TABLE OF CONTENTS

• Payroll Period Card
  • Payroll Period Type
  • Payroll Periods generation
  • Cost Type Table (accessible only for Administrators)
• Payroll Check
  • Check Date in the Payroll Check 
  • When we sync Payroll Check

Payroll Period Card

The payroll period contains a summary of all payroll checks for that period. It shows:

• Total Amount of Time Cards 
• The number of Time Cards, which have positive approved hours
• The number of Time Cards and active TK requests, that should be completed
• The number of Time Cards, which don’t have any Payroll Allocation
• The amount of Approved, Regular, Overtime, Double, Prevailing Wage Hours.

In the Payroll Period card, you can:

• build a Time Cards report or Payroll report
• view Labor Costs information
• open related financial distribution to see payroll overhead expenses
• display Cost Rates synced from the payroll system.

Actions:

1. Payroll Reports:

• Time Cards report creates a PDF file with the allocation of Employees Time Cards by Work Orders, Cost Types 
• A Payroll Report is an Excel general report for the payroll period, where data grouped by different criteria: all data, which include both payroll table and non-wage table; a summary of Hours by Reason, WO Type, Wage Type, and so on.
• Labor Costs — opens Employees payroll details from Time Cards of the current period. The payroll data grouped by payroll item. There is also information about non-wage items.

2. Recalculate Payroll Period

Use to recalculate Time Cards Payroll Allocation data and Payroll Audit Results.

The action recalculates all not-locked TCs of the current period, except TCs from closed checks.

3. Synced Cost Rates — opens Cost Rates table. Read more here.

4. Open Financial Distribution — to open Employee Payroll Period Overhead Financial Distribution. This FD includes all payroll overhead expenses. Learn more about AdHoc – Overhead type of payroll item.

5. Incomplete Allocation Reasons — to show Payroll allocation Audit Results for all payroll checks related to the period.

6. Recalculate Cost Rates  — recalculates Cost Rates for the entire payroll period.

Payroll Period Type

We use the “Payroll Period Type” reference to store types of pay periods. Pay periods (payroll periods) stipulate a time frame which over Employees hours are recorded and paid for.

In Fieldclix you can use different payroll periods accepted in your company: recurring on a monthly, biweekly, weekly basis and so on.

Payroll Period type is determined for each Employee. 

You can also set up a Payroll Administrator for each payroll period type. This Payroll Administrator will receive a job to close a payroll period when the appropriate payroll period ends.

Payroll Periods generation

There are two ways how to create a Payroll Period:

1. Automatically during Time Keeping Processing which runs each morning.

2. Manually with “Create Payroll Periods” option in the Payroll Period Type card.

How do we set the start and end date for generated payroll periods.

Start date is the next date following the end date of the last existing payroll period. If no payroll periods of the certain type exist, the start date is the first day of the week. It is specified in a work calendar.

End date is the date you define when you create a payroll period manually. In other cases, the system creates payroll periods 6 months ahead.

Cost Type Table (accessible only for Administrators)

The table provides a snapshot of the mapping of a cost type + payroll item + wage type + PW + employee classifier + state for a given payroll period.

The system uses this mapping to calculate employee cost rates. 

This table is populated:

1. When the period is closed during the closure process. But only if the table is empty (i.e., hasn't been filled manually).
2. With the Upload Cost Mapping action:
   • From Current Configuration — fill in the table based on the current cost types configuration (table part in the Cost Type card).
   • From another period — copy the table from the selected payroll period
3. Manually.

Payroll Check

We use the Payroll Checks reference in FCX to match them with the Paychecks in a payroll system for more accurate syncing of Cost Rates.

We sync Payroll Checks as Timesheets to payroll systems. Thereof, we take all data from Time Cards included in a payroll check and added it as a Time Tracking Entry in a payroll system. Read more about synchronization with payroll systems here.

The system makes up a new Payroll Check on a Payroll Period creation. It's a default payroll check for entire Payroll Period Time Cards.

A Payroll Period can contain more than one Payroll Check, such as for unscheduled payments or fringe.

Actions with Payroll check:

1. Select Employees — is used in additional payroll checks to select an Employee for whom you want to sync Cost Rates of out of schedule payments.

2. Sync Cost Rates —  activates the “Ready for Sync from Payroll” checkbox to later retrieve Cost Rates for each combination of payroll item + employee from payroll system.

3. Reset — excludes Time Cards from the table. Available only for open payroll periods.

4. Synced Cost Rates — to view synced Cost Rates for the current Payroll Check.

5. Start Push To Payroll — to start Payroll Check Closure Process task. The task can be started only if there are Time Cards that fit with the payroll check.

6. Show Matching Time Cards — to find and show all Time Cards associated with the payroll check. The search is by payroll period for the default check, by Employee and by Start/End date for not default ones.

7. Open Closure Audit Results — to view payroll allocation audit results for the current payroll check.

8. Labor Costs — opens payroll details of the current payroll check. The payroll data grouped by payroll item. Cost Rates you see depend on the certain rules: whether to sync Cost Rates from a payroll system or not, whether to apply Adjusted Cost Rates or not, and the Cost Rates priority.

Check Date in the Payroll Check 

Check Date in the Payroll Check Card is used to sync Cost Rates from payroll systems (QuickBooks, Paylocity, etc.).

This date indicates a date when you pay checks in a payroll system.

You should fill in the Check Date when you create a Payroll Check in FCX. The Payroll Check Closure Process will also remind you to do this, if the Payroll Period Type requires the Check Date, and this Date is missed in the Check. 

Based on the Check Date, we can match rates that synced from a payroll system with a Payroll Check in FCX.

When we sync Payroll Check

The active checkbox “Ready to Sync to Payroll” indicates that Payroll Check must be synced to payroll system. We sync Payroll Period data during Payroll Period Closure Process (at appropriate steps of process, the system automatically marks the checkbox “Ready to Sync to Payroll” according to the setting in the payroll period type). To learn more about Closure Process, see separate section below.

Continue reading:

Payroll Check Closure Process

Create Off-cycle Payroll Check