Advanced Payroll Tracking - Tools for Override
Now that your company is setup for advanced payroll tracking and a payroll file is being created there are a few things you need to know. Most importantly, this is NOT system designed to be hands off! You should be auditing all data before inserting the file into your payroll system! There are times that you may find an edit is necessary to the payroll file. You MUST make your edit prior to processing the file because once the payroll file is processed you cannot go back into Employee Navigator to edit the file. In the event that manual changes are needed to remove, modify or add a payroll deduction for an employee, Employee Navigator gives you tools in order to make those changes.
Under the Reports tab, access the payroll report link in order to review the deductions scheduled for payroll. Please note that there are a variety of way Employee Navigator can report payroll changes so you may or may not have the exact report links as displayed on this video. What you need to do is select the link for the payroll file you wish to review. Next you will select the link for the specific pay date file you wish to review. Once you select the date link you will see an overview of all of the enrollment changes being recorded for that period. Let’s review some changes you might want to make and how to make those changes:
Edit an Existing Deduction
To edit a deduction that has already been written by the system, simply select “edit” next to the deduction you wish to modify. On the next screen you will be able to note the fields that can be modified. Unchangeable fields will be greyed out. Changes cannot be made to codes or rates that are system populated. If a rate or code is incorrect, you will need to exclude the enrollment and add a corrected deduction.
Exclude an Existing Deduction
Want to delete a deduction? Our system is NOT designed to delete deductions, but what you can do is choose to exclude the deduction from being included on the file you are getting ready to process. To exclude the deduction, simply select the “edit” link next to the deduction you wish to exclude. On the next screen you will deselect this checkbox for “include in file” and to save that change, select save. This deduction will no longer be included in your payroll file.
Add a New Deduction
To add a new deduction that needs to be reported but was otherwise missed in the normal processing, you will go to the box in the upper middle section to “add for __________”. Type in the last name of the employee you wish to enter a deduction for. Next you will be presented with a screen that will allow you to add all the details regarding the deduction that needs to be recorded. You will see confirmation of the employee Name and Payroll ID. You will need to set:
Type: Tell the system what type of deduction is needed: Recurring, One-Time, Catch Up or Credit
Code: Insert the proper payroll code by indicating which plan the deduction is for
Pre-Tax Amount: Set the deduction amount. NOTE: Enter this as a negative amount if the employee should be receiving a credit. Enter as $0 if dropping an enrollment deduction
Reason: Record what event is substantiating the insertion of the deduction
Is New Employee: Check if the employee is new for payroll
Include in File: Check in order to have the deduction included in the payroll file
Once all of your edits have been processed you may now preview your file. Select the Preview Payroll Data link to preview a copy of the file that will be exported. Open the file that has been set for preview and once again audit the file and make sure all data is as desired. If you need additional edits you may still make those at this time. If not, you may close this file and then process your payroll. To process, simply select the Process Payroll file link. Your payroll has now been processed and you may pull down any necessary reports. Remember you MUST process all changes as needed prior to processing the payroll file. If you do not enter your changes into the deduction listing and simply alter the extracted payroll file, there is no way to track those changes in Employee Navigator.
Check out our short video on editing / processing a file here: Advanced Payroll Tracking: Editing/Processing a File screencast
Overriding Enrollments Outside of Advanced Payroll Tools
All enrollment changes that occur in the system within the normal processes - e.g. new hire enrollment, life event - will pull into the advanced payroll file as expected. However, it's important to keep in mind that enrollment changes/overrides processed via other override tools such as the employee Modify Current Enrollments link and the enrollment editor tool, may not pull into the payroll file properly.
- New hire/newly eligible enrollment
- Changes made via Life Events tool (Update Benefits tab)
- Changes made via Modify Current Enrollments link
- Enrollment editor - change coverage start date
- Enrollment editor - drop coverage: file will reflect ended deduction date but not proper credits/adjustments
- Enrollment editor - change coverage end date: file will reflect new ended deduction date but not proper credits/adjustments
- Enrollment editor - benefit/cost overrides