Processing a Pay Run with One- Time Changes and Corrections - US. Training Guide

Transcription

1 Processing a Pay Run with One- Time Changes and Corrections - US Training Guide

2 Training Guide Icons Icon Use Computer-based activity for the student to perform. Written steps are not included. Written activity for the student to perform. Instructor demonstrates a process. Where to find more information on the subject. Tip Computer-based activity for the student to perform. Written steps are included. Failure to heed the warning can lead to loss of data. Question or problem for the student to think about and the class to discuss. Solution to a computer-based or written activity. E18A1301 Copyright 2018 Ceridian HCM, Inc. All rights reserved.

3 Processing a Pay Run with One-Time Changes and Corrections US Contents 3 Contents Overview... 5 Learning Objectives... 6 Prerequisites... 6 Available Resources... 6 Our Training Scenario... 7 Entering One-Time Changes in Payroll... 8 One-Time Deductions and Earnings Dayforce Payroll Term: Check Check Templates Quick Entry Record a Quick Entry Import Quick Entries Checks Record an Additional Check Record Basic Information Record the Check Details Import Checks Record a Manual Check Record Mark as Pay Out Checks Record an Onsite Check Onsite Check Printed Locally Onsite Check Loaded onto a Payroll Card Audit Checks Audit Payroll Changes Correct an Employee s Hourly Rate or Salary Void Payments Request Stop Payment or Direct Deposit Reversal Add Auto Void Correct HR Record Details Reissue Check Adjustments Record Prior Period Adjustments Data Entry Off-Cycle Pay Runs Create an Off-Cycle Pay Run Edit and Delete an Off-Cycle Pay Run Wrap-Up... 58

4 4 Contents Processing a Pay Run with One-Time Changes and Corrections US Glossary of Terms Methods and Frequency of Payment Earnings Benefits Deductions Other Terms... 62

5 Processing a Pay Run with One-Time Changes and Corrections US Overview 5 Overview This course builds on the Processing a Simple Pay Run US course where you learned how to process a basic payroll in Dayforce. While it s beneficial to begin by learning how to process a simple pay run, in a typical pay run you may also have to make one-time changes, such as additional payments and entries. As well, you may have to make corrections, such as voiding payments and making entries in an off-cycle pay run. This course explains how to make several common one-time changes and corrections in the Payroll feature. Learn how to enter quick entries, checks, and adjustments in a pay run, as well as how to process a pay run that is outside a regularly scheduled run. Section Entering One-Time Changes in Payroll Quick Entry Checks Audit Payroll Changes Void Payments Adjustments Data Entry Off-Cycle Pay Runs Description Introduces the Payroll functionality you will use to include additional payments and entries in a pay run, make adjustments to prior pay runs, and create off-cycle pay runs. Explains how to use quick entry to record one-time earnings and deductions that should be included on an employee s pay and make payroll corrections. Describes how checks are used to record additional payments or transactions that are not part of the employee s normal pay in Dayforce. This module explains the three check types, as well as when and how you would record each. Highlights the importance of performing a preview audit after entering one-time changes and corrections in a pay run. Also, it describes how to correct an employee s hourly rate or salary in People and how to recalculate the rate associated with the employee s time-driven earnings. Explains the process you need to follow to stop an employee from receiving a check after it is committed. Explains when and how you would record an adjustment to reclassify earnings, deductions, or wages from a prior pay period that have already been committed. Introduces the Data Entry tab that provides a central location where you can make one-time changes across pay runs, pay groups, and countries. It allows you the ability to work outside of the context of a specific pay run. Explains when and how to create pay runs outside of the regularly scheduled runs. Off-cycle pay runs are used to pay employees outside of their normal pay schedule.

6 6 Overview Processing a Pay Run with One-Time Changes and Corrections US Section Wrap Up Glossary of Terms Description This section summarizes the information provided in this course and links you to any further resources that you may find helpful These terms define payroll concepts and commonly used payroll terminology. Many of these terms and concepts are used throughout the course and Dayforce. Learning Objectives By completing this course, you will be able to: Define the terms check and check template as they are used in Dayforce Explain the difference between the three types of checks that can be processed in Dayforce Enter one-time deductions and earnings for a pay run as quick entries and checks Import quick entries and checks Enter corrections in a pay run Void payments Enter adjustments Process an off-cycle pay run Prerequisites Certain Dayforce courses are required as prerequisites prior to attending this course. The following courses will provide the foundational knowledge you need to understand the key Dayforce features discussed in this course. Understanding Deductions and Earnings in Dayforce Explains when deductions and earnings are applied during the payroll process and where they are recorded in Dayforce Maintaining HR Records for Payroll US Discusses how changes to key information in an HR record impact payroll processing Processing a Simple Pay Run US Provides an introduction of the Payroll feature and explains how to process a basic pay run without any additional payments or corrections Available Resources A variety of supporting guides are available through support.ceridian.com. Talk to your organization s support user or Implementation Consultant for help with obtaining these guides, depending on if you are in implementation or live. Admin and User Guides o o o o Payroll Administrator Guide Pay Approval Guide Reporting Guide Source Tax Online User Guide

7 Processing a Pay Run with One-Time Changes and Corrections US Overview 7 Our Training Scenario The best way to learn about Dayforce is to use the application. The following sample company is used throughout the class to reinforce concepts and processes. XYZ Company is a multinational company that is using Dayforce. Today you will act as a payroll administrator at XYZ Company and make several routine changes to employee pay information in the Payroll feature to accurately pay your employees.

8 8 Entering One-Time Changes in Payroll Processing a Pay Run with One-Time Changes and Corrections US Entering One-Time Changes in Payroll As you know, a typical pay run involves much more than the basics you learned about in the Processing a Simple Pay Run US course. To accurately pay your employees, you need to be able to add additional entries to the current pay run as well as make one-time changes. Some common examples include paying out a quarterly bonus or commission, decreasing an employee s loan deduction amount for the current pay run only, recording a check in Dayforce that was paid out of another account, and creating a check on demand for an employee who lost theirs. These types of one-time changes are made using the Payroll feature. You also use the Payroll feature to record payroll adjustments, void payments, and create off-cycle pay runs. This course explains when and how to use each of the following: Quick Entry Used to create one-time deductions and earnings that should be included in employee pay. This could include additional amounts or adjustments to existing amounts. Checks Used to record additional payments that are not a part of the employee s normal pay or in situations that require corrections. Void Payments Used to remove the amount and hours on the check from the employee s payroll records in Dayforce to ensure that MTD, QTD, and YTD records are accurate for tax filing purposes. Adjustments Used to reclassify earnings, deductions, or wages from pay periods that have already been committed and paid. Off-Cycle Pay Runs Used to process a pay run that is outside a regularly scheduled run. Many one-time changes, such as Quick Entry, Checks, and Adjustments can be entered in two different tabs within the Payroll feature. Pay Run Management Allows you to load and work in a specific pay run to enter one-time changes, in addition to previewing, auditing, and committing the pay run. Data Entry Provides a central location to enter one-time changes across different pay runs, pay groups, and countries. It allows you to work outside of the context of a specific pay run.

9 Processing a Pay Run with One-Time Changes and Corrections US Entering One-Time Changes in Payroll 9 During this course, we will complete a pay run that has one-time changes. We will focus on exploring the Quick Entry, Checks, Adjustments, Voids step of the Payroll Processing Diagram. If you are adding many one-time changes to the pay run, you will go through an iterative cycle to preview the changes using the auditing tools available in the Payroll feature to ensure that everythng was entered accurately. Performing a Preview Audit helps to ensure that the pay run is accurate prior to locking the pay run.

10 10 Entering One-Time Changes in Payroll Processing a Pay Run with One-Time Changes and Corrections US Activity: Load and Calculate the Current Pay Run Time: 3 minutes You will be working with the USA Hourly pay group for the current pay run. Commit Time and Attendance data for the USA Hourly pay group. Then Load and Calculate the pay run in the Payroll feature. Solution: Load and Calculate the Current Pay Run Commit Timesheets for the USA Hourly pay group: Path: Pay Admin Checklist 1. Select the most recently completed USA Hourly pay period. 2. Select the Locked checkbox for each location. 3. Select the Committed checkbox for each location. 4. Click Save. Load the pay run for the USA Hourly pay group: Path: Payroll > Overview 1. Select the checkbox for the most recently completed USA Hourly pay period (that you just approved WFM for). 2. Click Load Pay Run. Calculate the Pay Run in the Pay Run Management tab: Path: Payroll > [Load Pay Run] > Pay Run Management 1. Click Calculate in the Process Job list. One-Time Deductions and Earnings One-time deductions and earnings can be added to an employee s pay as either a quick entry or a check. This topic explains the conceptual information that applies to both. You will learn how to enter these transactions in subsequent modules. In a typical pay run, employees may have one-time deductions or earnings that need to be included. Examples of one-time amounts that need to be applied to an employee s pay are bonuses, commissions, and lump sum charitable donations.

