Note: Below are the steps to complete the batch options screen for a new batch of pay period entries or employee absences.
Enter a unique description for the new batch in the Batch Description field. The description can be alphanumeric and up to 50 characters long. Leave the field blank to use a default description assigned by the system.
Note: If a unique description is not entered, the system will add a dash and four numbers starting with 0001 at the end (for example, Batch Description-0001) to make it distinctive.
Enter the 4-digit year of the ending fiscal year date for the wages to use when making the entries in the Fiscal Year End field. Leave the field blank to default to the Current Fiscal Year End as specified in the Payroll System File.
Enter the date to use as the default start date for the entries within the batch in the Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: If the date entered in this field is more than 60 days different from the current date, or more than 60 days before the End Date, a warning icon will appear to the right of the field; verify the date entered is correct.
Enter the date to use as the default end date for the entries within the batch in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: If the date entered in this field is more than 60 days different from the current date, or more than 60 days after the Start Date, a warning icon will appear to the right of the field; verify the date entered is correct.
If applicable, select the Recurring Entries field to retain the batch of entries after the batch is posted (updated with a Payroll check cycle). A checkmark will appear in the box if the field is selected. For example, select the field if the batch (entries) needs to be processed on a regular basis, such as each month or pay period.
Note: The Recurring Entries field is disabled if the Expense Payroll field is selected, as only one of the two fields can be selected.
If applicable, select the Expense Payroll field if the batch will be included in a payroll calculation batch with Expense Payroll specified as the type at the end of the fiscal year. If the field is selected, when making entries in the batch, only pay codes which are set up on the Wages screen in the Employee File for the employees can be used (to avoid receiving an error message when calculating the payroll) and the Date Sequence field is disabled (if it displays and is not hidden) as it is not applicable. Also, if the field is selected, the batch will be retained so that once the payroll calculation batch is updated, the entries will remain out there so they can be paid in July. A checkmark will appear in the box if the field is selected.
Note: The Expense Payroll field is disabled if the Recurring Entries field is selected, as only one of the two fields can be selected.
Click the Save button.