Payroll Reviewer

Overview

The Payroll Reviewer screen can be used to manage and review time entries, reimbursable expenses and pay items of your employees for payroll purposes. It is primarily used by payroll administrators or HR managers responsible for the payroll. They have to review and approve the time and expense entries along with the pay items of all employees. Approving pay items in the Payroll Reviewer is the beginning of the recurring payroll cycle that Payroll Admins have to carry out for each pay period.

Payroll Reviewer handle three types of employees:

  • Salaried: Salaried employees are the ones who are not required to log their time. For salaried employees, all assigned pay items are displayed along with any reimbursable expenses, but the time entries are not displayed. The payroll administrator is able to review and approve the pay items (Hours and Pay Rate) as well as expense entries. Only approved items become part of the payroll process.

  • Hourly Time Required: These are hourly employees who are required to log their time and expenses. For hourly employees, all pay items are displayed: that are associated with time entries as well as those that are not dependent on time entries (Pay Items > Time Entry Dependent option is unchecked). The payroll administrator is able to review and approve the pay items (Pay Rate) as well as time and expense entries. Only approved items become part of the payroll process.

  • Hourly Time Not Required: These are hourly employees who are not required to log their time. For hourly employees, all pay items are displayed: that are associated with time entries as well as those that are not dependent on time entries (Pay Items > Time Entry Dependent option is unchecked). The payroll administrator is able to review and approve the pay items (Hours and Pay Rate). Only approved items become part of the payroll process.

For time and reimbursable expense entries to qualify for payroll, they need to be approved for 'Payroll' or 'Billing and Payroll'. Payroll Reviewer allows limited editing of time and expense details in the edit mode. If something is wrong, the reviewer can reject the entries and send a message to the employees. Based on the submitted and approved time and expenses, payroll can be processed either manually for a particular employee or automatically for all employees for a pay period. After the payroll is processed, you can view the payroll reports that provide full insight into the payroll components like net pay, taxes and withholdings.

Field Description

Basic Tasks

Review Time and Expenses

Approve Payroll

View Reports

Advanced Tasks

Add Custom Fields

Add Documents

Submit Payroll

Batch Update Entries

Export Time and Expenses

Apply Filters

Mark Screen as Favorite

 

Field Description

Field Name Field Description
Payroll Reviewer >
Resource This is the person entering the time or expenses for payroll. It can be an employee, a contract employee or an outside consultant who is on the payroll of the company.
Pay Item The primary pay code applicable to the employee, say Bonus, Commission, Regular Salary, etc.
Date Date of time or expense entry logged against a project in Core.
Type Type of entry: time or expense entry.
Project Name of the project against which the time or expense entry is recorded.
Item This is the ID or name of the activity item or expense item used in the time or expense entry, respectively.
Description Description of the activity item or expense item used in the time or expense entry, respectively.
Hours/Units Number of hours worked or expense units spent on a project by the resource (employee, contract employee or outside consultant who is on the payroll of the company) for payroll purposes. By default, the number of hours worked are carried to this field from Time Entry screen but can be changed here.
Pay Rate For an hourly position type, this is the hourly pay rate of the resource (employee, contract employee or outside consultant who is on the payroll of the company) as set in Employees > Payroll > Pay Items. For a salaried position, it is the Annual Salary divided by the number of pay periods in a year. This rate is inherited from the employee's payroll pay rate, but can be changed here.
Amount

The gross amount payable to the employee per pay period. It is calculated as:

Pay Rate x Standard Hours or

Cost Rate x Expense Units

Note: It is important here not to round off the values to calculate accurate pay amount. Example: If an employee has, say, 80 time entries for a week with the same classification, 0.5 hours per day, and pay rate of $13.25 per hour, the correct calculation is: 80 x 0.5 x 13.25 = $530 as opposed to the incorrect amount of $6.63 per entry x 80 = $530.40.

Approve Displays the status of a time or an expense entry—whether it has been approved or not.
Submit Status Displays the status of a time or an expense entry using icons—whether it has been submitted, approved or rejected.
Payroll Reviewer > Edit Entry > General >
Residence Tax Tax code for residence tax applicable to employee. Core automatically uses the tax codes applicable to the employees based on their state of residence. You need to assign the code to the employee first on the Employees > Taxes tab before it is visible here.
Work State The state where the company is based in. Core automatically uses the tax codes applicable to the employees based on their company location. It is auto-populated if the company address is mentioned.
Reimbursable Indicates whether the expense entry is reimbursable to the employee or not.


Review Time and Expenses

You might want to review the time and expenses (especially when they are reimbursable) of employees or vendors on the payroll of the company for approval.

To review a time or an expense entry for payroll:

    1. Open the Payroll Reviewer screen from the side menu > Payroll > Reviewer.

    1. Select the Frequency from the drop-down for which you want to review the entries or select the date range accordingly.

    2. In the list view, review all the relevant time and expense entries and pay items under the listed Resource (This is the person entering the time or expenses for payroll. It can be an employee, a contract employee or an outside consultant who is on the payroll of the company.).

    3. Check the Approve (Displays the status of a time or an expense entry—whether it has been approved or not.) and Submit Status (Displays the status of a time or an expense entry using icons—whether it has been submitted, approved or rejected.).

    4. Select the entries on the grid that you want to approve and click Actions > Workflow to choose any batch action on them, say Approve.

    5. If you want to view the details of a single entry or edit it, click Detail on that row.

    6. It takes you to the Edit Time Expense Entry screen where you can make the desired changes and click Save.

Approve Payroll

As a part of the payroll workflow, Core allows you to approve the time and expense entries submitted for billing and payroll to you. Only approved entries are available for payroll. Approving time and expense entries prevents modification by any user with limited security permissions. You can also reject the submitted time and expense entries for any reason. However, only submitted or forwarded entries can be rejected, not the approved ones.