11 Processing a Pay Run with One-Time Changes and Corrections US Entering One-Time Changes in Payroll 11 Since one-time amounts are specific to a single pay run, and not recurring, they are not added to an employee s HR record. As a result, these amounts do not automatically appear in the Preview when you Calculate the pay run in Payroll. Instead, one-time deductions and earnings are usually entered by an administrator, as required, directly in Payroll prior to committing the pay run. These amounts are added to an employee s pay as either a Quick Entry or an additional Check. The Quick Entry sub-tab allows you to add or modify earnings, deductions, or taxes that should be paid to or deducted from your employees. The Checks sub-tab allows you to process manual, onsite, and additional checks for employees. One-time amounts can be recorded at any time during payroll processing, even for future pay periods. For example, if you know the amount of bonuses that are being paid on next month s pay run, you can load the appropriate pay run at any time and record the details of the bonuses. Once one-time deductions and earnings have been entered via quick entry or check, it is recommended that you perform a preview audit to ensure the entries are accurate prior to committing the pay run. In order to fully understand the process of how to enter these amounts, we must first discuss the Dayforce terms check and check template, as the appropriate check template must be selected. Dayforce Payroll Term: Check One of the most important terms to understand while processing pay in Dayforce is check because it can be used to mean different things. When most people hear the word check, they think of a paper check. If you are paid by check, your employer gives you a paper check that you can deposit or cash at your bank to receive your net pay. An employee s payment method defines whether he or she receives paper checks, or is paid by direct deposit or payroll card. In Dayforce, when we say check we really just mean a payment or payroll entry. For example, an employee s bonus can be paid on his or her normal check, meaning that it is included with the employee s regular pay. However, this does not mean that the bonus is necessarily paid using a paper check. Similarly, recording what we call an additional check means that the employee receives a separate payment with a separate earning statement that displays the details of this payment. Again, in this situation it s the payment method that determines how that payment reaches the employee.

12 12 Entering One-Time Changes in Payroll Processing a Pay Run with One-Time Changes and Corrections US Check Templates Payments made within Dayforce are referred to as checks regardless of the disbursement method. All payments that employees receive are associated with a check template. A check template indicates which generated earnings, deductions, and taxes are to be automatically included on a particular employee payment. By default, the Normal check template has already been configured to apply any generated earnings, auto pay earnings, deductions, or taxes that would be applied by the employee s payroll policy. Typically, this check template is used for all regular payroll payments in regular pay runs. When using a check template other than Normal, Dayforce automatically creates a second payment to the employee. This second payment can be paid out as a paper check, direct deposit, or payroll card. Additional check templates are created for specific scenarios to restrict which generated earnings, deductions, and taxes are applied to that particular payment so that they are not incorrectly applied. For example, a parking fee or medical premium that is deducted from a regular check would not necessarily be deducted from a bonus payment. Therefore, a Bonus check template should be created and configured to prevent these certain scheduled deductions, but to still apply the appropriate taxes from being withheld when the Bonus check template is used. Check templates may be created as needed for situations such as bonus pay, commission pay, or reimbursements. Once check templates are created, they can be assigned when Quick Entry and Checks are recorded. Check templates can also be configured to ignore either direct deposit or payroll card options as disbursement methods. If this is configured, the disbursement method specified in the check template will override the employee s regular payment method set up in his or her HR record. In addition, you can configure separate check templates for the appropriate employment types. This allows you to pay employees both regular pay and contractor or pensioner pay simultaneously, and issue each type of tax form when appropriate. Based on the configuration of the check template, the earnings will be mapped to the corresponding US tax form.

13 Processing a Pay Run with One-Time Changes and Corrections US Entering One-Time Changes in Payroll 13 Let s view an example of a $ bonus entered as a Quick Entry using the Bonus check template. When the Bonus check template is selected, the application knows which earnings, deductions, and taxes to apply. Since the Bonus check template was configured to only deduct 401(k), and exclude all other scheduled deductions, on Brad s bonus check, only 401(k) will be deducted from his bonus payment. In addition, the Bonus check template was configured to only apply the 401(k) Match generated earning and to use the Supplemental Flat Rate to calculate applicable taxes. As you can see on the above earning statement for Brad s $ bonus payment, only 401(k) was applied as a deduction and the 401(k) Match as a generated earning. In addition, the Federal W/H taxes were calculated using the 25% Supplemental Flat Rate. Understanding the difference between check templates is important in ensuring that the correct generated earnings, deductions, and taxes are applied. You need to select the appropriate check template to be applied to payments entered as quick entries or checks. In addition to setting up supplemental taxation at the check template level, you can configure supplemental taxation at the earning level so that earnings are taxed properly.

14 14 Quick Entry Processing a Pay Run with One-Time Changes and Corrections US Quick Entry Quick entries are used to record one-time deductions and earnings for an employee that should be included on his or her pay. They can also be used to enter payroll corrections. These one-time amounts are recorded in Payroll since they are not recurring amounts which reside in the employee s HR record, and they are not time-driven earnings from the timesheet. You can record a quick entry to: Add or subtract new earning or deduction amounts Modify the amount of an earning, deduction, or tax to allow the amounts to accurately reflect what the employee should earn, have deducted, or pay in taxes Replace amounts, the employees position, or the work location for existing earnings or deductions Some examples of quick entries you may need to include are earnings such as a bonus or commission, and deductions such as a one-time charitable donation. When you record a $ bonus as a quick entry, the employee is paid this additional amount as part of his or her regular run once you commit the pay. Depending on your organization s policy, time-driven earnings and generated earnings could be recorded as quick entries if necessary. Record a Quick Entry Path: Payroll > [Load Pay Run] > Pay Run Management > Quick Entry To add a new quick entry, click Add on the Quick Entry sub tab of Pay Run Management. At minimum, you must complete the Employee Name or Employee No., Code, and Hours or Amount fields to record the quick entry. Enter the Employee Name or Employee No. of the employee that is receiving the quick entry. Only Active and Inactive employees in the pay group you have open will be available to select from in these two fields. Terminated employees need to b e added to the pay run using the Terminated button. Enter the appropriate deduction, earning, or tax code to be applied in the Code field.

15 Processing a Pay Run with One-Time Changes and Corrections US Quick Entry 15 Use either the Hours or Amount field to specify how much the employee will be paid for the corresponding code entered. Depending on which earning, deduction, or tax code was entered, restrictions may apply. For example, if you enter a Medical deduction for the code, you will be unable to enter a value in the Hours field. The Replace checkbox allows a replacement of payroll election entered in the HR record with the details of this quick entry. On the other hand, when the Replace checkbox is cleared, the quick entry will be added or subtracted from any existing details in the employee s pay run with a matching code. If the employee does not have a matching code on the given pay run, the application adds it with the corresponding value. For example, if an employee has a $20.00 parking subsidy as a payroll election and a $25.00 parking subsidy is also recorded as a quick entry with the Replace checkbox cleared, these two amounts will be combined for a $45.00 parking subsidy on the given pay run. Select the Check Template to be applied to the quick entry, if necessary, by typing the name of the check template in the Check Template field. The check template field automatically populates the Normal template unless the earning code is attached to a specific check template. As referenced earlier, the check template determines which earnings, deductions, and taxes are applied to the employee s pay. The PPN field allows a different pay period number to be associated to the quick entry for recordkeeping purposes. Use the Pay Periods for Tax column to specify a number of pay periods over which to tax the employee s quick entry payment. When you have finished entering the details of the quick entry, click Save to apply it to the employee. The application maintains a complete list of any quick entries that have been recorded for the pay run and saved in the Quick Entry tab. To find out more information about who recorded a quick entry and when it was recorded or modified, click Audits in the toolstrip. This is beneficial when there are multiple administrators who are recording entries or to confirm who recorded or modified a future entry. Once you have recorded your quick entries, you can edit them by selecting the applicable quick entry and: Clicking the Delete button to delete it. Clicking the Copy button to copy it. Double-clicking in any field to edit its value. After saving you can review the results of your quick entries in the Preview sub-tab.

