The Pre-payroll Audit is a very useful report to print and review prior to running payroll. The report checks for possible mistakes that could affect an employees wages. It lists out any overlapping times, all the wages rates for a job, and the top ten longest shifts (consecutive hours worked). The purpose of this information is to enable the payroll person to check for overlapping times (more that one shift during the same time period) unusual rates of pay for a job, and unusually long shifts, to verify that they are correct.
Overlapping times could be caused by creating a time sheet for a specific crew on more that one tablet and having an employee clock in and/or out on both tablets. When using multiple tablets, the employee must always clock in and out on the same tablet. Time Portal will not allow two time sheets for the same crew on a the same tablet, but the Time Portal software will allow two time sheets for the same crew. If overlapping shifts appear on the Pre-payroll Audit, they can be corrected before payroll is run.
Unusual rates of pay for a job usually occur due to human error. For example, when manually entering or editing an employees time on a time sheet, the user could accidentally enter the wrong pay rate which would be caught on the Pre-payroll Audit.
A very long shift could also be the result of human error. When entering or editing an employees clock in and out times the wrong time could be entered causing an unusually long shift. By running the Pre-payroll Audit the top ten longest shifts are displayed and the unusual ones can be checked and corrected.
To print the Pre-Payroll Audit report, click the Reports drop-down menu at the top of the screen. Then click Pre-Payroll Audit.
The Pre-payroll Audit affords you multiple options for generating the report. It can be printed by Start and End Date (usually the pay period dates), Crew, Query Type (select how the crew information will be looked up, by Time Sheet, Assigned, or Employee), Employees, Jobs, Location and Crop/Variety, Time Sheet Status (Uploaded, Approved, Complete), Wage Rule (If wage rules are used, you must select which wage rule to run the report for), Except for Wage Rule, if nothing is selected, the report will include all data (i.e. all crews, all employees, all jobs etc.). This report displays in a PDF format. Make the desired selections and click Get Report.
The Pre-payroll Audit is a one page report that displays in a PDF format. At the top, the header contains the selections the report was printed by (1). Next it displays the Total Payroll and the types of pay that makeup the payroll amount. Total Makeup, Total Hourly Pay, and Total Piece Pay (2) The remaining information is displayed in tables. The Overlapping Times table (3) lists the time sheets with overlapping times, the employees number, and the in and out times. The Pay Rates by Job table (4) lists the pay rates and piece rates for each job. The Top Ten Durations table (5) lists the employee number, the time sheet and the top ten longest shifts.