po number would also be included with the employee's name, job title, hours worked, etc., per transaction listed.  

Step 7: List any invoice notes

Users may use this section to list helpful and/or miscellaneous billing information. Any text entered here remains strictly on the billing setup page - it is not included on the actual invoice or documented as a message on the customer record.  

Credit and Payroll: 

Credit and Payroll 

While there is a myriad of fields on this page, the fields below highlight the areas worth extra attention. To begin, navigate to the customer record → invoice setup → credit and payroll:


(1.) Credit Information: 

  • Credit Limit: If part of your internal customer approval process involves a credit check, upon receiving results from said check enter the approved amount in the credit limit field. If a client ever exceeds the amount listed, users will by "flagged" by a warning during invoice processing that the customer is now exceeding the listed credit limit. 
  • Terms: Will pre-populate to your company's default terms. How an invoice ages. An invoice will/will not be considered "overdue" in Enterprise based on what is selected here. 

(2.) Additional Payroll Details: What is it?Where does it go?

Worker Comp: Will pre-populate to your company's selected default code. 

The worker comp code listed here will default into any new orders created for this customer.

The worker comp code saved here will automatically default into the order details page → customer information section: 

*Note* If "worker comp codes" have been saved within the customer defaults section (customer → defaults → worker comp codes), the codes saved there will override the code selection made in the credit and payroll page. 

Overtime Plan: Defaults to "PlanSTD". Determines at what point hours should be considered overtime. 

For example...

  • Selecting "PlanSTD" calculates hours weekly and flags any "regular" hours for the week over 40 as overtime
  • Selecting "oldlaw" calculates hours daily and flags any "regular" hours for the day  over 8 as overtime (used in states like California). 

*Note* The "flags" that are referenced occur in the form of errors during the proofing stage of pay/bill. 

The overtime plan established here will automatically default into the order details page → financial details section:

The overtime plan listed will figure directly into payroll calculation. 

Pay Periods: Defaults to "52". 

Defines the payroll schedule that employees' are on. 

The pay period that is selected will be used to accurately calculate taxes during payroll processing.  

The pay periods established here will automatically default into the order details page → financial details section:

The pay periods listed will figure directly into payroll calculation. 

Week Ends On:  In Enterprise, the "week" (e.g. Weekend Bill Date) always ends on a Sunday, however, you may have customers' who operate on a different week schedule. 

In that case, simply select their weekend date from the dropdown and hours will be reported as such on their invoice.

The time entry dashboard will display timecards with the weekend date that corresponds with the weekday selected here. 

Customer Checklist

Customer Checklist: Before moving on to the pay/bill section of this manual, meet with your team to answer the following questions (answers should be based on your company's processes): 

Do you staff more than one location for active customers'?

If yes...If no...
Verify that all locations have been added as worksites on corresponding customer records. Verify that zip codes listed are accurate. No action needed.

Do you have any customers' that are billed bi-weekly or monthly?

If yes...If no...
Verify that these customer records have been noted with the proper bi-weekly/monthly billing schedule.No action needed.  

Do you staff employees' that are paid on a bi-weekly or semi-monthly basis?

If yes...If no...
Verify that the related customer(s) and order record(s) is noted with the pay frequency of bi-weekly (26 periods) or semi-monthly (24 periods).No action needed.

Do you work with any companies that respect an overtime plan different from the standard plan (PlanSTD)? (Ex. California respects "Old Law" overtime)

If yes...If no...
Verify that all customers' have the appropriate overtime plan listed - Salary, Old Law, etc.No action needed.

Additonal Questions to Consider - 

How do you determine that a customer can be approved to an "active" status?

How do you determine that a customer is ready to be invoiced?

How do you audit orders for accuracy in Enterprise?

How do you audit assignments for accuracy in Enterprise?

Part Three - The Pay/Bill Process:

Part 3 - The Pay/Bill Process

The pay/bill process in Enterprise can be broken down into four main steps:

(1.) Time Entry

  • Key in hours and/or units worked by employees'

(2.) Proofing

  • Check for errors in time entry

(3.) Payroll or Invoicing

  • Create checks/ACH files and invoices for transactions that have been entered and proofed. Payroll and invoicing can be completed in either order. 

(4.) Payroll or Invoicing 

  • Create checks/ACH files and invoices for transactions that have been entered and proofed. Payroll and invoicing can be completed in either order. 

 Weekend Bill vs. Weekend Date:

Weekend Bill: 

  • The open processing week. The current accounting period:
  • When the open week is "closed" a locked set of financial data is created.
  • If transactions from a previous week are edited - i.e, a check is voided, an invoice is corrected, the changes are posted in the new open week. 
  • In Enterprise, the weekend bill date is always a Sunday.