16 16 Quick Entry Processing a Pay Run with One-Time Changes and Corrections US You can navigate the Quick Entry page more efficiently using your keyboard. Press the Tab key to move from field to field. Within the cells, begin typing to activate a menu of matching items. For example, in the Employee Name field, typing De brings up a list of employees with De in their name.. For more information, see the Recording Quick Entries section of the Payroll Administrator Guide. Activity: Record Quick Entries for the Current Pay Run Time: 4 minutes You were notified that there are certain one-time earning and deduction changes for the USA Hourly pay group for the current pay run. Two department managers, Charles Truman and Patty Peterson, earned a $ bonus, while Kurt Morales earned a $ bonus. Jessica Parker has made a $50.00 lump sum charitable donation that needs to be deducted from her pay. Brad Cook is set up with a $50.00 Parking Subsidy each pay; however, for this pay period only, his Parking Subsidy amount needs to be overridden to $ Details: Award a $ bonus to Charles Truman and Patty Peterson, and a $ bonus to Kurt Morales Deduct a one-time $50.00 charitable donation from Jessica Parker s pay Replace the amount of Brad Cook s Parking Subsidy to $35.00 Perform a Preview Audit using the Preview sub-tab to review the entries you made DO NOT COMMIT, we will be using this pay run for the rest of the course. Solution: Record Quick Entries for the Current Pay Run Path: Payroll > [Load Pay Run] > Pay Run Management > Quick Entry Add bonuses for Charles Truman, Patty Peterson, and Kurt Morales: 1. Click Add. 2. Type Charles Truman for the Employee Name. 3. Type Bonus for the Code. 4. Type for the Amount. 5. Click Add. 6. Type Patty Peterson for the Employee Name. 7. Type Bonus for the Code. 8. Type for the Amount. 9. Click Add. 10. Type Kurt Morales for the Employee Name. 11. Type Bonus for the Code.

17 Processing a Pay Run with One-Time Changes and Corrections US Quick Entry Type for the Amount. Add charitable donation deduction for Jessica Parker: 1. Click Add. 2. Type Jessica Parker for the Employee Name. 3. Type Charitable Donation for the Code. 4. Type for the Amount. Replace the parking subsidy amount for Brad Cook: 1. Click Add. 2. Type Brad Cook for the Employee Name. 3. Type Parking Subsidy for the Code. 4. Select the Replace checkbox. 5. Type for the Amount. 6. Click Save. Perform a Preview Audit: 1. View the Preview sub-tab to see how the quick entries have updated the pay run. DO NOT COMMIT, we will be using this pay run for the rest of the course. Import Quick Entries Path: Payroll > [Load Pay Run] > Pay Run Management > Quick Entry If you have many quick entries to record, you can import them into Payroll instead of manually entering them. This is beneficial when you have bonus or commission file to process for multiple employees. You can import a set of quick entries using a CSV (comma-separated values) file to quickly and conveniently load those records. Before you can import quick entries, you must first download the quick entry template from Payroll. Select the Create Import Template in the Import list. This template is downloaded as a CSV file and cannot be converted to an Excel file.

18 18 Quick Entry Processing a Pay Run with One-Time Changes and Corrections US Enter the appropriate information into the Import Template CSV file. Once the file has been prepared, upload it by clicking Import Items in the Import list. Only required fields for the tab you are importing into need to be filled out in the import template. Remaining blank fields are updated based on the data provided in the import file. You can define in the wizard what you want to take place when errors occur during validation. When there are errors, Dayforce will either delete all records, or keep only the successful records and finish importing the data. Errors can be found in Import History located in the Import list. In the above example, the imported data for a quick entry contains no errors. For more information see the Importing Quick Entries section of the Payroll Administrator Guide. Activity: Import Quick Entries Time: 5 minutes You need to enter a $ fitness subsidy for nine employees. You created a CSV file using the appropriate Import Template. Import the CSV file to add the fitness subsidies to the Quick Entry screen. Details: Award a $ fitness subsidy to nine employees using the quick entry import tool Use the Fitness Subsidy (US) file provided by your instructor Solution: Import Quick Entries Import Quick Entries: Path: Payroll > [Load Pay Run] > Pay Run Management > Quick Entry 1. Click Import Items in the Import list. 2. Type Fitness Subsidy for the Import Set Name. 3. Click Keep Successful Records in the If Validation Errors Occur list. 4. Click Next. 5. Click Add File.

19 Processing a Pay Run with One-Time Changes and Corrections US Quick Entry Find and select the Fitness Subsidy (US) file. 7. Click Upload. 8. Click Refresh.

20 20 Checks Processing a Pay Run with One-Time Changes and Corrections US Checks There are occasions when you must issue checks whether as part of a scheduled pay run or immediately outside of a scheduled pay run. There are three check types that you can manage and issue in Dayforce.

21 Processing a Pay Run with One-Time Changes and Corrections US Checks 21 Check Type Additional Check Manual Check Onsite Check Description Used to create an additional check that is separate from the employee s normal check. Additional checks give you the option of processing a check level override to prevent the payment from being disbursed as a direct deposit or as a payroll card. When additional checks are used, Ceridian generates the check when the scheduled pay run is committed. Examples: Bonus check, vacation pay, or severance payout Used to record transactions that occur outside of Dayforce to update QTD and YTD records for payroll history and filings. Often manual checks are used to record checks issued by an organization s accounts payable department. When manual checks are entered, Ceridian does not issue a check. Examples: Accounts Payable check that needs to be reported for tax purposes Used when you need to issue an immediate payment. Onsite checks are calculated and recorded in Dayforce. Depending on the disbursement method, the payment is either printed locally at your location on check stock for a customer-owned account or loaded onto a Comdata issued payroll card. When onsite checks are used, Ceridian does not issue a check. They must be printed before committing payroll; otherwise, an error requiring you to print the check is generated. Examples: A check that is printed onsite to immediately pay an employee on his or her last day The process for recording all three check types is similar. This module explains the process in detail using additional checks, and then explains manual checks and onsite checks. Record an Additional Check Path: Payroll > [Load Pay Run] > Pay Run Management > Checks The Checks sub-tab is used to enter and manage checks for the Load pay run. The type of check being recorded is determined by the Check Type field.

22 22 Checks Processing a Pay Run with One-Time Changes and Corrections US You can enter as many checks as required for as many employees in a pay group as needed. Entering checks is a two-step process. You must: 1. Record basic information about the check 2. Record the check details Record Basic Information To enter basic information about a check, click Add. Enter either the employee s number in Employee No. or the employee s name in Employee Name to identify whom the check is for. Then select the appropriate Check Type. Specify the Check Template that should be applied to the check. The check template determines which earnings, deductions, and taxes will be applied. If you select Manual for the Check Type, the application only allows you to use the Manual check template; you cannot record manual checks with a different check template. Record the Check Details Once the basic information about the check has been recorded, you must enter the details about the check in the Check Entry tab in the lower pane. Here you will enter what will be recorded on the check. You can add as many rows as needed to record the check details.

23 Processing a Pay Run with One-Time Changes and Corrections US Checks 23 The Check Entry tab has four sub-sections: Earnings, Deductions, Garnishments, and Employee Taxes. To add entries, first expand and select the appropriate sub-section based on the type of details you re adding to the check. For example, to add an earning to the check, expand the Earnings section and click Add. For example, to add a deduction to the check, expand and select the Deductions section to display Deductions next to the Add, Copy, and Delete buttons. Each sub-section only displays columns that are relevant for that type of entry. For example, as seen above, the Deductions sub-section does not include the Hrs. or Position columns because these are not used to create deductions. Further, the Code column only displays the codes that are relevant to each sub-section. Depending on the check template you selected, you may need to select the Replace checkbox if this check should not have all of the components of the check template applied to the employee s pay.

