TABLE OF CONTENTS

• Payroll Check Closure Process
  • Payroll Closure in Web
  • Access to the Payroll Check Closure feature
• Check Closure Scheme
• 1st STEP — Checking for TCs completion
• 2nd STEP — Sending a job “Complete all Time Cards Review and Requests” for Payroll Administrator.
• 3rd STEP — Recalculation of Time Card Payroll Allocation data and checking for correct Payroll Allocation
• 4th STEP — Sending a job “Review Payroll Allocation Audits” for Payroll Administrator
• 5th STEP — Recalculation of Time Card Payroll Allocation Data and checking once again for data accuracy 
• Sync in Process
• Getting results of sync
• 6th STEP — Notify FCX Support
• 7th STEP — Sending a job “Review Payroll Check Data in Payroll System” for Payroll Administrator
  • Complete (8th STEP)
  • Cancel (9th STEP) available in desktop only
  • Revise (10th STEP)
• 11th STEP — Sending a job “Revise Payroll Check Data” for Payroll Administrator
• Waiting for Payment
• 12th FINAL STEP — Sending a job “Confirm Payroll Check is Paid” to Payroll Administrator
• Check is Processed

Payroll Check Closure Process

The Payroll Check Closure Process starts the next day after the end date of the Payroll Period as a part of Time Keeping Processing.

Running the payroll period closure both in FCX Desktop and Web starts the single process. If you have desktop access, you can complete the closure job as usual, or switch to the web version and continue the payroll closure there, and vice versa.

It is recommended that you complete all the Payroll Period Closure jobs to ensure that an employee's Sick and Holiday Not Synced hours are calculated correctly.

The Sick/Vacation Not Synced hours are calculated based on the payroll check indicator “Synced to Payroll”.

If an error occurs during the sync, the checkbox ifilled in when you complete the 'Review Payroll Check Data in Payroll System' job. Read more below.

Payroll Closure in Web

It's a convenient way to close the payroll period if you do most of your work in the web version of FCX without using the desktop: from completing Time Cards and reviewing payroll period data, to syncing Time Sheets to a payroll system.

Find a new feature on the Closure Process tab of the Payroll Periods dashboard.

TK Administrators, Accountants and Bookkeepers, Directors and Executives can see the Closure Process tab and the list of payroll checks.

Access to the Payroll Check Closure feature

Who can work with the Payroll Check Closure:

• An Employee that is configured as Payroll Administrator for a payroll period (set up in the payroll period type).
• An Employee who substitute a Payroll Administrator.

What they can do:

• Closed default checks — created automatically, the closure process starts the next day after the end date of the payroll period.
• Create off-cycle checks and run them through the closure process. 

Where to find payroll check closing jobs:

• FCX Desktop — Your Inbox folder
• FCX Web — Payroll Periods dashboard → Closure Process tab

Check Closure Scheme

The scheme below represents a general plan of the Payroll Check Closure Process. A Payroll Administrator is responsible for the payroll check closure process.

1^st STEP — Checking for TCs completion

The system checks if all Time Cards for current Payroll Check have Review Stage “Completed” and there are no active Time Keeping Requests (TAR, Time-off, Misc). 

2^nd STEP — Sending a job “Complete all Time Cards Review and Requests” for Payroll Administrator

An Employee who is a Payroll Administrator will get a job to complete Time Cards Review. To proceed to the next step in the closure process, complete the job.

Use the TC Review Interface to resolve Time Cards completion.

3^rd STEP — Recalculation of Time Card Payroll Allocation data and checking for correct Payroll Allocation

At first, the system recalculates Time Cards Payroll Allocation. It means, that for each Time Card unlocked for allocation, the following data will be re-counted:

1. Cost Type as per Cost Type Priority
2. Allocated Work Orders (from Adjustment, Time Entries or default WO)
3. The Amount of Regular, Overtime, Double, Prevailing Wage Hrs (from Adjustment or Time Entries)
4. Applied Lunch Duration
5. Assigned Payroll State.

Then FCX system checks for TCs correct payroll allocation according to the existing payroll audits, that is:

1. Each line in payroll allocation table has Cost Type and Work Order
2. The system can determine Cost Rates as per Cost Rates priority
3. The system can define a Payroll Item for each combination of Wage Type+Cost Type+Employee Classifier

4^th STEP — Sending a job “Review Payroll Allocation Audits” for Payroll Administrator

The Payroll Administrator receives the job and reviews Payroll Allocation Audit Results.

The system checks the setting “Check Date required” in the Payroll Period Type. Then asks you fill in this date, if the Check Date is missed. 

