What's New - Powerpay 6.29

The Time Review dashboard allows Payroll Admins to quickly see the status of timesheet, time off requests and statutory holiday calculations (if applicable) all in one place.

The dashboard view is dynamic based on the features enabled for your payroll.

Review time entered

The Time Review page. From the Payroll menu, select Regular Payment > Time Review. is available in Powerpay when a Regular payroll run is open. It is not available for Extra, ROE and Year End runs.

1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

2. Go to the Time Review page. From the Payroll menu, select Regular Payment > Time Review.

3. Use the filters to search time by employee or timesheet status (Not Submitted, Approved, Pending or Denied).

4. Select the employee timesheet to review.

5. Review the information displayed.

6. (optional) Click the + Add icon in the Date column to add hours/earnings to a specified day.

   Note: Hours entered on the Time Review page do not sync back to Self Service but display on the Regular Timesheet

7. Click Approve or Deny pending timesheets.

Prorating ensures that employees are compensated fairly for the time actually worked, based on the payroll schedule in effect at the time of hire. Automating this process eliminates manual calculations, reduces errors, and ensures compliance with standard payroll practices.

Powerpay uses the Pay Period Start and End Dates to determine the total number of working days in a pay period. It then uses the employee’s First Day Worked (for new hires), ROE First Day Worked (for rehires) or Last Day Worked (for terminated employees) to calculate the number of payable days.

Powerpay uses the employee’s annual salary or salary per pay period to determine a daily salary. Powerpay then multiplies that value by the number of days worked to calculate the employee’s prorated first pay.

Powerpay calculates proration based on a standard work week (Monday to Friday) and excludes weekends and statutory holidays from the calculation.

Examples:

1. If the pay period includes 10 working days, and the employee’s First Day Worked is the 6th day of the period, Powerpay will calculate and pay 5 days of salary for that pay period.

2. The pay period is Oct 4-17, and for a New Hire, and the employee’s First Day Worked is October 8th. The Salary Override calculated amount would include 8 working days.

Note: This feature is available for Regular and Extra runs for New Hires.

When new salaried employees are hired mid-pay period using the New Hire Wizard or Onboarding Wizard, Powerpay automatically calculates a prorated salary amount for their first pay.

You can choose to clear the Prorate Salary Payment checkbox or modify the prorated amount calculated as needed.

1. Open the People List.

2. Click the button.

3. On the employment information page, if the selected PayType includes the word ‘Salary’, and the employee’s First Day Worked falls within an open or soon to be opened pay period, the Prorate First Salary Payment checkbox displays.

   • To adjust the prorated amount, enter the desired amount in the Salary Override field.

   • To deactivate Salary Proration, clear the Prorate First Salary Payment checkbox.

   Note: If the Salary or First Day Worked is changed on the, you must manually update the Salary Override amount.

   Note: Saved salary proration calculations are not recalculated if a new Pay Period Ending Date is entered and saved on the Calendar Edit page. Calendar Edit page. From the Company menu, select Calendar > Calendar Edit.

4. Click Next to continue through the remaining employee setup pages.

5. On the New Hire Summary page, review the salary override amount calculated or entered.

6. Click Save.

   Powerpay populates the salary override amount on the Employee Timesheet when the pay period is opened.

Note: If the employee is not activated in the current pay period, the salary override amount is ignored.

Note: If a pay period is closed, all employee changes, including the saved salary override, must be deleted from the pay period before closing it.

1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

2. Reactivate the employee on the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE.

3. Select the employee from the People List.

4. Enter the Status Change Options.

   Resulting Status: Active

   ROE Form: Do not produce

   Current Pay: Process

5. Click Next.

6. Enter the ROE First Day Worked.

   If the date falls within the current pay period, the Prorate Salary Payment checkbox defaults to selected and the salary override is automatically calculated based on the Salary Per Pay field.

   • To adjust the prorated amount, enter the desired amount in the Salary Override field.

   • To deactivate Salary Proration, clear the Prorate First Salary Payment checkbox.

7. Click Save.

Powerpay populates the salary override amount on the Employee Timesheet when the pay period is opened.

Note: If a pay period is closed, all employee changes, including the saved salary override, must be deleted from the pay period before closing it.

Note: If Reverse Status is selected on the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE. after the employee is terminated and before the payroll is submitted, the salary override calculated by proration is removed from the Timesheet.

1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

2. Terminate the employee on the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE. page.

3. Select the employee from the People List.

4. Enter the Status Change Options and set the Current Pay to Process.

5. Click Next.

6. Enter the Last Day Worked.

   If the date falls within the current pay period, the Prorate Salary Payment checkbox defaults to selected and the salary override is automatically calculated based on the Salary Per Pay field.

   • To adjust the prorated amount, enter the desired amount in the Salary Override field.

   • To deactivate Salary Proration, clear the Prorate First Salary Payment checkbox.

7. Click Save.

Powerpay populates the salary override amount on the Employee Timesheet when the pay period is opened.

Note: If a pay period is closed, all employee changes, including the saved salary override, must be deleted from the pay period before closing it.