24 24 Checks Processing a Pay Run with One-Time Changes and Corrections US Enter the appropriate earning or deduction code in the Code field. If you select an earning code from the list, the application automatically populates the Rate field with the employee s hourly rate for that earning, if applicable. If the check is for hourly earnings, enter the number of hours in the Hrs. field. Otherwise, enter the amount of the check in the Amount field. Use the Pay Periods for Tax column to specify a number of pay periods over which to tax the employee s check payment. When you record checks, you can also process a check level override in the Check Level Override tab in the lower pane. When issuing an additional check, you have the option to exclude direct deposit or payroll cards as a disbursement method, meaning that you can tell Dayforce that all checks should be disbursed using a paper check. You can also make overrides for the tax method, payment frequency, and residence location. In order to apply an override, you must first select the Override checkbox to enable editing. After saving you can review the results of your checks in the Preview tab. Activity: Record an Additional Check Time: 3 minutes Sally Bayer, employee number 1826, needs an additional check processed for a $ commission payment and a $ travel reimbursement payment. Details: Sally Bayer requires a $ Commission payment and a $ Travel Expense USA payment in a separate check from her normal pay Her payroll elections were applied in her normal check this pay period; therefore, payroll elections should not be applied to her additional payment Instead of her funds being deposited onto her payroll card, Sally should receive a live check

25 Processing a Pay Run with One-Time Changes and Corrections US Checks 25 Solution: Record an Additional Check Enter an Additional Check for Sally Bayer: Path: Payroll > [Load Pay Run] > Pay Run Management > Checks Record Basic Information: 1. Click Add. 2. Type 1826 for the Employee No. 3. Type Additional for the Check Type. 4. Type Commission for the Check Template. Record Check Details: 1. In the Check Entry tab in the lower pane, expand and select the Earnings sub-section. 2. Click Add. 3. Type Commission for the Code. 4. Type for the Amount. 5. Click Add. 6. Type Travel Expense USA for the Code. 7. Type for the Amount. 8. In the Check Level Override tab, select the Override checkbox. 9. Select the Exclude payroll card account from disbursement checkbox. 10. Click Save. Import Checks Path: Payroll > [Load pay run] > Pay Run Management > Checks If you have a large number of checks to record, you can import them into Payroll instead of manually entering them. This is beneficial when you have bonus or commission file to process for multiple employees, and those payments need to be issued as a separate payment. You can import a set of checks using a CSV (comma-separated values) file to quickly and conveniently load those records. Before you can import checks, you must first download the check import template from Payroll by selecting Create Import Template in the Import list. This template is downloaded as a CSV file and cannot be converted to an Excel file. The CSV file contains the headings for the column names of both header and details records.

26 26 Checks Processing a Pay Run with One-Time Changes and Corrections US Header Records Indicated with H is used to record the employee number, employee name, check type, and check template. This information appears in the top pane of the Checks screen. Detail Records Indicated with D is used to record the earning or deduction code, hours, and pay rate being recorded on the check. There can be multiple detail records underneath a header record. This information appears in the lower pane of the Checks screen. Enter the appropriate information into the Import Template CSV file in the columns for both the header and detail records. Once the file has been prepared, upload it by using the Import Items option in the Import list. Specify a name for the set of entries you are importing into the Import Set Name prompt. Only required fields for the tab you are importing into need to be filled out in the import template. Remaining blank fields are updated based on the information provided in the import file. You can define in the wizard what you want to take place when errors occur during validation. When there are errors, Dayforce will either delete all records, or keep only the successful records and finish importing the data. Errors can be found in Import History located in the Import list. For more information, see the Working with Checks section of the Payroll Administrator Guide. Record a Manual Check Path: Payroll > [Load Pay Run] > Pay Run Management > Checks Manual checks are used to record checks that are issued outside of Dayforce to keep track of QTD and YTD amounts for payroll history and filings. This situation may or may not be of an urgent nature. Dayforce does not automatically calculate and apply taxes, generated earnings, scheduled deductions, or garnishments on manual checks. If you want these items calculated and applied, you must select another check template for the application to mimic by using the Calculate button. For example, a manual check is entered for 10 hours of regular pay. To apply the appropriate taxes, generated earnings, and scheduled deductions on this amount, click the Calculate button in the Check Entry tab in the lower pane. This opens the Calculate Check window where you can specify which check

27 Processing a Pay Run with One-Time Changes and Corrections US Checks 27 template you want the check to mimic, allowing the appropriate employee taxes, generated earnings, deductions, or garnishments to be applied. In the Calculate Check window, select the appropriate Check Template in the Calculation Check Template list and click Calculate. Based on the check template selected, the application displays the applicable earnings, deductions, garnishments, and employee taxes that were pulled from the employee s HR record. Click Accept to apply the calculated earnings, deductions, garnishments, and employee taxes to the manual check. The application displays each one as a separate line item in the Check Entry section of the screen. If necessary, you can click an item and Delete it from the list. However, be aware that if you delete a pre-tax deduction, it will not Calculate the taxes. Instead, it is recommended that you create a new check template if you only want certain deductions applied. Once all the details of the manual check have been entered, click Save. For more information, see the Working with Checks section of the Payroll Administrator Guide.

28 28 Checks Processing a Pay Run with One-Time Changes and Corrections US Activity: Record a Manual Check for Owed Deductions Time: 5 minutes Roman Condrocova, employee number 1845, is on a leave of absence and will owe $ for his computer loan while he s out. He has sent in a check for $ This check needs to be entered in Dayforce to reflect the new balance. Details: Roman Condrocova submitted a payment for $ using his personal check numbered 114 This amount covers his computer loan for two pay runs Solution: Record a Manual Check for Owed Deductions Enter a Manual Check for Roman Condrocova: Path: Payroll > [Load Pay Run] > Pay Run Management > Checks Record Basic Information: 1. Click Add. 2. Type 1845 for the Employee No. 3. Type Manual for the Check Type. 4. Type Manual for the Check Template. 5. Type 114 for the Check Number. Record Check Details: 1. In the Check Entry tab in the lower pane, expand and select the Deductions sub-section. 2. Click Add. 3. Type Computer Loan for the Code. 4. Type for the Amount. 5. Click Save. Record Mark as Pay Out Checks You can pay out retroactive, current, and future dated time-driven earnings from WFM records on manual or onsite checks using the Mark as Pay Out list. This allows you to pay out any time that is already recorded on the employee s time and attendance records, and displayed on the WFM timesheets in advance of the normal pay date. Any advance pay is then excluded from the next regularly scheduled pay run. Typically, this option is used to pay out terminated employees who need their final pay immediately. You can mark up to three manual checks as pay out checks in order to apply the appropriate taxes to current, future, and retroactive pay.

29 Processing a Pay Run with One-Time Changes and Corrections US Checks 29 Recording advance pay (i.e., current or future WFM records ahead of the regular pay date) instructs the application to: Include the hours and earnings from any worked or future-dated time recorded in WFM for the pay period on the check. Then, exclude those hours and earnings from the associated normal pay run so that the employee is not double paid. Override any auto pay earnings the employee would have received during the normal pay run. The application does not include any auto pay earnings on advance pay checks and it also excludes them from the normal pay run; instead, the employee is paid for whatever earnings the payroll administrator records on the check. To record a mark as pay out check, record the check s basic information and any details, such as earnings or deductions, in the Checks sub-tab and then click Save. Then click one of the following options in the Mark as Pay Out list. You must Save the check in order to activate the Mark as Pay Out list. Current with Retro To pay out an employee s current and retroactive WFM records Pay Out To Date To pay out an employee s current, retro and future-dated WFM records Retro To pay out retroactive WFM records only Current To pay out current WFM records only Future To pay out future WFM records only Once an option is selected, the application includes the appropriate pay, deductions, and taxes based on the check template settings. The below calendar illustrates retroactive, current, and future WFM records (time-driven earnings). This calendar example assumes a weekly pay frequency with Monday pay dates.

30 30 Checks Processing a Pay Run with One-Time Changes and Corrections US If applicable, record any additional earnings or deductions you want included on the check in the Check Entry tab. If you need to remove advance pay from a check, delete the check entry. Then add a new check entry with the correct details. For example, an employee is terminated on the Thursday of a weekly pay period. As of the termination date, the employee already has 24 hours of worked time in his or her timesheet from the previous three days. However, pay for this period is not scheduled to be paid out until the normal pay date on the 25 th of the month. If the payroll administrator needed to pay the employee out immediately, these time-driven earnings could be included on the onsite or manual check by using the Pay Out To Date option in the Mark as Pay Out list.

