Time record release process

The payroll administrator reviews and verifies batches of time records and releases them for processing. Batches can be released to a status of Current or Future. All time records within a batch have the same status. Time records with a status of Current are included in payroll cycle processing by HR Payroll.

These criteria must be met for time records to be moved to Current status for processing:

  • HR Payroll configuration criteria:
    • A United States payroll country is specified on Payroll Configuration.
    • Country Configuration exists for the United States payroll country, where a payroll currency and legal entity are specified.
    • HR Payroll has been enabled. The country has been specified on Payment Schedules that are to be processed for US payroll and for which the country matches the United States payroll country.
    • Work periods exist on payment schedules.
  • Employee criteria:
    • The primary work assignment has a payment schedule.
    • If time records are processed for secondary work assignments, they must have the same payment schedule as the primary work assignment.
    • The country of the work assignment's payment schedule matches the United States payroll country.
  • Time record criteria:
    • The currency on the time record, if specified, matches the payroll currency.
    • The legal entity is specified and has a country that matches the United States payroll country. If the legal entity is not specified on the work assignment, it is specified by default from the country configuration record for the United States payroll country.

If you attempt to release a batched time record to Current status, but it does not meet some or all of these criteria, the time record is moved to Future status, and an error record is created. After correcting the error, you can move the time record individually or use the Mass Move action to move it to Current status for processing.

When time records are moved to Current status, a payroll cycle record is created for the employee. This record is used to process payroll. Certain information that is used by payroll cycle programs is determined at this time, such as whether the employee is non-exempt for overtime processing.

When employees' time records are moved to Current status, their one-time deductions in future status are also moved to Current status. The date of the one-time deduction must be less than or equal to the date that is selected on the action.