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Payroll Guide (WebABA Enterprise)

Liz K
  • Updated

Welcome to the WebABA Enterprise Payroll Guide! 

This article should give you a good sense of structure and workflow when doing payroll in your system. Let's dive right in! 

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Report Column Options Run Report

 

Jump to Section: [Step 1–Staff Appointment Check Flex Report] [Step 2–Appointments Admin Flex Report (service appointments)] [Step 3–Appointments Admin Flex Report (non-service appointments)] [Step 4–Staff Schedule Locked Dates Flex Report] [Step 5–Global Staff Schedule Lock Flex Report] [Step 6–Payroll Flex Report]

 

Before running the Payroll report, we recommend first running the below flex reports to validate the data. Utilizing the following reports will help identify any discrepancies, i.e. non-rendered service appointments or mismatched pay codes, which may affect the integrity of the payroll.

 

Step 1 – Staff Appointment Check Flex Report

In this report, we will look for appointments with validation warnings, appointments with expired pay codes, and un-rendered appointments.

  1. Under Flexible Reporting select the report named ‘Staff Appointment Check’, under the Staff category.
  2. Enter the designated pay period with the parameters as seen below:


  3. Click Column Options to select columns to display on the report. Such as employee name, error type, and subject.
  4. Click Run to run the report
  5. If you receive the following message: ‘The report succeeded but has no data’. This means the system did not detect any appointments with a validation error, expired pay codes, or un-rendered appointments. You may continue to the next step.
  6. Review results. The “Error Type” display column will display the type of error: Validation Type: Warning, Expired Pay code, and Appointment NOT Rendered. For easier viewing, you may group the report by the ‘Error Type’ column.


    • Validation Type: Warning – appointment has a validation error that needs your attention. This can be because the staff does not meet the credential requirements, the service time exceeds the authorized time, the client is not enrolled with Funding Source, etc.
      Open the staff schedule, check the validation description, and proceed with the appropriate steps to clear the validation.

      NOTE: Appointments with validation warnings cannot be rendered until the validation is cleared.

    • Expired Pay Code – appointment is connected to a pay code that has expired. This can be due to recent pay code updates on staff records. Open the staff schedule, review the pay code connected to the appointment, and update the pay code to the correct one.
    • Appointment NOT Rendered – appointment has not been rendered. Proceed with the internal process on how to follow up with staff to get appointments updated.

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Step 2 – Appointments Admin Flex Report (service appointments)

In this report, we will look for service appointments with mismatched pay codes, verify mileage, and un-rendered appointments.

  1. Under Flexible Reporting select the report named ‘Appointments Admin’, under the Admin category.
  2. Enter the designated pay period with the parameters as seen below:


  3. Click Column Options to select columns to display on the report. Such as employee name, client name, appt date, subject line, pay code name, service name, is rendered, and travel mileage.
  4. Click Run to run the report
  5. Review results and check for the following:
    • Check all pay codes against services to confirm that the correct pay codes were selected.
      • For easier viewing, you may group the report by ‘Pay Code Name’ column.
      • Compare the pay code name to the ‘service name’ and ‘subject line’ column for accuracy.
      • Make sure that all appointments have the correct pay code.
      • If any discrepancies were found, open the staff schedule, and update the pay code to the correct one.


    • Check the travel mileage field for accuracy.
      • For easier viewing, you may sort the report by the ‘Travel Mileage’ column.
      • If you pay for mileage and mileage is being entered at the service appointments, review the travel mileage column.
      • Open staff schedule if any updates are needed.
    • Check that all service appointments that were completed have been rendered.
      • For easier viewing, you may group the report by the ‘Is Rendered’ column.
      • If there are non-rendered appointments, you will see an ‘Is Rendered: No’ group.
      • Review these appointments for accuracy. Proceed with the internal process on how to follow up with staff to get appointments updated.


    • Check for any other criteria needed for payroll such as missing signatures (can use Guardian Signature and/or Staff Signature columns), missing notes (can use Result Note column), etc.

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Step 3 – Appointments Admin Flex Report (non-service appointments)

In this report, we will look for non-service appointments with mismatched pay codes, verify mileage, and verify the subject line.

  1. Under Flexible Reporting select the report named ‘Appointments Admin’, under the Admin category.
  2. Enter the designated pay period with the parameters as seen below:


  3. Click Column Options to select columns to display on the report. Such as employee name, appt date, subject line, pay code name, and travel mileage.
  4. Click Run to run the report
  5. Review results and check for the following:
    • Check all pay codes against the subject line to confirm that the correct pay codes were selected.
      • For easier viewing, you may group the report by the ‘Pay Code Name’ column, then sort by ‘Subject Line’.
      • Compare the pay code name to the ‘Subject Line’ column for accuracy.
      • Make sure that all appointments have the correct pay code.
      • If any discrepancies were found, open the staff schedule, and update the pay code to the correct one.


