Anatomy of the Payroll Batch Window
This topic describes the information in, and function of, the tabs in
the Payroll Batch window.
Batch Details tab
This tab displays information specific to the selected payroll batch.
For a standard batch, the fields default based on the payroll period and
other configuration settings, and most can't be edited in this window.
Sample batch details
tab — standard batch Sample
batch details tab — supplemental batch
Instructional
Period: The school year in which the pay period falls. Used
to determine which employee contracts are in effect.
Load
Options: Supplemental batch only. This field determines if
benefit programs only, additional allowances only, all salary, benefit,
payment & additional allowance elections, or none of these are
added into the batch.
OT1/OT2
Rates: Overtime rates to be used when applicable. Configured
in Admin > District > Districts > Districts > Payroll
Information.
General
Ledger: Determines the ledger in which the journal entries
will be created.
WC
Policy: The workman's compensation policy is configured in
Payroll > Workman's Comp > Policies.
Payroll
Period: For a standard batch, this field displays the payroll
period you selected when you created the batch. Payroll periods were
defined in Payroll
> Pay Schedules > Calendars. For a supplemental batch, it
displays the begin & end dates entered when the batch was created.
Tax
Proration & Calendar Type: These two fields are determined
by the Payroll Calendar. Since the tax table and W-4 are annual, the
tax proration is used to determine what portion of the annual taxes
will be paid in each payroll period. Tax proration fixed on a standard batch, but you may need
to adjust it for a supplemental
batch. Since the tax proration for a supplemental batch is based on
the number of work days in the designated period, the calculation
may have resulted in a fraction, and you'll need to edit it to achieve
a whole number.
Pay
date: Defaults from the payroll calendar. The pay date is used
to determine which benefit, withholding, payment, leave policy, and
additional elections are in effect, as well as the workman's comp
policy.
Post
date: Defaults from the payroll calendar. The post date drives
the ledger into which transactions are posted and the effective date
of any bills driven by payroll and actual expenses associated with
payroll.
Adj
Fed Food Svc Base: This field is used to adjust federally-funded
gross and state-benefit-qualified gross for food service workers based
on the ratio of food service-funded wages paid relative to the Allowable Federal Fund Base derived from the Child
Nutrition Calculation Worksheet. Once the batch is run, if there are
errors on food service employees, this number will need to be recalculated.
Comments:
For a standard batch, this field defaults to the payroll calendar
and payroll period dates. For a supplemental batch, it's important
to enter a description of the batch so you'll be able to select it
from the list of payroll batches.
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Scheduled Payments tab
This tab lists all employees included for payment in the batch.
Sample Scheduled Payments
tab
System
ID: Displays the audit ID for the payment. If something is
materially changed about the payment, the audit ID will be updated,
but just recalculating the payment doesn't change the audit ID unless
something about payment record changes materially.
Flags
column
Actions
column
Red
highlight: Employees highlighted
in red are terminated in WebSmart.
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Messages & Status tab
This tab lists errors in the batch, if any, and includes the control
used to submit the batch.
Sample Messages &
Status tab
Click here for information
on handling errors.
Payroll batch statuses
Active:
When a batch is in the Active status, nothing has been recorded in
the database. There are no journal entries, and bills don't
show on any reports except reports printed within the active batch.
When there are errors in the batch, it can't be posted, and the Status
pull-down includes only the Active status.
Posted:
When the batch is posted, a journal entry is recorded for the payroll;
bills are created for deductions and contributions; and the transactions
will be included on reports. The batch can be unposted as long as
none of the bills or the payroll have been paid. This option is useful
since users may post a batch, review journals, and realize they forgot
something. They can then unpost the batch without having to void any
checks, and the bills for the batch will be deleted.
Paid/Locked:
This status indicates that one or more bills or the payroll itself
has been paid, and the batch can no longer be unposted.
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Timesheets tab
Use this tab to export employees from WebSmart, then enter hours in
the spreadsheet, and import the hours. Click here
for more information.
Sample Timesheets tab
Imports
Use this tab to import bulk data such as supplements/additional pay
and leave.
Sample Imports tab
Click here for more information.
Documents
Documents stored in JDox linked to this document using the Batch Number
metadata field. In order to link documents to this payroll batch in JDox
directly, update the Batch Number field in JDox with the system ID number
of this batch. The document will be automatically linked.
Reports
Sample
Reports tab
The reports available here are specific to the batch:
Benefit Program Participation
Direct Deposit Setup
Employee Leave
Leave Forms
Payroll Batch Payable
Coding Problems
Payroll Distribution
- By Batch
Payroll Journal - by
Date Range
Payroll Journal - Consolidated
Payroll Journal - Contributions
and Deductions
Payroll Journal - Employee
Detail
Payroll Journal - Ledger
Impact
W4 Withholding Worksheet
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Return to Create a
Standard Payroll Batch
Return to Create
a Supplemental Payroll Batch
Return to Payroll Overview
icon indicates there's an error message
on the payment record.
icon means the employee is set up for direct
deposit. Click on the 
icon shows the employee is scheduled to receive a live check.
icon, the employee has leave. If the icon has a red background,
leave will create dock.
: Click this icon to print the Payroll Journal -
Employee Detail report for this employee.
: Click this icon to review or edit the payment detail.
: Click this icon to submit the record for recalculation.
: Click this icon to delete the record. If you delete
the record and find you need to restore it to the batch, click
Add Staff,
and that employee will be in the list.
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