31 Processing a Pay Run with One-Time Changes and Corrections US Checks 31 By selecting Pay Out To Date, the employee s time-driven earnings from the current week are included in the check. Once the check details are saved, Dayforce marks the future WFM records as paid to ensure that they are not paid out again on the pay run with which they are actually associated. Record an Onsite Check Path: Payroll > [Load pay run] > Pay Run Management > Checks Onsite checks are used to generate a check, including calculating all taxes and deductions, and preview that check before disbursing funds to an employee. These are often used when a payment needs to be issued immediately, such as needing to: Urgently pay out an employee who was grossly underpaid Quickly reissue a check that was previously voided Immediately pay a terminated employee his or her final pay When you issue an onsite check you have the option of disbursing the funds as: A check printed locally on check stock for a customer owned account A Comdata issued payroll card Both of these disbursement methods result in an immediate payment to the employee. Onsite Check Printed Locally Selecting the Check disbursement method for the onsite check specifies that you want to print the check at your physical location. After you have recorded the details of the check in the Check Entry tab, you can preview it on the Check Preview tab to verify that everything is accurate.

32 32 Checks Processing a Pay Run with One-Time Changes and Corrections US The Check Preview tab provides a sample print out of the check details and the check itself. You can display an onsite check s actual print date in addition to the pay date. To enable, select the Display Print Date on Onsite Checks checkbox in System Admin > Client Properties > Client Payroll Properties. This will display a Printed Date row in the header of the printed and online check statements. Once you have confirmed everything is accurate, click the Print button to print the onsite check or click the Batch Print button if you have more than one onsite check to print in the pay run. After clicking Print, you will be prompted to enter the Check Number for the onsite check. If necessary, you can also change the Check Date. Once you enter the required information and click OK, Dayforce will prompt you to confirm that the checks printed successfully. You need to print the onsite checks before you are able to commit the pay run. The check stock used for onsite checks must be ordered from Ceridian-approved vendors in order to be properly formatted as required by Dayforce. The check stock can be pre-printed by the vendor with the customer account details (Transit Routing, Account#, Check#, MICR line) or can be blank stock that Dayforce will add the account details to while printing the rest of the document on an organization s local magnetic ink printer. In order for an onsite check to print properly, in the printing options of your browser, you need to set the print size to actual size, and not to fit to the page. This is a one-time setting and is required for all browsers (e.g., IE, Chrome, Firefox, and Safari).

33 Processing a Pay Run with One-Time Changes and Corrections US Checks 33 Authorized client users can be granted the ability to change the status of an onsite check from In Process to None. Once enabled, the application displays the Override In Process Checks button for authorized users on the Checks tab of Payroll when the print process for one or more onsite checks has been disrupted and the status is In Process. From there, you can update the status of the onsite check(s). To enable this functionality, reach out to your Dayforce Service Representative. Onsite Check Loaded onto a Payroll Card By default, the Disbursement Method for an onsite check will display as Check, but you are able to change it to Payroll Card. Selecting Payroll Card specifies that you want the onsite check to be loaded onto a Comdata issued payroll card. Record the details of the payments being disbursed on the payroll card as part of the onsite check in the Check Entry tab, as you would for any other check payment. If the employee does not already have a payroll card assigned to him or her, when Payroll Card is selected as the disbursement method, the Issue Payroll Card tab appears in the lower pane of the Checks screen. To issue a payroll card for the employee, select the Issue Payroll Card checkbox. In this situation, the employee is issued a payroll card and has the funds loaded on the payroll card simultaneously. There is no need to assign a payroll card to the employee in the HR record first.

34 34 Checks Processing a Pay Run with One-Time Changes and Corrections US Once you have recorded the appropriate details for the payroll card and you have confirmed that the details recorded for the check entry are correct, you can load the payroll card. This is done by clicking the Load Payroll Card or the Batch Load Payroll Card button if you have more than one payroll card to disburse funds onto. Dayforce will only give you the option to select Payroll Card as a Disbursement Method if your organization has been configured to use payroll cards and if the check template used for the onsite check has been configured to include pay cards as a disbursement method. Activity: Issue an Onsite Check for a Terminated Employee Time: 5 minutes Amanda Morgan has resigned from her position and her last day is today. Enter her resignation details in the Terminate an Employee form in People and then create an onsite check in Payroll to process her final pay to be immediately paid out as a paper check. Her final pay should include all of her current and future WFM records. Details: Amanda Morgan resigned with her last day as today Enter her resignation details in the Terminate an Employee form Create an onsite check in the open USA Hourly pay run to be printed locally as a paper check Use the Pay Out To Date option in the Mark as Pay Out list to pay Amanda her current and future dated WFM records Since we are working in a training environment and we cannot print the onsite check, delete it from the pay run. Otherwise, we would not be able to commit the pay run with an uncommitted onsite. Solution: Issue an Onsite Check for a Terminated Employee Enter Amanda Morgan s termination: Path: People > Load Amanda Morgan 1. Click the Terminate an Employee form in the Employment Information section of Forms. 2. Type today s date for the Termination Date. 3. Click Terminated in the Status list. 4. Click Resignation in the Reason list. 5. Type this Saturday s date for the Last Pay Date. 6. Click Submit. Enter Onsite Check for Amanda Morgan: Path: Payroll > [Load Pay Run] > Pay Run Management > Checks Record Basic Information: 1. Click Add.

35 Processing a Pay Run with One-Time Changes and Corrections US Checks Type Amanda Morgan for the Employee. 3. Type Onsite for the Check Type. 4. Type Normal Separate Payment for the Check Template. 5. Verify that Check displays for the Disbursement Method. 6. Click Save. Record Check Details: 1. Click Amanda Morgan s onsite check. 2. Click Pay Out To Date in the Mark as Pay Out list. 3. Click Save. 4. Click Check Preview to confirm the appropriate earnings, deductions, and taxes were applied. Delete Onsite Check for Amanda Morgan: Path: Payroll > [Load Pay Run] > Pay Run Management > Checks 5. Click Amanda Morgan s onsite check. 6. Click Delete. 7. Click OK. 8. Click Save. Audit Checks Path: Payroll > [Load Pay Run] > Pay Run Management > Checks You can view audit details about who recorded and saved checks in the Checks sub-tab in Payroll by clicking Audits in the toolstrip. You can also view audit details in the Quick Entry and Adjustments subtabs. Clicking Audits opens a panel that contains the transactions associated with the highlighted entry.

36 36 Checks Processing a Pay Run with One-Time Changes and Corrections US In the Quick Entry and Adjustments sub-tabs, if you select more than one entry you will only be able to view the transactions for the entry that you most recently selected. At this time, you cannot view audit information in the Payroll feature for entries once they are deleted.

37 Processing a Pay Run with One-Time Changes and Corrections US Audit Payroll Changes 37 Audit Payroll Changes After entering one-time changes and corrections in a pay run, it is beneficial to perform a Preview Audit to ensure that all your payroll entries are accurate. Activity: Perform a Preview Audit Time: 5 minutes Now that you have finished entering your one-time changes into the pay run, it is beneficial to perform a Preview Audit to ensure that all payroll entries were accurate. Details: Review the Preview sub-tab and the Employee Preview slide-out panel to verify that all one-time changes that you entered during the course are reflected: Charles Truman and Patty Peterson Quick Entry Bonus $ Kurt Morales Quick Entry Bonus $ Jessica Parker Quick Entry Charitable Donation $50.00 Brad Cook Quick Entry Parking Subsidy $35.00 Angela Reid, Bobby Singh, Carolina Sanchez, Charles Truman, John Nelson, Katie Nash, Lisa Shah, Pascal Sato, and Randy McNeil Fitness Subsidy $ Sally Bayer Additional Check Commission $ and Travel Reimbursement $ Roman Condrocova Manual Check Computer Loan $ Review the Audit sub-tab to ensure that there are no issues in the pay run. Solution: Perform a Preview Audit Perform a Preview Audit: Path: Payroll > Overview > [Load Pay Run] > Pay Run Management 1. Click the Preview sub-tab to locate and review the following payroll information: Verify that Charles Truman and Patty Peterson received a Bonus payment in the amount of $ Verify that Kurt Morales received a Bonus payment in the amount of $ Verify that Jessica Parker had a Charitable Donation in the amount of $ Verify that Brad Cook received a Parking Subsidy in the amount of $ Verify that Angela Reid, Bobby Singh, Carolina Sanchez, Charles Truman, John Nelson, Katie Nash, Lisa Shah, Pascal Sato, and Randy McNeil received a Fitness Subsidy in the amount of $ Review the Employee Preview slide-out panel for the following information: Verify that Sally Bayer had an Additional Check payment including a Commission in the amount of $ and a Travel Expense USA in the amount of Verify that Roman Condrocova had a Manual Check for a Computer deduction in the amount of $

