Payroll Processing Guide

Check your pay data before you run payroll to ensure the data appears as expected. From this page, you can also check for any discrepancies or errors found in recently close payrolls.

1. From the Actions pane, select More Actions.
2. Under Time and Pay Details, Select View Pay Details for Payroll.
   
3. From this page, you can view data for each employee.
4. Optionally, you can also perform any of the following tasks:

   • Select records and then select the Export to Excel or Export to CSV buttons to export the data.

   • Search for an employee in the Search bar or select the Filter button to refine the pay data displayed.

   • Select the Status drop-down menu to view pay data with any of the following statuses: New, In Payroll, Processed, Deleted, Failed, Not Posted, Cancelled, or Outdated.

Payroll settings are configured from the Start payroll step. To open your payroll, select the Start payroll step.

1. From the Payroll Overview page, select Start. The Start payroll page appears.
2. Select the payroll options that apply:
   • Direct deposits are active for this payroll - Activates direct deposit for your payroll. If this box is unchecked, the payroll does not include any direct deposit payments.
   • Regular pay is active for this payroll - Activates regular pay for your employees. If this box is unchecked, regular pay is not automatically included in the payroll and no regular pay checks are created for autopaid employees.
   • Compensation Management data is processed with this payroll (0 records available) - Includes salary adjustments submitted through Compensation Management. The number of available records to include in the payroll is provided in the parenthesis.
   • Pending Pay Items are processed with this payroll (0 records currently available. If pending pay items are submitted before payroll work tables are created this count will change.) - Includes any submitted Pending Pay Items. The number of available records to include in the payroll is provided in the parenthesis. If Pending Pay Items are submitted after Start Payroll, there may be more Pay Items included in the payroll than reported on the Start Payroll page.
   • Include approved Retroactive Pay with this payroll - Includes retroactive payments submitted through Retroactive Pay page. Only retroactive payments with an approved status are included in the payroll.
   • Minimum wage validations are active for this payroll - The local minimum wage validation automatically reviews each hourly tipped employee's pay check and validates the pay rate according to statutory requirements.

   
3. Select the earnings and deductions to include in the payroll.
4. Select Run.

Create batches copies a snapshot of your employees’ pay records and creates a temporary table for processing payroll.

Process and import pay data files to enter employee hours or amounts for your payroll. Use templates to import payroll data from an outside source to employee pay checks.

1. From the Payroll Overview page, select Bring in Pay Data. The Bring in Pay Data page appears.
2. Select the applicable template. The Template drop-down list shows the available templates based on the selected pay group.
3. Select Browse to navigate to the import file.
4. Confirm the filename and template in the Selected Files section.
   
5. Select Run. All files are imported to temporary Time Clock Import tables. The files are processed and validated against employee data.
   Note When the Enable effective dating payroll setting is selected in the Payroll Settings page (Menu > Administration > Payroll Admin > Payroll Settings), and the rate is not specified in the time import file, then changes are applied in accordance with an earning record's charge date. For more information, refer to the Effective Dating and Pro-Rate Pay job aid in the UKG Community Library.
6. Review the Time Import Validation standard reports.
7. Select the Exceptions link, as needed, to view error details associated with the import file.
   
8. Correct any import file errors.
9. Cancel pay data and process the Bring in Pay Data step again, as needed.

Verify the pay data Import file by checking the imported information with employee changes made since the Bring in Pay Data step was completed.

1. From the Payroll Overview page, select Verify Pay Data. Review the two standard reports generated for each verified pay data file.
2. Select Cancel Pay Data & Lose Changes, as needed, to delete all imported earnings, deduction, and tax information. After completing this step, you can initiate the Bring In Pay Data step again.
3. Select Submit Pay Data and Calculate Payroll to submit valid imported information to the payroll batches. After this step is completed, the imported data is deleted from the temporary tables.

Manually modify imported time details for employees to ensure accuracy with time entry totals and payroll-related information.