    • Check the travel mileage field for accuracy.
      • For easier viewing, you may sort the report by the ‘Travel Mileage’ column.
      • If you pay for mileage and mileage is being entered on the non-service appointments (such as drive time appointments), review the travel mileage column.
      • Open staff schedule if any updates are needed.
    • Check the subject line to ensure it’s a valid non-service appointment.
      • For easier viewing, you may sort the report by the ‘Subject Line’ column.
      • Review the subject line for accuracy as this is a free text field for non-service appointments. Example: if a subject line is blank or states Dr. Appt, review and update if needed.
      • Open staff schedule if any updates are needed.

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Step 4 – Staff Schedule Locked Dates Flex Report

In this report, verify that all employees have locked their schedules. Once we have verified the data, we must ensure that no more changes are made to preserve the integrity of our payroll. To do so we must make sure that every schedule is locked through the end of the pay period.

  1. Under Flexible Reporting select the report named ‘Staff Schedule Locked Dates’, under the Staff category.
  2. Enter the designated pay period with the parameters as seen below:


  3. Click Column Options to select columns to display on the report. Such as employee name, labor submitted, and payroll submitted.
  4. Click Run to run the report.
  5. Review results:
    • Make sure that each staff member’s schedule has been locked through the end of the payroll period. If you must lock it for them, go to the employee schedule and change their ‘Schedule locked thru…’ date to the pay period end date.
    • You can also do a Global Staff Lock and lock all staff schedules at once. Please see Step 5.

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Step 5 – Global Staff Schedule Lock Flex Report

In this report, you can globally lock all staff schedules at once. This step helps to ensure that no more changes are made to the schedule to preserve the integrity of our payroll. You can also globally lock schedules at the Supervisor level (Global Supervisor Schedule Lock) and Clerical level (Global Clerical Schedule Lock). It is recommended to lock at the Clerical level so that only the Top Administrators have the ability to change/update locked appointments.

  1. Under Flexible Reporting select the report named ‘Global Staff Schedule Lock’, under the Admin category.
  2. Enter the designated pay period end date with the parameters as seen below:


  3. Click Column Options to select columns to display on the report. Such as employee name, new lock date, and old lock date. 
  4. Click Run to run the report.

    IMPORTANT: By clicking RUN, this will perform the action of globally locking ALL staff schedules.

  5. Review results:
    • The results are a confirmation the system globally locked all staff schedules. Review the new lock date and old lock date.

      NOTE: The “ROLLBACK SCHEDULE LOCKS” value option for the ‘Action’ parameter can be used in the event schedules are accidentally globally locked on a future/incorrect date. This action will roll back the schedule lock date to the date specified.

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Step 6 – Payroll Flex Report

Now we are ready to run Payroll.

  1. Under Flexible Reporting select the report named ‘Payroll’, under the Payroll category.
  2. Enter the designated pay period with the desired parameters. Example: 


    • Staff Status
      • Select which staff status to run payroll
    • Ignore Non-Rendered Appts
      • Yes, to ignore non-rendered appointments (it will get excluded from the payroll calculations).
      • No, to include non-rendered appointments.
    • Staff Labor Type
      • Select which staff labor type to run payroll
    • Staff OT Exempt Status
      • Select which OT exempt status to run payroll
    • OT Treatment (how to treat OT)
      • Normal - will be based on staff record set up (OT Exempt checkbox under general tab).
      • All Exempt – will treat all staff as exempt
      • Non-Exempt – will treat all staff as non-exempt
    • Output Total
      • Both – will display Gross and Paycode totals
      • Gross Totals
      • Paycode Totals
    • Include Mileage
      • Select Yes or No
    • Locked Appt Only
      • Yes – will exclude staff that did not lock their schedule
      • No – will include all staff regardless of if they locked their schedule or not

  3. Click Column Options to select columns to display on the report. Such as employee name, rt hours, rt rate, rt pay, ot1 rate, ot2 hours, ot2 pay, mileage miles, mi. rate, mi. pay, total hrs, total pay.
  4. Click Run to run the report.
  5. To export the report to excel, click on Export to Excel.
  6. Review results:
    • The report will display the total hours worked for each pay code. This includes hours, rate, pay for each pay code, and mileage calculation.

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