Note: If Reverse Status is selected on the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE. after the employee is terminated and before the payroll is submitted, the salary override calculated by proration is removed from the Timesheet.

To calculate statutory holiday pay correctly, Powerpay requires four work weeks of dated hours or earnings from one or more of the following pages:

• Daily Hours Timesheet

• Regular Timesheet

• Manual page

• Reversal page

• Time Review page.

If fewer than four weeks of dated data exist, statutory holiday pay will be understated. Due to the four work week requirement for dated data, there is a lag between when Daily Hours is first enabled and when Statutory Holiday Assist can perform accurate calculations.

When Powerpay detects a statutory holiday in the current pay period for Ontario it looks back at the previous four work weeks for hours and earnings to determine if there are historical hours and earnings available to calculate the statutory holiday pay. If history exists, Powerpay uses the selected pay codes to include in the calculation as 'regular wages'.

1. Go to the Time Review page. From the Payroll menu, select Regular Payment > Time Review.

2. Click Select Eligible Employees.

3. Select the employees to be included in the calculation for the current statutory holiday.

4. Click Calculate.

Powerpay automatically inserts and saves the value into the Time Review page. From the Payroll menu, select Regular Payment > Time Review., next to the statutory holiday date, once the value is calculated.

Note: The payroll administrator can modify the value if required.

The Rapid Entry page. From the Payroll menu, select Regular Payment > Rapid Entry. displays a reminder when a statutory holiday occurs in the pay period.

A statutory holiday occurs in the pay period. Please navigate to the Time review Page to calculate the statutory holiday pay for eligible hourly employees.

Clicking Time Review page in the message takes the user directly to the Time Review page. From the Payroll menu, select Regular Payment > Time Review..

Employees may enter comments for time entries in Self Service to explain differences between scheduled hours versus time worked. When a comment is entered, the Comment icon displays with a dark background. These comments are view only to Managers and Payroll Admins after the hours are saved. Managers can view them in Self Service on the My Team's Timesheets page. From the Time menu, select My Team's Timesheets.. Payroll Administrators can view them on the Daily Hours Dashboard page. From the People menu, select Daily Hours Dashboard.

For payrolls using the Start & End Times (9:00 AM – 5:00 PM) format for recording daily hours worked, Powerpay includes logic to calculate the correct number of hours worked when an employee shift extends from one day to the next and Daylight Savings Time either commences or ends.

Powerpay displays a message when hours are entered on the date the time change occurs.

Fall Back

Daylight Savings Time ends in this pay period on <date>. One hour will be subtracted to correct for the time change (if applicable hours are entered on that date).

Spring Ahead

Daylight Savings Time starts in the pay period on <date>. One hour will be added to correct for the time change (if applicable hours are entered on that date).

Daily Hours/Daily Earnings sections are available on the Regular Timesheet, Manuals and Reversals pages allowing hours and earnings to be entered by date for statutory holiday pay.

When a user selects a code included in the statutory holiday calculation but doesn’t key it by date, a warning reminds them to key it by date.

Extra Runs

If the payroll administrator enters daily hours or earnings for an earning code configured to be included in the statutory holiday pay calculation for an eligible employee, and associates those hours or earnings to a date that falls within the statutory holiday pay calculation range on an Extra run, Powerpay includes the applicable daily hours or earnings in the statutory holiday pay calculation.

This includes hours or earnings entered on the Regular Timesheet, Manual, and Reversal pages.

1. Go to the My Timesheet page. From the Time menu, select My Timesheet. or click the Timesheet icon on the homepage.

2. Select the appropriate date range.

3. Enter your daily hours as usual.

4. Select the time entry to insert a comment.

5. Click the Comment icon.

6. Enter your comments then click Add.

   Important: Do not include personally identifiable information (PII) with your remarks.

7. Click Save to save your comment and time entry.

Employees can edit or remove comments entered for daily hours worked prior to submitting their hours for approval.

1. Go to the My Timesheet page. From the Time menu, select My Timesheet. or click the Timesheet icon on the homepage.

2. Select the appropriate date range.

3. Select the daily hours with a comment entered.

4. Click the Comment icon.

   Note: The icon displays filled when a time entry includes comments.

5. Revise your comments then either click Add or Remove.

   Important: Do not include personally identifiable information (PII) with your remarks.

6. Click Save to save your comment and time entry.

For payrolls using the Start & End Times (9:00 AM – 5:00 PM) format for recording daily hours worked, Powerpay includes logic to calculate the correct number of hours worked when an employee shift extends from one day to the next and Daylight Savings Time either commences or ends.

Powerpay displays a message when hours are entered on the date the time change occurs.

Fall Back

Daylight Savings Time ends in this pay period on <date>. One hour will be added to correct for the time change (if applicable hours are entered on that date). This adjustment does not apply in regions that do not observe Daylight Savings Time.

Spring Ahead

Daylight Savings Time starts in the pay period on <date>. One hour will be subtracted to correct for the time change (if applicable hours are entered on that date). This adjustment does not apply in regions that do not observe Daylight Savings Time.