When Payroll Administrator completes the job, the system performs calculations (5^th STEP).

5^th STEP — Recalculation of Time Card Payroll Allocation Data and checking once again for data accuracy 

The system repeat calculation from 3^rd step and:

1. Checks Payroll Period Type. 

• If the Type doesn't require sync to a payroll system, it will forward you to the final step (11^th STEP). In this case, the Payroll Closure Process is also useful, as it helps to assure oneself of accuracy of payroll period data.
• But if the Type provides sync to payroll, then the Payroll Check will be indicated as “Ready to Sync to Payroll”.

3. It closes the Payroll Check (suspends from editing the Payroll Check data). It will also change the stage to Closed and fill the Close Date in the payroll period if the Check is default.

As a rule, at first you must sync additional (off-cycle) payroll checks for an open payroll period and only after that — a default Payroll Check. Otherwise, the period will be marked as paid, and you cannot sync additional checks.

The system does not allow you to sync data to the payroll system or mark the Payroll Period as Paid if there are still Incomplete Allocation Audit Results. In this case, you will be forwarded to the 4^th step again to resolve all Payroll Audit Results.

As soon as Audits Results are not found, the Payroll Check Closure Process will go into the next step.

Learn more about synchronization with payroll systems here.

Sync in Process

Getting results of sync

According to the Closure Process, data is synced each 15 minutes. The deadline of waiting the sync completion is 2 days. 

The payroll system synchronisation connector receives the result of the synchronisation with a payroll system and enters the date and time of the synchronisation in the check card.

The system detects that the synchronisation was successful and checks the "Synced to Payroll" box.

6^th STEP — Notify FCX Support

If there are some errors during synchronization with the payroll system and the sync has finished unsuccessfully, then the system notifies FCX Support. 

7^th STEP — Sending a job “Review Payroll Check Data in Payroll System” for Payroll Administrator

The Payroll Administrator checks synced data in the payroll system and completes the job with results.

Complete (8^th STEP)

Thereby, the Payroll Administrator confirms that all data is correct and allows going to the final step of the process, that is to mark the Payroll Check as “Paid”.

The system marks the "Synced to Payroll" checkbox to Yes in the payroll check (if it is not previously checked when getting the result of the sync because of some errors).

Cancel (9^th STEP) available in desktop only

Payroll Administrator cancel the job to stop the closure process. The system will exclude Time Cards from the Payroll Check and open the Payroll Period. To sync Payroll Check data once again to the payroll system, use Start Push to Payroll option in the Check card. The Cancel option is useful for off-cycle Payroll Checks of an open Payroll Period, when you want to review Time Cards in a payroll system in advance (before the payroll period ends).

Revise (10^th STEP)

The Payroll Administrator resolves to make an additional inquiry. Payroll Period is opened and available for changes.

• Confirm Sync = No (Revise Data and resync) — opens the Payroll Period, clears TCs table in the default payroll check.  Make changes in Time Cards and sync again to the payroll.
• Confirm Sync = Yes (Revise Data)  — use to confirm sync if part of TCs are correct, another require additional review and can be excluded from sync. The system marks the “Synced with payroll” checkbox to Yes in the payroll check (if it is not previously marked when receiving the result of the synchronisation due to some errors), opens the payroll period, also clears the table of TCs in the check.
  On the second review 11^th STEP, the checkbox “Ready to sync to Payroll” will not be activated and resynchronization will not start. The next step is “confirm Payroll Check is Paid” 12^th STEP.

11^th STEP — Sending a job “Revise Payroll Check Data” for Payroll Administrator

The Payroll Administrator checks TCs Payroll Allocation data and provides required changes. Complete the job and the system will roll back the Closure Process to the 5^th STEP.

Waiting for Payment

This step is only visible in the web part of the closure process.

The Payroll Check Closure Process is on hold until the specified Check Date and will be resumed automatically when this date is arrived. 

12^th FINAL STEP — Sending a job “Confirm Payroll Check is Paid” to Payroll Administrator

You will receive this job the day after the Check Date.

• Complete the job to finish Payroll Check Closure Process, after that the system changes the Payroll Period Stage to “Paid” if the synced Payroll Check is the default one.
• Otherwise, get the job done with result “Revise” to make changes in Time Cards: alterations in payroll allocation table, sending TAR, etc.

Paid Payroll Checks are indicated as “ready for sync from payroll” according to the payroll period type setting: “Sync from Payroll System”. It is a trigger to sync corresponding Cost Rates from payroll.

Check is Processed