This tool enables support users to help customers commit pay runs if there are problem transactions in the pay runs that are blocking you from committing the pay run. The tool moves the following:
- Time Data
- AutoPay
- Quick entries
- Check entries
Before You Begin: This task is available only to users with the Service User role.
Important: The Service User feature for moving transactions out of a pay run is an irreversible process that can cause missing payments for employees. It should not be used as the standard option to solve payroll commit issues. For this reason, this new tool is internal only.
If a payroll administrator calculates a pay run and encounters one or more problem transactions that prevent the pay run from being committed – problems that they cannot resolve themselves – you, as a Service Role user can open a wizard to move the problem transactions out of the pay run into an off-cycle pay run, effectively postponing the processing of those problem transactions until they can be corrected. This allows the regular pay run to be committed without unnecessary delay.
All calculations and validations for the moved employee will be postponed to a designated off-cycle pay run. No generated earnings, AutoPay, deduction in arrears, or entitlements will be produced.
When you have loaded a calculated and validated pay run in Payroll > Pay Run Management, you can click the Adjustments tab and then click the Auto Adjust button that launches the wizard:
When you click Auto Adjust, the Auto Adjust wizard launches. The first screen in the wizard is the Select Adjustment Type screen, which lists the available adjustment types for you to choose from. Select the Postpone Processing of Employee to Off-Cycle Pay Run option, as shown below:
Click Next to progress to the Select Payments to Adjust or Select Transactions to Move screen in the Auto Adjust wizard. Note that Select Payments to Adjust and Select Transactions to Move refer to the same screen. You might see either of these names, or both, in the Auto Adjust wizard.
In this screen, you can search for and select the employee or employees to move and then proceed to the Confirm screen, where you move the employees' transactions out of the pay run into an off-cycle pay run.
The target off-cycle pay run must be committed promptly after the current run to produce the Normal checks for the selected employees, because at the time WFM pushes data to payroll, the assumption is that the pay run is known, so WFM tracks the normal scheduled run for retro accounting.
Because this new auto adjust option is strictly a payroll option to assist with circumventing errors so that the rest of the pay group population can be committed in a timely manner, there is a new indicator in the Time Data tab of the Employee Preview slide-out panel to show which WFM time entries were paid, and which were not paid, in the pay run designated by the WFM/Payroll integration stamping, as illustrated in the following screenshot:
For this reason, there are two process-managed expectations:
- The off-cycle must be committed after the source pay run (so that the majority of the pay group can be committed in a timely fashion).
- The off-cycle commit will be a fast follower (so that the retro accounting properly represent the two pay runs as the package deal WFM knows it to be).
The error on the moved employee isn’t eliminated. It must still be resolved in the off-cycle pay run, however, it can now be resolved in a manner that mitigates the risk of delaying pay for the entire pay group.
The employees moved to the off-cycle will automatically have their Normal checks produced when the off-cycle pay run calculates, including all moved entries, AutoPay, Generated Earnings and Deductions. The Time Data tab in the Employee Preview slide-out panel will have the Paid By Payroll option selected for all moved employees.
Important: Because this pay run isn’t the Normal Scheduled Period, only codes scheduled for Every Regular Run will trigger on the off-cycle. As a result, it will take manual oversight to properly audit the payments in the off-cycle pay run.