Payroll Processing Operations: Check for Staff Exceptions

The first step in running a Payroll is to check for staff Exceptions.  On the Payroll Dashboard, click on the Check for Staff Exceptions button.

The system checks to see if there is any incorrect or missing data attached to a staff member that would prevent them from being paid correctly.

You can run the process as many times as needed before you proceed to Calculate and Finalize the payroll.

Every time you adjust a staff member's payroll data (salary, health benefits, position tracking records, pension, etc.), you need to run  again.

This process will produce a list of staff errors and a list of staff warnings:

• Staff Errors will prevent payroll from running.  You will need to clear all of these before continuing on and calculating Payroll.
• Staff Warnings will not prevent payroll from running, however, data might be incorrect.

If you click on a the number link for either the errors or warnings, it will bring you to a screen that lists the errors and warnings associated to staff members.

Examples of some common Staff Exceptions are below.  If you are not sure what to do with an error or warning, please enter a JIRA or call the help desk to ask about how to handle it.

• Staff does not have a date of birth - you must enter the employee's date of birth on their Demographics screen.
• Staff does not have any enabled bank accounts defined - you must enter the employee's direct deposit bank account information, or indicate they are receiving a live check, on their Bank Accounts screen.
• Staff does not have any enabled bank accounts with a percentage defined - once the warning above is taken care of, this will be cleared.
• Staff does not have a Social Security # - you must enter the employee's social security number on the Demographics screen.
• No Health Benefit Tracking Records - you must either indicate the employee is not getting health care, or enter the employee's health care selections.
• Staff has deduction TPAF Pension but does not have the pension TPAF - review the employee's Pension tab and the employee's Deductions tab.  Both must have the same Pension group.  Correct the incorrect data.
• Casual Earning XXX is not charged to any accounts - the indicated casual earning was entered without a charge-to account.  Go to the employee's Other Earnings tab and enter the correct account number.
• Staff may require a DCRP deduction because their TPAF/PERS deduction may go over the max annual wages this or next pay period - warns you to keep track of this employee's pension max so that when it is reached you can turn on DCRP if the employee chooses to participate.