Weekend Date: 

  • The last day of the week worked.
  • If an employee turns in this weeks time and last week's time, they are reporting hours for two weekend dates. They will have two timecards in this scenario: 
  • The weekend date defaults to Sunday but can be updated to a different day (depending on client preferences) from the customer record → invoice setup → credit and payroll page. 

Keying in Time: 

Keying in Time

Begin by selecting the timecards box to expand options and click "navigate to time entry" to access the time entry dashboard. 

*Note* Save clicks by using the hot key combination of Alt+I to access the time entry dashboard. 

Tab Stops:

Utilize tab stops to key in time efficiently and effectively. Tab stops are columns in your time entry dashboard that are selected with a check box (reminder: you can customize what columns display in your time entry dashboard by right-clicking the column header and selecting/de-selecting from the list of options). By default, all users have "RT Hrs" and "OT Hrs" marked as tab stops. 

To key in time using tab stops, select your mouse into the first RT Hrs field you are ready to key in time for. Following the example image below, I would begin by selecting into the RT Hrs field for Joe Alaska. 

Then, after keying in the number of regular hours worked, select tab on your key board to be automatically graduated to the OT Hrs field for Joe Alaska. Selecting tab again will move the active field to the RT Hours field for Judy Almonds, and so on and so forth until time entry for that customer/group of timecards is complete.


Tab stops are just one tool for keying in time efficiently in Enterprise. Below is a listing of popular time saving tricks that can be applied specifically in the time entry dashboard.

Time Saving Trick Key Combinations: 

Alt + 1

Brings users directly to the time entry dashboard.

Alt + A

Opens a new "timecard adjustment" window (for the transaction that is highlighted):


Alt + C

Creates a new duplicate timesheet (for the transaction that is highlighted).

10 Key Pad: +

Changes the filter dropdown to "Employee Name" and jumps users to the "filter text" field:

10 Key Pad: *

Changes the filter dropdown to "Customer Name" and jumps users to the "filter text" field:

10 Key Pad: /

Opens the detailed timecard. Selecting / a second time will close the detailed timecard.

Drag & drop a column header

Organizes items by the selected column header, allowing for subtotals by group:

Shift Key

Holding down the shift key and selecting a column header will sort that column in an ascending or descending order. 

  • Ascending: Sorts A-Z, 1-10, etc. Noted with the triangle icon. 
  • Descending: Sorts Z-A, 10-1, etc. Noted with the upside down triangle icon.

In this example, two columns are sorting - the (1.) customer column and the (2.) name column. 

*Note* The customer column is also currently dropped into the column header bar, so results are being grouped by this column as well. 

Time Entry Checklist:

The Time Entry Checklist:

Before moving on to the proofing section of this manual, meet with your team to answer the following questions (answers should be based on your company's processes):                                                                            

What pay codes are used by your team (for regular time, accruals, bonuses, sick time, etc)?

What type of one-time adjustments might you need to enter?

Do you enter in hours by day or for the entire week?

Are there instances where you should enter units instead of hours?

Are there any reports you should run before and/or after time entry?

The Proofing Wizard: 

The Proofing Wizard

Select the proofing box to expand options within this wizard. 

To begin a new proofing session, select to proof transactions.  

Think of the number of open proofing sessions as the number of service reps keying in time. Each user who keys in time will have a proofing session tied to their name. Select the session you would like to proof and select next (keep in mind that users can proof each others sessions)

Error Checking in the Proofing Wizard:

In this step of the wizard, Enterprise proofs the session and alerts users of "errors" that were found. Sometimes, Enterprise will flag an item as an "error" when in all reality, it is not.  

For example, one proofing error that can appear is "Holiday pay code with bill rate" warning users that they are billing for holiday pay. Perhaps this is in your contract with the customer - they are supposed to be billed for holiday hours. So, it is important that users understand why errors are populating and can correct actual errors, while also being able to approve items that are not in fact errors. Utilize the icons in the upper right corner to further investigate errors. 

Specifically, the magnifying glass icon will bring users directly to the transaction that is spurring the error. 

Following our example, by navigating directly to the transaction, we can see hours were mistakenly keyed in as (1.) 45 regular hours, when they should have been keyed in as (2.) 40 regular hours and 5 overtime hours. 

Once the correction is made, we select to (3.) save changes and return to previous screen. This brings users back to the error checking step of the wizard where this process is continued until all errors are corrected or approved. 