Note: Company managers or owners might want their time and expenses to be approved automatically. You can select the auto-approve options for time and expense entries at the global level for all or at the project level for selected projects.

To approve payroll, watch this video or follow these steps:

    1. Open the Payroll Reviewer screen from the side menu > Payroll > Reviewer.

    1. Select the Frequency from the drop-down for which you want to approve the payroll or select the date range accordingly.

    2. In the list view, review all the submitted entries under the listed Resource (This is the person entering the time or expenses for payroll. It can be an employee, a contract employee or an outside consultant who is on the payroll of the company.) using the Submit Status (Displays the status of a time or an expense entry using icons—whether it has been submitted, approved or rejected.).

    3. Select the entries on the grid that need to be approved for payroll and click Actions > Workflow > Approve (Displays the status of a time or an expense entry—whether it has been approved or not.).

    1. On the Approve Payroll dialog, enter a memo, if needed.

    2. Click Done.

After approving the payroll, you have an option to un-approve it by clicking Actions > Workflow > Un-approve. However, you cannot un-approve locked entries.

View Reports

To view a report:

    1. Open the Payroll Reviewer screen from the side menu > Payroll > Reviewer.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

Add Custom Fields

Using custom fields, you can track extra characteristics and attributes of the agencies.

To add a custom field:

    1. Open the Payroll Reviewer screen from the side menu > Payroll > Payroll Reviewer.

    2. In the list view, select a resource and the relevant time or expense entry on the grid.

    3. Click Detail on the relevant row.

    4. On the Edit Time Expense Entry > Custom Fields tab, click Add Custom Field.

    5. Select the type of the field you want depending on the purpose, say Text Box.

    6. On the Add Text Box dialog, enter the details as required by the type of the field, say

      • Name

      • Type

      • # of Characters

    1. Check Show in List View if you want this field to show up on the grid in the list view.

    2. Click Save.

     

  1. Note: You can display a maximum of three custom fields on the list view per screen.

Add Documents

To attach a document to a time entry or an expense entry:

    1. Open the Payroll Reviewer screen from the side menu > Payroll > Reviewer.

    2. In the list view, select a resource entry on the grid and click Detail on that row.

    3. On the Edit Time Expense Entry screen, go to the Documents tab and click Add.

    4. On the Add Documents dialog, select the relevant tab, depending on the type of the attachment:

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available with Core CRM subscription only.

    5. Click Add.

  1. Core pre-fills the information about the attached documents in the grid.

Submit Payroll

As a part of the workflow, Core allows you to submit the selected time and expense entries for approval using various options. When time and expense entries are submitted, the supervisor or manager gets notified about these submissions. You cannot submit entries or items that are already approved. In case of email notifications, Core allows managers to quickly approve or reject the workflow entries or items submitted by employees directly from the emails.

To submit payroll:

    1. Open the Payroll Reviewer screen from the side menu > Payroll> Payroll Reviewer.
    2. Select the Frequency from the drop-down for which you want to submit the entries or select the date range accordingly.
    3. In the list view, review the submitted entries using the Submit Status ( Displays the status of a time or an expense entry using icons—whether it has been submitted, approved or rejected.) .

    4. Select the entries on the grid that need to be submitted and click Actions > Workflow > Submit.

    5. On the Submit Payroll dialog, enter the required information:

      • Submit To: You can submit payroll to your manager or a specific person from the list.

      • Resource: This can be an employee or a vendor (contract employee or outside consultant). This option is available only if you choose Submit To: Specific.

      • Type: This represents the type of workflow assigned to the submitted payroll, depending on the purpose of the submission.

        - Billing and Payroll: if time and expense entries are submitted for the purpose of billing the client as well as including them in the payroll of the employee.
         This option is selected by default.
        - Billing: if time and expense entries are submitted only for the purpose of billing the client
        - Payroll: if time and expense entries are submitted only for the payroll of the employee

      • Memo

    6. Click Done.

Batch Update Entries

Batch update allows you to edit multiple entries at a time and reset the values to none if the field is not required. This batch option is useful in cases such as an employer wants to pay bonus to all employees. Instead of doing so one by one, you can update specific pay items (say Bonus) for all employees in one go.

Note: If batch update does not contain workflow updates, then Core performs a quick, instant update up to a maximum of 5000 records selected at a time. However, if the batch update contains workflow updates, then Core performs a slower, background update for selected records greater than 150, but a normal batch update for records less than 150. The background update is a time-consuming process because Core needs to send notifications and emails to inform you when the processing completes.

To update time and expense entries in a batch:

    1. Open the Payroll Reviewer screen from the side menu > Payroll.

    2. Select the Frequency from the drop-down for which you want to update the entries or select the date range accordingly.
    3. Select the entries on the grid that you want to update and click Actions > Batch Update.
    4. On the Batch Update dialog, select the relevant fields and then enter new values for them. 
    5. Check the disclaimer at the bottom and click Update.

 

Export Time and Expenses

In Core, you can export time and expenses to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export the time and expense records to a .CSV file, watch this video or follow these steps:

    1. Open the Payroll Reviewer screen from the side menu > Payroll > Reviewer.

    2. In the list view, click More > Export as CSV.

    3. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Payroll Reviewer screen from the side menu > Time & Expenses > Time and Expense Reviewer.

    2. In the list view, click  on the right.

    3. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    4. Click Add Filters to specify more filters.

    5. When you have finished, click Apply Filter. You can see selective data now.

    6. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click  next to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Payroll Reviewer screen from the side menu > Payroll > Payroll Reviewer.

    2. In the list view, click  on the top-right.

    3. You can access this screen from the side menu under Favorites.

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