Note: Below are the steps to complete the batch options screen for a new batch of time cards.
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.
If desired, enter the date for the last day of the work week to use as the default for the entries within the batch in the Week Ending Date to Display field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. If the field is completed, when making entries within the batch, the entries from other batches with the same week ending dates (if applicable) will appear. Leave the field blank to enter a week ending date for each entry within the batch (no default week ending date will be used and entries from other batches will not display).
Note: For accurate results when calculating overtime after forty hours for the entire week, always use the same day of the week as the week ending date for all batches (for example, always use a Saturday). If the week ending date is always the same, the system will then track the hours that may occur during two different pay periods (for example, if one pay period ends on Wednesday and the next begins on Thursday) to calculate overtime after the forty hours for the entire week, if applicable.
If applicable, select the Prorate Overtime field to calculate the overtime proportionately to the hours worked at the various pay codes if entering times worked for an employee with two or more pay codes. For example, if an employee had 30 hours at pay code 001 and 10 hours at pay code 002 and also had 10 hours of overtime, select the Prorate Overtime field to calculate 7.5 hours of overtime against the overtime pay code tied to the 001 pay code and 2.5 hours against the overtime pay code tied to the 002 pay code. A checkmark will appear in the box if the field is selected.
Note: If the Prorate Overtime field is selected for a batch already containing time card entries, the existing entries will be updated to have the overtime prorated.
Click the Save button.