TABLE OF CONTENTS

• Create Off-Cycle Payroll Check for Open Payroll Period & Push Time Cards to Payroll System and Pull Cost Rates
  • How to Create an Off-Cycle Payroll Check for pre-screening payroll period data
• Create Off-Cycle Payroll Check for Open Payroll Period &  Pull only Cost Rates from Payroll System
• Create a Payroll Check for Batch Manually Added to Payroll System

If you're using the desktop version of FCX, follow these instructions to create an off-cycle (additional) payroll check.

If you're using FCX Web, read the separate article.

Create Off-Cycle Payroll Check for Open Payroll Period & Push Time Cards to Payroll System and Pull Cost Rates

This example illustrates the situation when you want to sync some Time Cards to a payroll system before the payroll period ends.

1. Open Payroll Checks via Quick Launch, or Payroll Period, or TK Reports.

2. Create a new record.

3. Fill in all required fields: add name, description, select payroll period.

4. Select Employee(s) for whom you plan payment. 

5. Add a Check Date. The Check Date must be unique and does not cross with the check date of another check for the same Employee.

6. Specify Start and End Date in the check to sample TCs for this time period.

7. Save the payroll check.

8. Click to Show Matching Time Cards to check data.

9. Click to Start Push To Payroll.

10. Follow the Payroll Check Closure Process.

NOTE
When a Payroll Check Closure process starts, relevant Time Cards are pulled-into that Check. You can only pull TCs into a Check which have not been already pulled-into another Check.

How to Create an Off-Cycle Payroll Check for pre-screening payroll period data

It can be used when you want to review some payroll period data in a payroll system before that period ends.

Repeat steps from 1 to 10.

11. Sync Payroll Check to a payroll system.

12. Select Cancel option when performing the task  "Review Payroll Period Data in QB" within the Payroll Check Closure. It will exclude Time Cards from the Payroll Check (clear the table).

Create Off-Cycle Payroll Check for Open Payroll Period &  Pull only Cost Rates from Payroll System

In this example, we bypass the payroll closure job, do not sync Time Cards. We sync only Cost Rates from a Payroll System.

1. Open Payroll Checks via Quick Launch, or Payroll Period, or TK Reports.

2. Create a new record. See how to do this above.

3. Fill in all required fields: add name, description, select payroll period.

4. Select Employee(s) for whom you plan payment. 

5. Add a Check Date. The Check Date must be unique and does not cross with the check date of another check for the same Employee.

6. Specify Start and End Date in the check to sample TCs for this time period.

7. Save the payroll check.

8. Click to Show Matching Time Cards to check data. 

9. Go to the More tab and click Calculate Payroll Data. The system checks payroll data, recalculates it and shows you incompleted allocation audit results. If there are no audit results, it adds found Time Cards (for selected Employees) to the appropriate table in the payroll check.

10. Return to the Home tab and click to Sync Cost Rates.

11. Run sync with a Payroll system.

Note that the Sync action on the More tab has the same functionality as the Calculate Payroll Data button, but additionally checks the Ready to Sync to Payroll checkbox: marks the TCs as ready to be sent to a payroll system.

Create a Payroll Check for Batch Manually Added to Payroll System

If you run an off-cycle payroll batch out of the payroll system without having already pushed those hours from Fieldclix, you should still Create a Payroll Check for that Check Date to ensure Cost Rates sync for the batch after payment (Note this process is the same whether the Period is Open, Closed or Paid).

To do this:

1. Create a payroll check in FCX.

2. Fill in all required fields: add name, description, select payroll period. 

3. Select Employee(s).

4. Select Payroll Period.

5. Specify a Check Date according to a date of Paycheck in a payroll system.

6. Save the record.

7. Click Sync Cost Rates.

Once you do that, the system will mark the payroll check as ready to sync from payroll. Cost Rates will be synced during the next synchronization session.

NOTE
This process requires the number of hours (or units for Per Diem-like Items) in Fieldclix matches what you pay in the payroll system. If they do not, you need to edit them on the FCX side to match payroll before syncing Cost Rates.
IF you need to add/edit hours/units in a Closed/Paid Period, the approach and steps to take depends on where you are in the regular Payroll Closeout process. For guidance on this, see this article:
Revising Payroll Data for Closed Periods