1. From the Payroll Overview page, select Bring In Time. The Bring In Time page appears.
2. Update the default time entry options, as needed.
3. Select Run. The Payroll Overview page appears.
4. In the Things I Can Do pane, select Edit Time Entry.
5. From the Enter Time page, complete the following tasks:
   • Review time entry totals.
   • Enter payroll information (hours, earnings, and deductions) for employees.
   • Add additional checks for employees.
   • Delete current time entry information.

   
6. When completed, select Save and Finish.
7. From the Payroll Overview page, select Verify Time Entry.
8. Review the Web Time Entry Exceptions standard report.
9. Select Cancel Pay Data and Lose Changes, as needed. If there are many errors in the import or time entry, reset the temporary time import tables.

You can view the payroll results to modify pay items manually, delete an item, or delete an entire pay, as needed.

1. From the Payroll Overview page, from the Things I Can Do pane, select View or edit payroll results/instant check.
2. From the View/Change Payroll Results page, select the employee name link for the appropriate employee.
3. Make any modifications to the pay, as needed.
   Note You can add earnings and deductions, or you can modify the existing earnings and deductions pay data.
4. Select Save.

Create an instant check from the Payroll Overview page.

1. From the Payroll Overview page, select the View or Edit Payroll Results/Instant Check link.
2. From the View/Change Payroll Results page, filter the information, if applicable, and select Search.
3. Select the box next to the employees who will receive an instant check.
4. Select Create Instant Check from the Actions menu, and select OK.
5. Select the employee's name to enter the instant check details.
6. At the Pay Date field, verify the pay date.
7. At the Tax Frequency field, verify the tax frequency.
8. In the Distribution field, if the selected bank is configured to allow direct deposit, you can select the method of distribution:

   • Check

   • Direct Deposit

   • Partial D.D.

9. Select Post Only if the check does not need to be printed or direct deposited, the check will be written manually.
10. Enter a check number only if you're creating a post only check.
11. Verify the remaining check information.

To remove any manual changes you have made and revert to the original data on the pay, you can recreate the pay.

1. From the Payroll Overview page, From the Things I Can Do pane, select View or edit payroll results/instant check.
2. Select the link of the employee name to open the pay.
3. From the View/Change Employee Pay Check page, make any manual adjustments to Earnings and Deductions items, as needed.
4. Select Save.
5. To remove your changes, select Recreate, as needed.
   Note Recreating returns the check to the original pay data from the batch creation. Pay Data imported from files in the Bring in Pay Data step will need to be re-imported.

You can view the payroll results to manually delete an item or an entire pay, as needed.

1. From the Payroll Overview page, from the Things I Can Do pane, select View or edit payroll results/instant check.
2. From the View/Change Payroll Results page, select the employee name link for the appropriate employee.
   Note You can also delete pays from the Search Employee pays action card on the Payroll Gateway.
3. To delete a row, check the box next to the earnings or deduction and select Delete.
4. To delete an entire pay, select Delete at the top of the page.
   Important After you delete a pay or pay data submitted from UKG Pro WFM, the system will resubmit the pay data when you undo the Bring in Pay Data, Create Batches, and Start Payroll processes, or recreate a pay.

Create a direct deposit file for each pay group.

1. From the Payroll Overview page, select Print. All calculated transactions are printed, and direct deposits (DDAs) are generated. If a third party prints the DDAs, the check export files are generated.
2. From the File Transfers page, review your Direct Deposit print file.
3. Validate that your bank file totals balance to your Pre-Check Summary Liability Listing (specific to bank required process).
4. Verify the deposit amounts using the Direct Deposit Register standard report.

Print employee pay checks for each pay group.

1. From the Payroll Overview page, select a step that includes the Print process.
   Note If you have Pay Statement Messaging enabled, a pop-up message displays where you can select the Add a message to pay statements option, enter your message, and then select Continue.
   When you select Print, all calculated transactions are printed, and checks are generated. If a third party prints the checks, the check export files are generated.
2. From the File Transfers page, review your Check Positive Pay file.
3. Validate that your bank file totals balance to your Pre-Check Summary Liability Listing (specific to bank required process).
4. Verify the check totals using the Pay Check Register standard report.

The Finish step posts the pay data from the temporary batch tables to the employee pay history.

