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Dates

Most date fields have the Date Picker button to simplify choosing dates.

Date Picker Button

To select a date, double-click on the number that represents the date, or type the date into the field in MM/DD/YYYY format.

• To view a different monthly calendar, select a month from the drop-down list. To select a different year, select the year from the drop down list.
• To close the date picker without selecting a date, click on the Close hyperlink.

Enter any Beginning/Effective dates accurately by selecting the date using the Date Picker. Many other detail screens, such as the Contacts Detail or Awards Detail records, lack beginning and ending effective dates.

CAUTION!  Incorrect dates can generate unintended results during Payroll processing. Detail screens that are used to calculate Benefits or process Payroll have Beginning/Effective and Ending/Termination Dates.

Date Picker

Effective Dates

"Begin" and "end" dates on employee detail records determine if an item can process for a pay period. An end date on an employee detail is optional. On a payroll calendar, the period-begin date, period-end date, and dates in-between are considered part of or during the pay period. Any date prior to the period-begin date is before the pay period. Any date following the period-end date is after the pay period.  

Items either process or do not process, and the resulting values are not pro-rated.  

Weekly Pay Period and Effective Dates

Example: Weekly Pay Period with Pay Period Begin date on the 1st and Pay Period End date on the 7th.  

Figure 1:  Example of a Weekly Pay Period with Effective Dates

• In this example, the 3rd is during the pay period, the 31st is before the pay period, and the 8th is after the pay period.  Where the record should be effective for the payroll, the begin date for the pictured pay period would need to be before or during the pay period (must begin before the 8th) and must not end before the 1st.
• To prohibit the record from being effective in for the payroll in the illustration, the end date would need to be before the pay period (the 31st or before) or the begin date would need to be after the pay period (the 8th or later).

Other Factors

The payroll of the month, seen on the payroll calendar and defined on details, also determines if a record can be processed for a particular payroll calendar. You also can see the payroll of the month selected on certain validation codes.

Quick Reference for Effective Dates and Pay Periods

The following charts can be used to identify whether a particular begin or end date on an employee detail record will enable or disable the items processing for the pay period. Figure 2 shows a begin date's impact, while Figure 3 shows an end date's impact. A green light indicates that processing is enabled, while an x shows that processing is not effective due to the date, as indicated in the Key. Where the field labels differ, the label's key word is noted in parenthesis.  

• Where the record should be effective for the payroll, confirm the begin date is within or before the pay period.
• Where the record shouldn't be effective for the payroll, confirm the end date is before the pay period, such as the last day of the previous pay period, or ensure that the begin date is after the pay period.

Figure 2:  Begin Dates and Processing

Figure 3:  End Dates and Processing

Key:

 Processes for the pay period

 —   Not related to processing

 Not effective for the pay period

1. Auto-pay definitions are applied when auto-pays are created for a payroll. Changes made after auto-pays are created for the payroll will not process for the pay period. Whether an employee's auto pays are created for a payroll depends on whether the payroll calendar is marked as Scheduled, whether the employee's current Employment Status is set to allow payroll processing, and the effective and termination dates for the auto pays.
2. Employee benefits process where benefits also are processed in the payroll and where other aspects of benefit setup are defined as needed.
3. Confirm the vendor selected on employee deductions detail matches vendor on related deduction code and benefit code as applicable.
4. Earnings process when entered via time entry regardless of effective dates on associated employee earnings details, if any.
5. A direct deposit only can process as a payment when its pre-note expiration date (if any) expires before the check date or if no pre-note expiration date is defined. If the check date equals the pre-note expiration date, neither the pre-note nor the direct deposit will process.
6. Payroll gross-to-net processing activates or creates employee tax details as needed where the employees master record indicates that the tax should be created and the tax code is defined to auto-create. Review the payroll task warning messages to see where this has occurred for a payroll.