38 38 Audit Payroll Changes Processing a Pay Run with One-Time Changes and Corrections US 3. Review the Audit sub-tab to verify that all employees are receiving a pay and that there are no further issues to deal with in the pay run. Identify that Elaine Craig, an active employee, was not paid. Correct an Employee s Hourly Rate or Salary Path: People > [Load Employee] > Employment > Employment, Compensation and Policy Settings When an employee s hourly rate or annual salary is recorded incorrectly in their HR record, you must update it in People and also ensure that the employee s hours are recalulated to reflect the correct rate. For example, Katie Nash s hourly rate was supposed to increase by $0.50 for the current pay period. First, her new hourly rate should be recorded in the HR record with a retroactive effective date. Correcting her hourly rate in her HR record ensures that any future pay periods will have the correct rate applied. However, it will not pay out the retroactive pay that she is entitled for the current pay period when her hours were paid using the incorrect hourly rate. The Calculate Pay button in Pay Admin Checklist can be used to calculate the pay associated with the time-driven earnings for the current period. For example, clicking Calculate Pay for Plant 1 calculates all time-driven earnings for Plant 1. This can be used to calculate Katie s time-driven earnings by applying her new hourly rate. Not all payroll discrepancies are identified with errors in a payroll report. Common discrepancies can also include changes that impact payroll that are not entered in a timely manner, such as processing a late address change. When this happens, corrections may be required in payroll in order for the employee s taxes or wages to be correct. For example, if an address change was submitted late, you may need to update the taxes that were paid once the new address is recorded.

39 Processing a Pay Run with One-Time Changes and Corrections US Audit Payroll Changes 39 Activity: Correct HR Record for Elaine Craig Time: 12 minutes While reviewing the Audit sub-tab in Payroll, you identified that one active employee was not paid. By selecting the Active Employees Not Paid report, you saw that Elaine Craig was the employee who was not paid. Investigate why Elaine Craig was not paid and correct her payroll data to ensure that she is paid accurately on this pay run and on future pay runs. Once you have confirmed that Elaine Craig s pay is accurate, perform the rest of the payroll processing steps to commit the pay run. Details: Elaine Craig is in the USA Hourly pay group Her hourly base rate should be $15.65, effective two Sundays ago Use the Calculate Pay button in Pay Admin Checklist to recalculate her time-driven earnings for the current pay period Confirm that Elaine Craig no longer shows on the Active Employee Not Paid audit report Lock, Validate, and Commit the pay run Run the Payroll Register Report to validate the changes that were entered and to confirm the impact that they had on employees pay information Solution: Correct HR Record for Elaine Craig Investigate why Elaine Craig was not paid: Path: Payroll > [Load Pay Run] > Pay Run Management > Preview > Employee 1. Click Elaine Craig. 2. Click the Employee Preview slide-out panel. 3. Click the Time Data tab to review Elaine s time and attendance data. 4. Identify that Elaine had hours recorded, but there is no rate attached to them. Enter Hourly Rate in Elaine Craig s HR Record: Path: People > Load Elaine Craig > Employment > Employment, Compensation and Policy Settings Review Elaine Craig s HR record: 1. Identify that Elaine Craig s hourly rate has accidentally been updated to $0.00. Update Elaine Craig s Hourly Rate:

40 40 Audit Payroll Changes Processing a Pay Run with One-Time Changes and Corrections US 1. Type two Sundays ago for the Effective From Date. 2. Click Administrative in the Reason list. 3. Type for the Base Rate. 4. Click Save. Recalculate Elaine Craig s Time-Driven Earnings: Path: Pay Admin Checklist 1. Click the most recently completed USA Hourly pay period. 2. Select Plant 1 and click the Calculate Pay icon. Confirm Elaine Craig s Pay: Path: Payroll > [Load Pay Run] > Pay Run Management 1. Click Calculate in the Process Job list. 2. Click Preview to verify that Elaine Craig now has a check for the pay run. View her Employee Preview slide-out panel to confirm her rate of pay is associated with her hours. 3. Click Audit to confirm that Elaine Craig no longer appears on the audit report. Lock and Commit the Pay Run: Lock the Pay Run: 1. Click Lock in the Process Job list. Perform a Pre-Commit Audit: 1. Review the Payments tab within the Preview sub-tab and confirm the payments are correct. Validate and Commit the Pay Run: 1. Click Validate in the Process Job list. 2. Click Commit in the Process Job list. 3. Click OK on the transmission disabled warning. Step 5 does not happen in a live environment. Perform a Post-Commit Audit: 1. Click Reports. 2. Click Payroll Register Report. 3. Click Run Report. 4. Close Reports window. 5. Go to the Message Center and open the Payroll Register Report and confirm your one-time changes have been applied.

41 Processing a Pay Run with One-Time Changes and Corrections US Audit Payroll Changes 41 Activity: Audit Payroll Changes and Commit the Pay Run Time: 5 minutes After running the Payroll Register Report you have determined that Amber Dow, employee number 1828, was missing 15 hours of vacation on the previous pay run. Since this is a significant amount of pay that she is owed, she cannot wait until the next regularly scheduled pay run to receive it. Accounts Payable will issue her a check to pay her immediately. Record a manual check for the 15 hours of vacation in the next normally scheduled pay run so her YTD numbers in Dayforce are accurate. Details: Record a manual check for the 15 hours of vacation in the next normally scheduled pay run Solution: Audit Payroll Changes and Commit the Pay Run Load Next Normal Pay Run and Enter a Manual Check for Amber Dow: Path: Payroll > [Load Pay Run] > Pay Run Management > Checks Record Basic Information: 1. Click Add. 2. Type 1828 for the Employee No. 3. Type Manual for the Check Type. 4. Type Manual for the Check Template. 5. Type 3020 for the Check Number. Record Check Details: 1. In the Check Entry tab in the lower pane, expand and select the Earnings sub-section. 2. Click Add. 3. Type Vacation for the Code. 4. Type 15 for the Hours. 5. Click the Calculate icon. 6. Click Additional Payment/401(k) Only in the Calculation Check Template list. 7. Click Calculate. 8. Click Accept. 9. Click Save.

42 42 Void Payments Processing a Pay Run with One-Time Changes and Corrections US Void Payments Path: Payroll > [Load Pay Run] > Pay Run Management > Checks > Add Auto Void There are certain situations when you will need to stop an employee from receiving a check after it is committed. When we refer to stopping a check, you could either need to request a stop payment for a paper check or request a direct deposit reversal for a direct deposit or payroll card payment. Some of the situations where you would need to make this request include the amount of the employee s check was grossly incorrect, the employee s mailing address was incorrect and he or she did not receive it in the mail, the employee lost the check, and the employee s bank account information was incorrect. In these situations, you must request a stop payment or a direct deposit reversal in addition to voiding the check in Dayforce. The steps involved in this process are illustrated and described below. Notice that not all of the steps occur in the Payroll feature. Step Request Stop Payment or Direct Deposit Reversal Add Auto Void Correct HR Record Details (if needed) Description You need to request a stop payment or a direct deposit reversal on the check with Ceridian Payment Solutions. This is done so that the employee does not receive the funds. After you receive confirmation that the payment has been stopped, you should void the check. When you add an auto void in Payroll, Dayforce removes the amount and hours on the check from the employee s payroll records to ensure that MTD, QTD, and YTD records are accurate for tax filing purposes. After you void the check, it is important that you correct any information in the employee s HR record that caused the check to be stopped. For instance, if the check was stopped and voided because the employee s primary residence was incorrect so he or she never received the check in the mail, ensure that the address is corrected prior to reissuing the check.

43 Processing a Pay Run with One-Time Changes and Corrections US Void Payments 43 Step Reissue Check (if needed) Description When the employee s HR record information is accurate, you should reissue the check for the accurate amount, if required by the situation. Let s take a closer look at each of these steps. For more information, see the Voiding Checks section of the Payroll Administrator Guide. For Onsite checks paid onto a payroll card, if you auto void it within 48 hours of committing the payment, the funds will automatically be removed. Request Stop Payment or Direct Deposit Reversal Stop payment and direct deposit reversal requests are made with Ceridian Payment Solutions. This request is made by filling out the appropriate form available in the Support Portal (support.dayforce.com). Select Support Downloads in the support portal and then select US Tax Filing and Payment Solutions from the left-hand menu to locate the form. The instructions for how to submit the form and validate processing are included directly on the form. This form is also available from Source Tax Online (STO). There are two different forms available, one for paper checks and one for direct deposit and payroll card payments. If you fund checks or direct deposits with a customer-owned bank account, follow the stop payment or direct deposit reversal process for that bank. Add Auto Void To void a check in Dayforce in order to remove the amount and hours on the check from the employee s payroll records, click Auto Void in the Checks sub-tab. The application displays the Auto Void window.