1. From the Payroll Overview page, select Finish payroll. The payroll information from the temporary batch tables is posted to the employee pay history.
2. Review the reports generated when the payroll is posted.

Close your payroll to finish the payroll process. Once the Finish step is completed, the payroll is closed and the next scheduled payroll is now available to start.

1. From the Payroll Overview page, select Finish payroll. When completed, the pay period is closed and all accumulators are updated. All scheduled export files are generated, including ACH Direct Deposit, Wage Attachments, Tax Liability, and Checks.
2. From the Monitoring page, verify the status of the automated files if you do not see copies of the file.
3. Notify your payroll team that wage files have been sent.
4. Request the Wage Analysis report.
5. Send finance funding documents within your organization.
6. Communicate to your bank and provide the Direct Deposit Files, Positive Pay Files, and negative positive pay file for any voided checks.

After your payroll is completed, create the General Ledger (GL) Report and Export Files.

1. From the General Ledger page, select the applicable country.
2. From the General Ledger section, select the option for General Ledger and Labor Allocation or Labor Allocation.
3. From the Include section, select the applicable combination of earnings, deductions, taxes, or paid time off.
4. From the Company section, select all applicable companies from the Available box and move them to the Selected box.
5. From the Export Template section, select the GL template from the drop-down list for the export to be processed.
6. From the Ledger Period section, select an individual pay group from the drop-down list or select All to process all applicable pay groups.
7. When an individual pay group is selected, the Pay Date - Period End - Type option appears. Select the applicable Pay Date - Period End - Type value from the drop-down list for the From and To fields.
   Note

   When the All value, indicating all pay groups, is selected in the Ledger Period section, enter the From and To dates for the calendar period or use the Calendar icon to select the dates.

   
8. Select Run.
9. Select Reset to continue to process the GL for additional pay groups, as needed.

Balance your payroll totals using the balancing worksheets available from the UKG Community Library.

• Year-End Payroll History Balancing Worksheet for US
• Year-End Payroll History Balancing Worksheets for Canada
• Payment Services Balancing Worksheet

Export all payroll-related files to your Third Party Vendors.

In certain scenarios, it is more efficient to undo a process than it is to edit individual checks. When a payroll process is undone, the process is available to run again.

1. From the Payroll Overview page, in the Things I Can Do pane, select Undo a Payroll Process. An indicator, Undo, appears next to the payroll process that can be undone.
2. Select the Undo option. Once the Undo process is initiated, the status updates dynamically. If an attempt is made to undo a payroll process that cannot be undone, a warning message appears.
   
3. Review the Validation Status of the pay data from the View Pay Data page (Payroll Processing > Payroll Gateway > select a pay group > Things I Can Do Pane > View Pay Data).
   Note The Validation status for pay data received from UKG Pro WFM is either Submitted when successful or Exception when an issue needs to be resolved. The Validation Status for files is either Valid when successful or Exception when an issue needs resolution.
4. Continue processing payroll from the Payroll Overview page.

The By Status page displays all pay groups you have access to. This page displays helpful information such as the process group, payroll model, model process, and payroll status for each pay group.

1. From the Process Pay page, check the box next to the desired pay groups. If you navigate from page to page, the selected checkboxes remain checked.
2. Select Run. This Process Group and Model Process columns indicate which payroll process is running. The Payroll Status column dynamically updates every 15 seconds and indicates when a process is pending queue, queued, or processing. Select Refresh to see the updated pay groups.
   

   Note

   Do not navigate from the Process Pay page until the processes in pending queue are complete. When Pending Queue appears as 0, you are able navigate away from the page while the rest of the queued processes continue to process.

3. Continue processing each payroll process. If a pay group's Process Group is Bring in Pay Data, the Bring in Pay Data page appears before the payrolls are queued and processed.
4. Once you make your selections, select Run to bring in pay data and begin processing all selected groups.
   • If you are uploading pay data files, you can select templates to import time for multiple pay groups. You can select multiple files for each pay group and for each template or import a single file using multiple templates.

   
5. Select Run. The uploaded time clock import file processes for each pay group listed.
6. Complete the Finish Payroll process for multiple pay groups.