Process Payroll
Overview
The Process Payroll activity lets you check for errors and warnings before you approve payroll for the period. This helps catch mistakes early, so your records stay accurate. Once you approve payroll, the records are locked and can't be edited. This keeps the data consistent once it's finalized. These locked records are ready for export to your payroll provider.
How do I process payroll?
- Go to Process Payroll
- Select the Errors and Warnings tab
- Correct all payroll errors, and review all payroll warnings
- Errors are critical and must be corrected before payroll can be approved
- Warnings should be reviewed, but the system does not require them to be corrected before payroll can be approved
- When you're ready, select Approve in the top right corner
Above-Store and Admin Users: Process Payroll
Above-store users and administrators can view and process payroll by payroll group. Select Open Details in the right-hand column to review errors and warnings, approve payroll, or lock payroll to prevent store-level edits for a specific location. The ellipses menu (...) allows you to roll back the payroll period, export the payroll batch, or close the payroll period.
What do the Errors & Warnings Mean?
Learn more about the flagged errors and warnings that can appear on your Process Payroll page in the table below.
| Message | Description |
|---|---|
| Job Not Defined | No job is assigned for the hours worked on this date. Contact your Administrator to correct the job misalignment. Most times, this is because the job has been marked as Hide = Y in the Payroll Setup Wizard > Jobs. |
| Rate Not Defined | No approved rate is assigned for this employee's hours worked on this date. To resolve, open the affected employee's record in the Employees activity, select the Jobs tab, and set the job's effective date to on or before the date of the error. |
| Unlinked POS Employee | The POS employee has not been linked to a PAR OPS employee. To resolve this message, navigate to Link Employees and link the employee between the POS and PAR OPS. |
| Clock Out was Auto Assigned | This warning means that the last time data was imported from the POS, the employees listed were clocked-in (no clock-out data was recorded for them.) If the dates listed are today, this is expected and will resolve automatically once the employee clocks out. If the dates listed are in the past and a clock-out should exist, run a POS Import for those dates, or manually adjust the clock-out time on the time card in PAR OPS. |
FAQ
Who cares about Process Payroll?
Process Payroll is important to payroll administrators, employees, and managers. Payroll administrators use it to ensure accurate and timely payroll processing, employees rely on it for correct and timely pay, and managers depend on it for maintaining payroll data integrity.
What is the goal of Process Payroll?
The goal of Process Payroll is to ensure accuracy and efficiency in payroll processing by reviewing and addressing errors and warnings, approving payroll records, and locking data to prevent future edits. This enhances data integrity and streamlines payroll management.
Where can this information be viewed?
Process Payroll information can be viewed in payroll software and management dashboards. These platforms allow administrators to review, approve, and export payroll data.
What other reports or activities are impacted by an entry in Process Payroll?
Entries in Process Payroll impact financial reports, tax filings, and employee compensation records. Accurate payroll data is crucial for financial reporting, compliance with tax regulations, and maintaining employee pay records.