44 44 Void Payments Processing a Pay Run with One-Time Changes and Corrections US Enter the name of the employee to whom the check to be voided was issued in the Employee Name field. Select the appropriate date range and Search for the check to be voided. Select the check that you want to void and click OK. The check that has the auto void applied displays in the Checks sub-tab. Click Save. You can only void system-generated or onsite checks that have been committed as part of a pay run. Only onsite checks can be auto voided in the current uncommitted pay run. These checks will appear in your search if you have already printed the onsite check or loaded the payment onto a payroll card. Correct HR Record Details Once the auto void has been applied to the check, it is crucial that you correct the issue(s) that caused you to void the check in the first place. In some situations, you will need to correct information in the employee s HR record prior to reissuing the check to avoid having the same thing happen again.

45 Processing a Pay Run with One-Time Changes and Corrections US Void Payments 45 The steps required to fix the underlying incorrect information in the HR record will vary based on what was incorrect. For example, if the employee s payroll mailing address was incorrect, you can correct it in the Personal > Contact Information feature of People, whereas if the employee s bank account information was incorrect, you can correct it in the Direct Deposit section of People. Reissue Check Depending on the reason for voiding the check, you may need to reissue a check to the employee. In urgent situations where an employee needs to receive this check immediately, you can either issue a manual or onsite check if you have the ability to print checks in-house, or create an off-cycle pay run. In other less urgent situations, you can include the amount to be reissued to the employee as part of the next regularly scheduled pay run. Regardless of the urgency, it is important that the check be reissued for the correct amount. This could require that certain earnings, deductions, or taxes be modified in Payroll as part of the reissue. Activity: Void and Reissue a Check Time: 5 minutes Hiro Tanaka, employee number 1805, went on an unpaid leave of absence part way through the previous pay period. However, this status change was recorded late in his HR record causing his pay to be processed for the full amount. He should only receive pay for two days on this pay check. You have already submitted the stop payment request and have received confirmation that it was successful. Now that the incorrect check has been stopped, you need to void the amounts in Dayforce to ensure his MTD, QTD, and YTD amounts are accurate. Since Hiro is only owed two days of pay, he has agreed to have it paid out on the next regular pay run. Reissue the voided check for the accurate amount. Details: Void his check from the previous pay period Reissue an additional check for Hiro in the open pay run for 15 hours of Regular pay This pay should have his regular generated earnings, scheduled deductions, and taxes applied Solution: Void and Reissue a Check Void and Reissue Check for Hiro Tanaka: Path: Payroll > [Load Pay Run] > Pay Run Management > Checks 1. Click Auto Void. 2. Type Hiro Tanaka for the Employee Name. 3. Change the first date of the Show checks between search to be the first day of last month. 4. Click Search. 5. Select the desired check. 6. Click OK. 7. Click Save.

46 46 Void Payments Processing a Pay Run with One-Time Changes and Corrections US Reissue Check: Path: Payroll > [Load Pay Run] > Pay Run Management > Checks Record Basic Information: 1. Click Add. 2. Type 1805 for the Employee No. 3. Type Additional for the Check Type. 4. Type Normal Separate Payment for the Check Template. Record Check Details: 1. In the Check Entry tab in the lower pane, expand and select the Earnings sub-section. 2. Click Add. 3. Type Regular for the Code. 4. Type 15 for the Hrs. 5. Click Save.

47 Processing a Pay Run with One-Time Changes and Corrections US Adjustments 47 Adjustments In some cases, an employee can receive a payment or have a deduction taken that was categorized incorrectly. In situations like this, the quarter-to-date (QTD) and year-to-date (YTD) amounts for employee earnings, deductions, or wages and, consequently, the QTD and YTD amounts for the organization can be out of balance. Adding an adjustment in Payroll reclassifies these earnings, deductions, or wages from past pay periods that have already been committed and paid. Reclassification includes: Modifying the historical wage amounts or tax authorities impacted by the earning or deduction o Example: If you retroactively update an employee s primary residence or work location address to another state or locality for a previous pay period Switching the original cost center or entitlement balance impacted by the earning or deduction o Example: Bonus pay should have been commission. For the purpose of this course, we are going to focus on the second scenario, where the wrong code was used, impacting the original cost center or entitlement balance. An adjustment enables you to correct the QTD and YTD amounts by recording two adjustments in the application: 1. Subtract the amount applied to the incorrect earning or deduction 2. Add the same amount to the correct earning or deduction While an amount is entered in Payroll, no money is paid to or deducted from the employee. Entering an adjustment in Dayforce simply reclassifies earnings or deductions from past pay periods that have already been committed and paid. As a result, you can only process an adjustment if there is no net pay impact; thus, the two earnings or deductions must be taxed the same way. Recording an adjustment ensures that QTD and YTD amounts are correct, as well as ensuring that the amounts are balanced in your general ledger. Let s take a look at an example. An employee was paid $ using the bonus earning. This should have been paid as commission earnings, but the earning was categorized incorrectly when it was entered in the application. This has caused the employee s YTD earnings to appear incorrectly, since he or she should have $0.00 as the YTD bonus pay.

48 48 Adjustments Processing a Pay Run with One-Time Changes and Corrections US In order to accurately reclassify the earnings, an adjustment entry is made in Payroll. First, an adjustment is entered to add $ of commission pay, and second an adjustment is entered to subtract $ of bonus pay. As you can see illustrated above, the employee s YTD totals now are correct, with $0 listed for bonus pay. However, notice that no money is actually paid or deducted from the employee as a result of the adjustment. The adjustment was just used to categorize the earnings correctly for YTD balances; there was no net pay impact. You can adjust amounts for any committed pay period in the current year; these are called prior period adjustments since you are adjusting amounts for prior committed pay runs. Also, adjustments can apply to earnings, deductions, or taxes and can be either a positive or negative value. The information you record on the Adjustments sub-tab could impact data that is sent to CTS, Payment Solutions, or third parties. For instance, when: Wages and taxes are entered, they are transmitted to the Ceridian Tax Service (CTS) for filing Garnishments are entered, you can decide whether to flag them to send to Payment Solutions Earnings or deductions that are linked to third parties are entered, you can decide whether to flag them to disburse them to the payee Payments that have been remitted to third parties or tax authorities must be recovered and corrected outside of Dayforce. Do not use Adjustments in situations where net pay may be affected by the categorization change. During this module, you will learn how to record Prior Period Adjustments, which are used to correct payments that were categorized incorrectly that do not modify the taxes that were withheld Record Prior Period Adjustments Path: Payroll > [Load Pay Run] > Pay Run Management > Adjustments Adjustments to a prior pay period are recorded in the Adjustments sub-tab in Payroll. First, open the current pay run for a pay group. Then on the Adjustments sub-tab, click Add to add a new prior period adjustment. A new blank row appears for you to complete.

49 Processing a Pay Run with One-Time Changes and Corrections US Adjustments 49 Enter either the employee s number in Employee No. or the employee s name in Employee Name to identify whom the adjustment is for. When you select an adjustment in the upper pane, you can add entries to the adjustment in the lower pane. The lower pane has four sub-sections: Earnings, Deductions, Garnishments, and Employee Taxes. Expand and select the appropriate sub-section and click Add. For example, when you expand and select the Earnings sub-section, the application displays Earnings next to the Add, Copy, and Delete buttons. Each sub-section only displays the columns and codes that are relevant to that type of entry. Enter the Prior Run to which the adjustment applies. Selecting a prior pay run references where the initial error was entered. The adjustment takes effect as of the pay date for the pay run that the adjustment is entered in. Enter the appropriate earning, deduction, or tax for the Code. If applicable, enter the number of hours that are being adjusted in the Hrs. field; otherwise, type the amount of the adjustment in the Amount field. As you record adjustments, the application displays them in a list for you to review. You can filter or sort this list using the filter options on the left side of the screen. Once you have entered the details of the adjustment, click Save. You can verify that the amounts of any adjustments have been included in the year-to-date amounts for the pay group in two places: on the Preview in Payroll and in the Payroll Register Report. When a prior-period adjustment needs to be processed for a prior quarter, an off-cycle pay run must be processed. You will also need to run the Prior Quarter Adjustment Report and call the Ceridian Tax Service (CTS). This ensures that CTS is aware of the changes to payroll data in case if an amendment is needed. When a prior-period adjustment needs to be processed to correct a local tax withholding for Ohio or Pennsylvania, you will be able to use the Override CTS Code field. This field allows you to override the CTS code that was used in error on the prior pay run when a local tax has both a resident and nonresident CTS code.

