Creating or editing pay groups

  1. Select Maintenance > Payroll Settings > Payroll Close > Pay Group.
  2. Click Create New Entry to create a pay group, or click Edit to edit an existing pay group.
  3. Specify this information:
    Pay Group
    Specify the name of the pay group.
    Description
    Specify a short description for the pay group.
    Pay Group Type
    Specify the pay group type.

    See Pay group types.

    After it is set, this value cannot be modified. To change this value, you must replace the pay group with a new one.

    Payroll Administrators
    Specify the users who will act as payroll administrators and be able to access the payroll close process.
    Export Type
    Specify the export configuration file type to be used to export pay group data.
    Hands Off Date
    Specify the hands off date for the pay group. The hands off date is usually set months before the pay period defined for the pay group. This date is set to ensure that employee data is not changed retroactively. The application will not create retroactive records for any changes that are made to employee data records before this date.
    Automatically advance Hands Off date on payroll close
    Select this check box if you want the hands off date to advance to the next pay period after a pay period is closed. The hands off date will automatically move forward by the number of days in the pay period. For example, if the pay period is bi-weekly, the hands off date will move forward 14 days when each current pay period is closed.
    Start of Year / Day
    Select the Start of Year / Day date using the calendar. The Start of Year / Day date is the start of the year date of the pay group. This is usually set to the calendar start (January 1) of the current year.
    Adjustments to be created for this group
    Select this check box if you want changes to previous pay periods to result in retroactive adjustments.
    Adjustment Offset (days)
    Specify the number of days after the current pay period’s end date during which retroactive adjustments for the past pay period can be created. Retroactive adjustments created in this adjustment period are included in the current payroll export.

    The adjustment period is important. The period lets you create retroactive adjustments after the end date of the pay period. The adjustments can then be included in the current export. Previously, retroactive adjustments had to be created during the actual pay period.

    See Determining the adjustment period based on the offset.

    Note: Never change the adjustment offset of an active pay group.
    Export of unauthorized records
    Select whether you can export a pay group with unauthorized records and include the records in the current pay period export using the lookup:
    • Disallow: Disallow export of pay group if any unauthorized records exist.
    • Ignore: Export pay group excluding any unauthorized records.
    • Allow: Export pay group including any unauthorized records.

    After it is set, this value cannot be modified. To change this value, you must replace the pay group with a new one.

    Number of days to create pay periods into the future
    Specify the number of days in advance that you can generate pay periods.
    Extended Advance Term Payout
    Indicates whether off cycle exports can include payments and adjustments for employees with termination dates up to 168 days in the future. If this check box is not selected, then a terminated employee in this pay group can only be included in an off cycle export if their termination date is within the current pay period.

    See Off cycle export for employees with future termination dates.

  4. Specify this information in the Current Pay Period section:
    Start Date
    Specify the day when the current (or first) pay period begins.
    End Date
    Specify the day when the current (or first) pay period ends.
    Lock Down Date
    Specify the Lock Down date using the calendar. Timesheets on this date or before this date can only be edited by authorized users such as a payroll administrator.
    Automatically advance date on payroll close
    Select this check box if you want the Lock Down date to advance to the next pay period once a pay period is closed. The Lock Down date will automatically move forward by the amount of days included in the pay period. For example, if the pay period is bi-weekly, the Lock Down date will move 14 days forward to the next period once the current pay period is closed. Unless there is a specific reason not to use this option within your organization, we recommend that you check this option.
    Timesheet Lockout
    Specify the date when the pay group's lockdown date is reset. The timesheet lockout is used to temporarily lock out non-privileged users from editing the current pay period, prior to payroll close. This value is used to move the lockout date to the end date of the pay period that you are closing.

    The Timesheet Lockdown Task must be configured to use this functionality.

    See Defining the Timesheet Lockdown Task.

    Time
    Specify the time of day when the timesheet lockout should occur.
    Automatically advance date on payroll close
    Select this check box if you want the lockout date to advance to the next pay period after a pay period is closed. The timesheet lockout will automatically move forward by the number of days in the pay period. For example, if the pay period is bi-weekly, the lockout will move 14 days forward to the next period. Unless there is a specific reason not to use this option within your organization, we recommend that you check this option.
  5. Click Save.