Using the Open Payroll Process

The Open Payroll process is used in the Payroll Process map to update employee information between HR and Payroll. This is the first step in the payroll process that establishes the specific employee records to be processed and the methods by which they are processed. After running a payroll, the process gives you the ability to transfer transactions created in Payroll back to Time Off in Sage HRMS.

Open Payroll

Note that only one user can access this process at a time, and when the window is open, no configuration (payroll setup) windows can be opened.

1. Select Payroll > Process Payroll (map) > Open Payroll.

2. Select the Profile ID for which you want to update employee records before processing payroll.
3. Enter the Period Start and End Date.
4. Select the information you want to update:
   • Update Time Off: Select to synchronize only time off information. This includes any changes mapped to the current Accruals tab in the Employee Configuration window as well as any predefined fields.
   • Update Pay Information: When selected, only payroll information will be synced. This includes changes mapped to the current Earnings, Cost Center, and Shift Diff tab in the Employee Configuration window as well as any predefined fields.
   • Update Benefits: When selected, only benefits information will be synced. This includes changes mapped to the current Deduction/Benefit tab in the Employee Configuration window as well as any predefined fields.
   • Update All: Select to update all of the above.

     Important! To save time, update the least possible number of records at a time. However, you should use this option if you made significant employee configuration or mapping changes, or if you imported data from another application.

5. Select the type of employees you want to update: Active, Inactive, or Terminated.
6. Click the Get Employees button to display a list of employees who fit the selected profile.
7. Click the Advanced Options arrow to expand more selections, which includes:
   • Calculate Pay Rates as Hourly. Updates employees' payroll as hourly regardless of the HR setting. For example, select this to transfer the hourly rate of a salaried employee to Payroll.
   • Overwrite Distribution Codes. Overwrites the existing distribution codes while updating existing records in Payroll.

     Important! The default for this setting is selected, so distribution codes in payroll will be overwritten with the distribution codes mapped in the employee configuration profile you selected for updating.

   • Overwrite Payroll Pay Frequencies. Overwrites existing pay frequencies. Sage HRMS supports four pay frequencies (biweekly, monthly, semi-monthly, and weekly), while Payroll supports five additional pay frequencies (daily, 22 per, 13 per, 10 per, and quarterly). For example...

     Suppose the existing pay frequency is daily in Payroll. If you select this check box, the system overwrites the existing pay frequency (daily) with the value retrieved from HR; otherwise, the system does not update the existing five specific pay frequencies.

   • Overwrite Cost Center Overrides. Select this check box to overwrite or cancel any changes made to cost centers (as they apply to the selected employees' earnings, deductions, and taxes) for this payroll. This option is only available if you set up cost center overrides and defined the related segments (Setup > Payroll > Payroll G/L Integration > Integration tab).

   • Use the Pay Frequency, Organization Level, Organization Code, or a specific Employee ID range options to include or exclude additional employees from the updates.
8. Click the Get Employees button again to update the list of employees.
9. In the Include Benefits section, select the benefits to be included or excluded from the sync process.
10. In the employee list, select or clear individual employees to include or exclude for processing by changing the value of the cells in the Include? column to Yes or No. You can also click Include All or Exclude All to change them all at once.
11. Click Process. A summary of the employees and updates displays on the window for you to review before committing to the update.
12. Click Update to complete the process and update Payroll. The update process can take several minutes. Once complete, the items in the Status column change to Updated.
13. After updating, you are prompted to review the results report. View and print this report as needed.
14. Click Finish and then Close when you are done.