50 50 Adjustments Processing a Pay Run with One-Time Changes and Corrections US For more information, see the Recording Prior Period Adjustments section of the Payroll Administrator Guide. Activity: Process an Adjustment to Accurately Categorize Earning Time: 5 minutes On a recent pay run, Kurt Morales was paid a bonus in the amount of that was categorized incorrectly. The $ should have been coded as commission pay. Reclassify these earnings using an adjustment. Details: Enter an adjustment to move the $ bonus pay to $ commission pay. Solution: Process an Adjustment to Accurately Categorize Earning Time: 5 minutes On a recent pay run, Kurt Morales was paid a bonus in the amount of that was categorized incorrectly. The $ should have been coded as commission pay. Reclassify these earnings using an adjustment. Details: Enter an adjustment to move the $ bonus pay to $ commission pay.

51 Processing a Pay Run with One-Time Changes and Corrections US Data Entry 51 Data Entry Payroll > Data Entry Many of the same one-time changes that can be processed in the Pay Run Management tab can also be processed in the Data Entry tab. The Data Entry tab provides similar functionality, including the Quick Entry, Checks, Adjustments, and Time Data sub-tabs. The benefit of the Data Entry tab is that it provides a central location where you can make one-time changes across pay runs, pay groups, and countries. It allows you the ability to work outside of the context of a specific pay run. The Data Entry tab may be your preferred location to enter one-time changes when: You want to manage and enter one-time changes for more than one pay run at the same time You want to manage and enter one-time changes for multiple pay groups at the same time Within the Quick Entry, Checks, and Adjustments sub-tabs, Dayforce displays transactions from the pay groups you are able to access. Data will display from the following pay runs: The current pay run that is open The next scheduled pay run An off-cycle pay run that is open and associated with the previous, current, and next pay runs of a pay group You can Filter which transactions are displayed and save your filter as a Favorite. The steps to enter quick entries, checks, and adjustments on the Data Entry tab are the same as if you were to enter them on the Pay Run Management tab. You can control what sub tabs are visible on this screen by updating the user roles of the Payroll feature in System Admin > Roles.

52 52 Off-Cycle Pay Runs Processing a Pay Run with One-Time Changes and Corrections US Off-Cycle Pay Runs Path: Payroll > [Select the desired Pay Run] > Off-Cycle Pay Run An off-cycle pay run is used to process a pay run that is outside a regularly scheduled run. This is useful for creating a one-time run that can be used to disburse special payments, to make a final payout to one or more terminated employees, or to process urgent corrections. For example, due to a processing error, a set of employees in a pay group did not receive their annual bonus payments. A payroll administrator can set up an off-cycle pay run, and then enter the bonuses as quick entries. Once the payments have been entered, the payroll administrator can commit and disburse the bonuses. This way the employees still receive their bonuses in a timely manner. There are three types of off-cycle pay runs that can be created. Each run type is described below. Icon Run Type Description Normal Off-Cycle Prior Period Adjustment Late Deposit Used to pay an employee outside of his or her normal pay schedule. Normal off-cycles are attached to the last committed pay run, which is selected to ensure that all QTD and YTD totals are accurately carried through to future pay runs. Available when the off-cycle pay date is the same as or after the pay date for the current pay run. Used to make adjustments related to a prior pay run that is in the current quarter. Used to ensure that the YTD amounts for earnings, deductions, or taxes are correct for a quarterly tax filing deadline. These adjustments take effect as of the pay date for the created offcycle run. Available when the off-cycle pay date is dated prior to the commit date of the current pay run. Note: Only limited functionality is available within a prior period offcycle pay run. The only functions available are Preview, Adjustments, and Checks. Used when you need to process system-cut checks prior to the current pay run s pay date. Available when the off-cycle pay date is between the commit date and the check date of the current run. For example, if an employee is terminated after the current pay run was committed and needs to be paid out before the pay run s pay date, you can use the Late Deposit run type. Note: When you save a Late Deposit off-cycle pay run, the application displays a confirmation message regarding an out-of-sequence pay date. Click Yes to acknowledge the message and create the new Late Deposit off-cycle pay run (there might be a fee associated with this run type). Another out-of-sequence message displays in the pay run s header. Plus, the application displays Late Deposit Run wherever the run type is specified in payroll reports.

53 Processing a Pay Run with One-Time Changes and Corrections US Off-Cycle Pay Runs 53 Each off-cycle pay run is associated with an existing pay run. The off-cycle run uses the same pay group, pay period, pay impound date, and commit date as its parent pay run. The pay date entered when the off-cycle is created directly impacts when the correction becomes effective. The available run types depend on the Pay Date selected in the New Off-Cycle Pay Run window. The below calendar provides a visual of when each run type is available, assuming a Commit Date on the 15 th of the month and a Pay Date on the 20 th. As illustrated above, the Normal Off-Cycle runs are available for pay dates that are dated on or after the pay date for the current pay run. Late Deposit runs are available for pay dates that fall between the commit date and the pay date for the current pay run. Prior Period Adjustment runs are available for pay dates dated on or before the commit date for the current pay run. In Payroll, off-cycle pay runs are marked with an off-cycle icon. The icon also appears in the header of the pay run when you open it. In the above example, you can see the icon displaying beside the USA Hourly Technician Bonus to indicate that this is an off-cycle run. In addition, notice how the pay period number (PPN) is the same for the off-cycle as the regular pay run. This is because each off-cycle is associated with an existing pay run; above you can see that the PPN, pay period, and pay date are the same. The Suffix is used to differentiate an off-cycle from the regular pay run, as well as from other off-cycle runs with the same PPN.

54 54 Off-Cycle Pay Runs Processing a Pay Run with One-Time Changes and Corrections US Create an Off-Cycle Pay Run To process an off-cycle pay run, select the pay run that you want to associate the off-cycle pay run with in the Overview or Pay Run Management tab. Then from the Off-Cycle Pay Run list, click New. This opens the New Off-Cycle Pay Run window. There are some required fields to complete on the New Off-Cycle Pay Run window. Select the Pay Date for the off-cycle pay run. The pay date will default to the pay date of the pay run that the off-cycle was associated with. Select the appropriate run type from the Run Type list. The options available depend on the Pay Date selected. Select the appropriate Off-Cycle Default Check Template. You cannot select the Normal Check Template for an off-cycle pay run as it could apply auto pay earnings that employees have already earned during their regular pay run. Type a short name for the Name field and a Reference Code, if appropriate.

55 Processing a Pay Run with One-Time Changes and Corrections US Off-Cycle Pay Runs 55 Optionally, include general ledger codes or accrual percentages when creating new off-cycles. This is helpful for users who do not have direct access to the Payroll Setup > General Ledger child feature, but are responsible for entering the correct code at the pay run level. If Alternate Funding is enabled for your organization, when the Normal Off Cycle or Late Deposit run types are selected, you will have the option to use Alternate Funding. Select the Alternate Funding checkbox for your custom bank to be used to pay employees on this offcycle pay run, instead of Ceridian. Once the appropriate details for the off-cycle run are entered, click Save and Load. This will open the off-cycle pay run. Enter the required information into the off-cycle pay run, and perform the same steps as you would for a normal pay run in order to commit it. Edit and Delete an Off-Cycle Pay Run If necessary, you can edit an uncommitted off-cycle run. Select the off-cycle run and click Edit in the Off- Cycle Pay Run list. This allows you to modify any detail of the off-cycle run except for the pay group and PPN associated with it. If either of these two items needs to be modified, the off-cycle run needs to be deleted and a new one associated with the correct PPN created. To delete an off-cycle, select the off-cycle list and click the Delete button. If an off-cycle is deleted, the suffix that was associated with that deleted off-cycle will be reused if a new off-cycle is created for the same PPN. For more information, see the Configuring an Off-Cycle Adjustment section of the Payroll Administrator Guide.