At the end of a pay cycle, navigate to the Payroll Interface to create the export file for your payroll provider.
The payroll file should not be run until after all Time Card exceptions edits and attendance data entry have been completed and approved.
The final preparation step should be to review the Time Earnings Report for the pay cycle to be run.
For a description of toolbar functions see Payroll Processes.
During your system implementation, the StaffScheduleCare Client Care Team configured and tested your Payroll Interface Export File.
This means you will only need to select the Start / End dates. Follow your facility's pre-payroll processes.
Below are suggested pre-payroll steps.
Follow these steps to ensure accurate Time Cards:
▪Make all necessaryTime Card corrections.
▪Verify hours are correct – Active Schedule and Time Cards should match.
▪Add any paid Attendance Codes i.e. (payouts, vacations, sick time, etc.).
All payouts should be completed at the end of the pay period.
Once Time Cards are complete you will need to run the appropriate reports.
▪Select the Reports menu
▪Select either the Time Earnings or Payroll Summary Report under the Time & Attendance Reports group.
Run and save the report for future reference. Audit hours and earnings.
Payroll Summary Report
This report is a summary of the earnings made from the hours, premiums, paid codes, etc. The layout shows the totals for the pay period.
This is a broken-down detailed report for all paid codes and premiums selected in the setup. It will show you hours, rates, dollars, and total amounts.
▪Select the Payroll menu.
▪Select the Payroll Interface menu.
▪Select the General tab.
Typically the payroll templates have been pre-defined and saved.
▪Click on the file folder.
▪Select the pre-saved payroll setting you would like to use.
Select Pay Cycle and Dates
▪Click on the Pay Cycle option and select the pay cycle from the drop-down list.
▪To move the Pay Cycle dates, use the green arrows to switch pay periods.
▪Confirm the dates shown in the Start Date / End Date match the pay cycle to be run.
▪The Company ID is setup by your StaffScheduleCare Client Care Team and should not be modified.
▪The Payroll Type does not change nor is it left blank. Unless you are using Payment Evolution (StaffScheduleCare Canadian Payroll module). This field should always show StaffScheduleCare.
The name in the File Name field is the name the export file will be. This should be what your payroll provider has requested.
If a change is required simply click on the field and type in the file name.
To add Date/Time to the file name tick on the option.
If this is a permanent change be sure click on the Save icon and save your changes .
▪Click on the Process icon.
This will provide your payroll export file.
Follow the process provided by your payroll provider to successfully import your data.
When you have completed a payroll run, click on the Close Pay Cycles option.
▪Select the pay cycle you have just run from the drop-down list.
▪Confirm that the Start Date and the End Date are correct.
On the Payroll Interface Mapping tab, the earning codes for income and attendance are defined.
Contact your StaffScheduleCare Client Care Team to modify your mapping. This was pre-set for you during implementation.
▪Select the Payroll menu.
▪Select Payroll Interface.
▪Select the Mapping tab.
Income Earning Codes
The SSC Default codes are Regular, Holiday, OT1 to OT20 and Prem1 to Prem 10.
Enter in the boxes the codes provided by your payroll provider that correspond with the SSC codes.
The check boxes beside the code field are used only with a Custom setup as instructed.
Attendance Earning Codes
To add an Attendance Code, click on the Plus icon.
Click in the Att Code field and select the SSC Attendance Code from the drop-down list.
Click in the Code field and enter the Payroll Provider's code.
The Amount Only and AmountAs options are used strictly with a Custom setup as instructed.