Maintaining a Payroll Record
In this Topic
A payroll goes through a sequence of phases, and can move forward and backward among them. For agency users, this process is explained in Working with Contract Payrolls. For non-agency users, this process is explained in Working with Contract Vendor Payrolls. In each phase, a different set of fields can be edited until the payroll is eventually approved. Once approved, a payroll can only be changed by creating a modification (see Creating a Payroll Modification below).
The External Certified Payroll component contains all the information currently recorded for the payroll (including payroll modifications). To access this component, click the Payroll Number link on the payroll record row on the Contract Certified Payroll Overview.
Your ability to change information depends on several factors, including the current status of the payroll record, where the user is located in the payroll hierarchy, and whether or not the user has vendor authority.
Note: Non-agency users (prime contractors and subcontractors) can view payroll information for their employees and for subcontractors lower in the payroll hierarchy, for all payroll phases except Initial. However, only non-agency users with vendor authority are able to edit payroll and employee information. In addition, you can only change information in the most current payroll (the payroll with the highest modification number). That is, when you add a modification to a payroll record, all the information associated with any previous modifications (including attachments) becomes read-only and cannot be changed.
You can update information in these fields only when the payroll status is Initial:
Note: If labor hour records have already been entered for the payroll, you cannot change the Begin Date or End Date fields such that the payroll period no longer includes the associated labor hour dates. If the payroll is for a Federal Aid Contract, the payroll period cannot be longer than seven days.
Maintaining Benefit Programs
If the Fringe Benefit Payment Type for the payroll is set to either Plan Funds or Plan Funds with Exceptions, the component includes a Benefit Programs subheader in the lower part of the component. If benefit programs have been recorded for the payroll record, they are displayed in an accordion list below the subheader.
Note: If the payroll is progressed beyond the Initial phase, all payroll fringe benefit fields will be read-only, therefore, you will not be able to add, change, or delete information on this page.
To maintain a benefit program record, click anywhere in the row to display all the available information. You can view or change information in these fields:
To add a new benefit program, click the New button. The system adds a new row at the bottom of the list. All fields in the new row are blank. To create a benefit program record, you must enter information in all fields that display a red asterisk. Record information in other fields as needed to add additional information to the record. For more information, see Adding Benefit Programs to a Payroll.
To delete a newly added row, click the Delete button at the end of the row. The system deletes the row immediately.
To delete a saved benefit program record, select Delete from the Actions menu on the program's row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button. To save your changes, click the Save button.
When you are finished making changes, click the Save button. The system displays a message to confirm that your changes were saved in the database.
Signing the Payroll
When you have finished adding all the required information to the payroll, progress the payroll record by signing it.
To sign the payroll, select Sign Payroll from the Actions menu on the component header. If you are the prime contractor entering a payroll for one of your subcontractors, select Submit for Subcontractor from the Actions menu on the component header. In either case the system takes you to a Sign Payroll component, where you will follow a guided process to sign the payroll.
If you are signing your own payroll record, the guided process includes reviewing the payroll data and verification requirement, entering option information, and clicking the Sign Payroll button (see Signing Contract Vendor Payrolls).
If you are submitting a payroll you created on behalf of a subcontractor, the guided process includes reviewing the payroll data and verification requirement, entering required information, and clicking the Submit Payroll button (see Submitting Contract Vendor Payrolls for Subcontractors).
Creating a Payroll Modification
If you need to revise a payroll at a point in the workflow when the payroll record can no longer be edited, you can create a payroll modification. If your system administrator has given you access rights, you can also reset the workflow phase. For more information, see Resetting a Payroll Workflow Phase.
A payroll modification is a copy of the payroll record, identical to the original except that it does not include attachments or comments. You can then record changes to the payroll in the modification record.
The system automatically creates a payroll modification if you import an updated payroll record that has the same contract, payroll vendor, and payroll number as an existing payroll record. For more information, see Importing a Payroll.
To manually create a payroll modification, select Create Modification from the Actions menu on the Certified Payroll component header. The system adds the modification record to the component.
Make any changes required to the payroll modification and click the Save button. The system displays a message to confirm that the information was saved successfully. The system displays the new modification in the Contract Payroll Overview with the Modification Number field set to 01.
When adding subsequent modifications, the system creates an identical copy of the payroll record, except that it does not include attachments or comments. Each subsequent modification is listed in the Contract Payroll Overview component, and the value in the Modification Number field is automatically increased by an increment of one.
Note: When you add a payroll modification, all the information associated with any previous modifications (including payroll exceptions) becomes read-only and cannot be changed.
Resetting a Payroll Workflow Phase
If your system administrator has given you access rights, you can reset a payroll status to an earlier phase by selecting Reset Payroll Phase from the Actions menu on the Certified Payroll component. In the Reset Certified Payroll Workflow Phase window:
Click in the Payroll Status field and select the target workflow phase.
Click the Save Payroll Status button.
Note: When you reset the workflow phase, the system keeps a record of imported payroll .xml files associated with this payroll. However, all comments and signature files are reset. To keep the comments and signature files associated with this payroll, create a payroll modification instead. For more information, see Creating a Payroll Modification.