Once done, select next to navigate to the final step of the wizard. 

Common Proofing Errors, Their Meanings, and How to Fix them:

Employee is missing ACA Hire Date

  • The employee does not have an ACA Hire Date saved to their record. The assigned employee either never had a date entered or a previously added ACA Hire Date has been removed. 
    • This could happen due to a "break in service" or because the employee never had a timecard processed when a hire date had been saved in a prior week, thus automatically negating the hire date.
  • Navigate to the pay setup page of the employee record, from the affordable care act section, select to "set hire date."  Specify the status, hire date, and click to save. 

 FLSA Error -- Employee does not meet minimum wage requirement

  • The system is telling you this employee is making between $0 - $7.25 an hour.
  • The pay rate needs to be updated unless this is intentional.

*Note* If you are reimbursing an employee for a missed pay raise and using the retro pay code, approve this error.  

Holiday pay code with bill rate 

  • Since holiday hours are sometimes classified as unbillable, an error will populate when the system finds transactions with the Holiday paycode and a bill rate > $0.00.
  • If you intend to bill the hours approve the error otherwise navigate to the timecard and remove the bill rate.

One or more employees have Regular Pay Hours for week > 40

  • The employee has more than 40 regular hours in the same week. Commonly seen when a check is voided and processed again with a correcting timecard in the same week.
  • If you are seeing this because you are processing a correcting transaction for a voided transaction, approve. If not, navigate to the timecard and edit the weekend date (if it was a late timecard for example) or hours (move the appropriate amount of hours to over time). 

PayRate greater than BillRate

  • The pay rate for the employee is greater than the bill rate for the customer.
  • You've probably flipped pay and bill rate on the assignment, you should correct this on both the assignment and the timecard.

Regular Hours Over Daily OT Plan Limit

  • For the overtime plan that this employee has, their regular hours are higher than what the OT plan is set to expect.
  • The hours should be redistributed on the timecard to reflect Regular and Overtime correctly.

Regular Hours Over Pay Period Limit

  • The regular hours entered for the pay period (weekend date for example) have exceeded the hour limits. 
    • All of our "time plans" are built with limits  and as such this type of error is designed to guard against miskeys. For example, keying in 400 hours instead of 40. 
  • If this is intentionally done you can approve the error. 
    • If not, navigate back to the timecard and edit the hours listed so it does not exceed the limits.

Regular Hours Over Weekly OT Plan Limit

  • The regular hours entered for the weekend date have exceeded the limit. All of our "time plans" are built with limits  and so this type of error is designed to guard against miskeys. 
  • If this is intentionally done you can approve the error. 
    • If not, navigate back to the timecard and edit the hours listed so it does not exceed the limits.

Txn already been processed for this AIdent/weekend date

  • This employee already has at least one posted transaction through payroll/invoicing for this employee.
    • Commonly seen when a check is voided and processed again with a correcting timecard in the same week. 
  • If you are seeing this because you are processing a correcting transaction for a voided transaction, approve. 
    • If not, navigate to the timecard and make your corrections. Corrections will vary depending on the situation; perhaps you need to edit the weekend date if it was a late timecard, classify the timecard as "units" as opposed to hours, or if you discover the timecard is a duplicate, delete it entirely. 

Txn for this weekenddate entered elsewhere

  • The employee has already had a timecard processed for the same weekend date this week. 
    • Commonly seen for employees' that have multiple timecards because of different assignments.
  • When appropriate, approve the error. 
    • If there is no reason the employee should have multiple timecards processed in the same week, remove the additional timecard.

Zero Bill and/or Zero Pay

  • This is when you have hours listed on a timecard but there is no pay or bill rate.
    • Commonly seen when creating pay only timecards or bill only timecards.
  • If this isn't intentional, update the timecard to include pay and bill rates.

*Note* If the rates on the timecard were incorrect, be sure to also correct the pay rate and bill rate on the assignment to avoid this error in the future.

Payroll Wizard

The Payroll Wizard:In order to take transactions into the Payroll Wizard, you will need to have entered time and completed proofing. You can run the invoice wizard or the payroll wizard first depending on your company's process. 

At the top you will see the number of Unpaid W2 Transactions. This is the number of transactions that have time entered and proofed, but have not been submitted for payroll.

