Summary

Once the Generate Step is complete, modify or view the timecards that have been included in the Retro Pay batch, and then run the Calculate step to generate the paychecks. Once the Calculate step (PR> Retro Pay> Calculate) is complete, the Retro Pay paychecks are processed exactly like the paychecks in a Computer Checks batch.

Step by Step

1     Generate a Retro Pay batch.

• The Generate step is used to select:
  • Which employees will be included in the Retro Pay batch.
  • Which timecards should be included in the batch.
  • Which pay codes attached to the timecard line items should be included in the batch.

2     View the paychecks included in the batch. 

• The Edit step in the Retro Pay process displays all of the timecard line items included in the batch. This step can be used to view the timecard line items in the batch or modify the retro pay amounts.
• Open the Edit window (PR> Retro Pay> Edit).
• Each timecard line item included in the Retro Pay batch will display as a separate line item in the window. Change the sorting of the window to simplify how the information displays in the window. For example, click the Employee Number column heading to sort the timecard line items in the window by employee number.
• Highlight a timecard line item and click EDIT to view the line item detail. This will open the Retro Pay Check Maintenance window.
• The Retro Pay Check Maintenance window is used to modify the timecards included in the batch. The window will display the original timecard and the retro pay amounts based on the modified pay settings on the employee record. The window will also display the pay code used to pay out the timecard line item.
• Modify the value in the New Hourly Rate, New Shift Amount, New Premium, New Amount, and Payout Pay Code columns to modify the retro pay amount.
• Click the Save button when complete to save the timecard.

3     Print the Proof List. 

• The Proof List displays the timecard line items that are included in the Retro Pay batch. The report can be generated in three formats: check detail, check summary and employee summary. Each of these formats displays a different level of detail.
• Open the Proof List window (PR> Retro Pay> Proof List).
• The Report Type drop-down menu is used to select the level of detail that will display on the proof list.
  • Select Check Detail if you would like each timecard line item in the batch to display on the report. If you have included a lot of employees and employee timecards in the batch, this report can be very long. This version of the report displays the most detail.
  • Select Check Summary if you would like each paycheck that has been included in the Retro Pay batch to display as a separate line item. For example, if an employee is paid monthly and there are three months of retro pay in the batch, the report will display the three paychecks that have been included in the batch. The timecard line items attached to those paychecks will not display on the report.
  • Select Employee Summary if you would like each employee in the Retro Pay batch to display as a single line item on the report. This version of the report will not display any line item detail. It will only display the total retro pay check for each employee in the batch. This version of the report will display the least amount of detail.
• The Sort By drop-down menu is used to select how the information will sort on the report.
• Check the New page for each employee toggle if there should be a page break after each employee included in the batch.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Review the proof list to make sure the checks generated in the process are correct.

4     Calculate the payroll. 

• The Calculate step is used to generate the paychecks from the retro pay generated in the batch. Once the Calculate step is correct, the paychecks are processed exactly like the paychecks in a Computer Checks batch.
• Open the Calculate window (PR> Retro Pay> Calculate).
• The Bank Account field is used to select the bank account the paychecks will be drawn from.
  • Only bank accounts that are set up to be used in the Payroll module will display in the drop-down menu.
  • Bank accounts are created and maintained using the Bank Account Maintenance window (SS> Maintenance> Bank Account> Payroll toggle).
• The Deduction Cycle field is used to select the deductions you would like to include on the paychecks. Only deductions attached to the selected deduction cycle will be included on the paychecks generated in the batch.
  • Leave this field blank if no deductions should be included on the Retro Pay paychecks.
• The Use supplemental tax toggle is used to use the supplemental tax rate rather than the standard tax table when calculating taxes on the paycheck.
• The Timecard Date, Period Begin Date, and Period End Date fields are used to assign the values of the paychecks generated in the batch. For example, when the Retro Pay paychecks are committed, this is the check information that will display on the History tab of the employee record (PR> Maintenance> Employee> History tab> History sub-tab).
  • The information in these fields does not affect the retro pay information that is included on the paychecks. This only defines the information on the check generated by the process.
• Click the Submit button to calculate the paychecks.

5     Once the Retro Pay paychecks have been generated, commit the paychecks just like you would the paychecks in a Computer Checks batch.