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Description: In this topic, the user will learn about payroll batch validations and the process when an employee accumulates net-negative hours in one payroll batch, owing the company money. This may occur if an employee overpunched on a previous pay period and the company had to correct the error in a later payroll batch. The payroll batch validation will flag these punches and separate them so the user can easily locate them and process accordingly. 

With payroll batch validation enabled, when a batch is created, the green button used button used to flow batches reads Validate instead batches reads Validate instead of Process. After a user selects Validate, the batch moves to moves to validated status, and  and the Process button will be available to continue as usual. This may require an instance-level setting change depending on the organization's configuration.

If payroll batch validation is enabled, the system checks for net-negative punch hours for the payroll batch, prompts the user to validate these entries, and moves all punches for that employee into an exception batch. The user may then process the payroll batch normally.

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Search, View, or Edit a Payroll Batch Validation

1. Log in with appropriate profile

2. Select Settings from the main menu 

3. Select Payroll from the submenu

4. Select Payroll Batch Validations from the flyout menu

5. Enter the name or status into the filters then

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1. click Search 

2. Click anywhere in the row of the selected payroll batch validation

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1.  to view and/or filter events

2. To enable/disable functionality:

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1.  

   1. Click Actions

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1. 1. Select Edit Payroll Batch

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1. 1. Validation from the drop-down menu

   2.  

      1. On the Edit PayRoll Batch Validation form wizard, update the Status field

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1. 1. 1. to Active or Inactive.

   2. Click Save and Yes to confirm

Enable/Disable Payroll Batch Validations

1. Log in with appropriate profile

2. Select Settings from the main menu 

3. Select Payroll from the submenu 

4. Select Payroll Batch Validations from the flyout menu

5. Click anywhere in the Negative Paycheck row

6. Click Actions 

7. Select Edit Payroll Batch

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1. Validation from the drop-down menu

2. Update the Status field to Active or Inactive

3. Click Save and Yes to confirm

Export Payroll Batch Validations

1. Log in with appropriate profile

2. Select Settings from the main menu 

3. Select Payroll from the submenu 

4. Select Payroll Batch Validations from the flyout menu

5. Export all payroll batch validations by clicking

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1. the Export button or use the filters to refine the search then

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1. click Export

2. The file will automatically download and save to the computer's download folder as a CSV file which is compatible with Excel

Remove/Reprocess Negative Entries

1. Select Payroll from the main menu

2. Select Batches

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1.  from the submenu

2. Use the filters to locate the exception batch and

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1. click Search

2. Click anywhere on the exception batch row

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1.  to open the batch details page

2. Click the

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1.  checkbox on the rows with the negative entries

2. Click the red Remove button

The exception batch now has zero entries, and the status has changed from pending to canceled.

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See the article Payroll Exception Batches in the Help Center for more information.

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