To complete a payroll run:

1. Select Start or continue a payroll run (This will open the payroll wizard)

2. Select Create a new payroll run

3. Enter Payroll Information

  • Select the check date
  • Select the Bank account
  •  Select Run type
    • CheckRun – for standard W2 employees
    • SubPay/push – for 1099 employees or vendors
    • AuthCheck – to create authority checks
  • Optionally enter a stub memo to appear on checks (ex. Happy holidays)

Select Next

4.  Select the transactions you want to pay

  • Choose from filter options such as E-pay only or non E-pay only (checks)
  • Choose from Group options such as pay by customer or select sessions to choose all the time you entered and proofed

Once you have selected which timecards you want to run through payroll, select next

5. Verify Transactions

  • Final review of number of hours, units, salary, etc.
  • If one record does not look correct, you can select it and click the X to remove it from this payroll and continue with the rest

6. Calculate Payroll errors

Review errors

  • Use the icons at the top to navigate quickly to different records to make adjustments or select the approve box to override the error message
  • For a full list of current payroll error and how to fix them visit Payroll Errors Knowledge Base Article

Select Next

7. View Checks 

  • Optionally, Select the pie chart icon in the upper right to see the staged check report
  • Review information one last time before completing payroll and printing checks

Select next

8. Payroll Summary Options

  • Select Starting check number or EPay check number if you are not printing checks
  • Choose from the drop down to print all checks, Do not print epay checks, print all live and opt out checks
  •  If emailing pay stubs:
    • Select the email pay stub box and select email account and email template to send from
  • Mark all checks live will print all timecards regardless of epay options for this payroll run only
  • Select Check sort option from the drop down
  • Review summary at the bottom

Select Next

9. Select Print

  • Select your printer and wait for printing to complete
  • If the payroll run was printed correctly then select “Yes, post this payroll run as complete and email paystubs”
  • If a problem occurred while printing
    • Select “No, reprint this check run”
    • Choose to reprint all or a portion of the checks
    • Select Next and attempt reprint

Paystubs will then be emailed to any applicable employees in the run and the payroll will be completed

Payroll Checklist

Payroll Checklist: Before completing a payroll run, meet with your team to answer the following questions (answers should be based on your company's processes):

What is your default check date? (From the "Setup" step of the payroll run: Check Date Field)

What is the default Bank ID you should use for payroll? (From the "Setup" step of the payroll run: Bank Account Field)

Are you processing  only e-pay,  only live checks or both? (From the "Transactions" step of the payroll run:Verify employees' are setup correctly via the "Filter Options" E-Pay Only, Non E-Pay Only, Pay Ready Only. )

Are you emailing  pay stubs?

(From the "View Checks" step of the payroll run: Verify that the Email Ready check box is selected/de-selected, depending. )

(From the "Payroll Summary" step of the payroll run: Verify that the Email Pay Stubs box is selected/de-selected, depending and Verify that a Send from Account and Email Template is selected, if sending.)

Do you print pay stubs? (From the "Payroll Summary" step of the payroll run: Specify your print preferences.)

What is your check  sort when printing  checks/check stubs? (From the "Payroll Summary" step of the payroll run: Select your check sort preference from the dropdown menu.)

The Invoice Wizard

Invoice Wizard can be completed before or after payroll is processed. Time entry and proofing steps must be completed first before you can run invoices. 

Note keep in mind that the invoice and payroll wizards are very similar 

To create a new invoice:

1. Select Create a new Invoice run

2. Enter the following information:

  • Invoice date - (this is the date the invoice will age by)
  • Bank Account - (this effects numbering sequence for the invoice. Setup through Administration > gls bank account)

3. Select Next

4. Choose transactions to bill (Can be grouped by customer, session, etc.)

5. Select Next

6. Review transactions and Select Next

7. Review any error messages (ex. exceeds credit limit) and Select next

8. Preview Invoice(s) - depending on how invoices are separated from the billing setup section. View the staged invoice report to review

9. Select Next

10. Post Invoices (print if applicable) and Select Finish

*Note* This process does not email invoices. Return to Pay/Bill and select Invoice section. Choose the Email Invoices option to send invoices. 

Invoice Checklist:

Before completing a payroll run, meet with your team to answer the following questions (answers should be based on your company's processes):

What is your default invoice date? (From the "Setup" step of the invoice run Invoice Date Field)

What is your default bank account that should be used for invoicing? (From the "Setup" step of the invoice run: Select the bank account that ties to the invoice numbering sequence you would like to apply.)

*Note* The "Bank Account" is tied to the invoice numbering sequence. This can be referenced from the "GLS Bank Account" page within Enterprise Administration.

Do you invoice any clients bi-weekly or monthly? (From the "Setup" step of the invoice run: Choose run type of Hold Off Monthly and then Monthly for bi-weekly and monthly invoice clients.)

Do you email invoices? (From the invoicing wizard window: Select to "Email Invoices")

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