9.5 - New Feature - Bulk Payroll

Content

Introduction
How to Access Bulk Payroll Settings?
What can be Customised in Bulk Payroll Settings?
How to Bulk Process Shifts in Finance?
What are the Steps for Bulk Auto Process Shifts?
How to Download Bulk Payroll Detailed Report?
How to Configure the Email Template in Finance?
How to View Bulk Payroll Logs?
How to View Payroll History and Invoice History for Bulk Payroll?

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Introduction

The Bulk Payroll feature automates the bulk processing of member shifts for payroll. This feature enhances the performance of the payroll process, minimises workload, and ensures accurate and timely payment to members. 

The key features of Bulk Payroll are listed below:

• Custom configure your Bulk Payroll settings to automate the shift filtering criteria. Shifts can be filtered by statuses of 'Shift Booked', 'Timesheet Submitted', and 'Client Approved Submissions' for Bulk Payroll processing. By default, shifts with the status of 'Client Approved Submissions' will be selected for processing
• Status definitions: 'Shift Booked' considers agency booked shifts for non-timesheet submissions, 'Timesheet Submitted' considers member submitted shifts that are pending for client review, and 'Client Approved Submissions' considers client approved shifts or disputed shifts but the member agreed to the client dispute
• Exclude Shifts for Bulk Payroll processing with specific Member Status, Member Priority, Service Location or Shift has Finance Notes criteria
• Restrict access to the Bulk Payroll feature in the Finance application for specific users
• Generate a summary of successfully processed shifts after Bulk Payroll processing is completed. This summary can also be automatically configured to receive the email notification along with an attached report for the specified Email IDs 
• The comprehensive Bulk Payroll report shows the details of Successfully Processed Members and Unsuccessful Members. Unsuccessful Members' report includes the shifts with errors along with the reasons for the errors
• Access and download Bulk Payroll Logs effortlessly to filter log files by the month for convenient business use

How to Access Bulk Payroll Settings?

To access Bulk Payroll settings:

• Click the Application Settings from the user login as shown in the figure below

• Click Bulk Payroll Settings and turn on the Activate Bulk Payroll setting to customise the feature to your requirements

What can be Customised in Bulk Payroll settings?

The Bulk Payroll Settings are designed to automate the shift filtering criteria for processing pay runs. By activating Bulk Payroll, the Bulk Auto Process Shifts feature in the Finance application will be enabled for shift confirmation in the Confirm Shift screen for members.

Bulk Payroll processing is initiated based on your selection of these Shift Status options:  Shift Booked, Timesheet Submitted, and Client Approved Submissions. You can exclude shifts from Bulk Payroll using Member Status, Member Priority, or Service Location criteria and additionally. Select users can also be restricted from using Bulk Payroll.

To configure the Bulk Payroll settings:

• Turn ON the Activate Bulk Payroll settings
• Review and select your required settings options
• Click Save and the settings will be successfully updated and reflected for your next use

Field Name	Description
Activate Bulk Payroll	When the Bulk Payroll setting is turned ON, the Bulk Auto Process Shifts button will be visible in the Confirm Shifts screen of the Finance application for Bulk Payroll processing of the shifts. By default, the shifts with the Shift Status of Client Approved Submissions are automatically selected for Bulk Payroll. Customising the Bulk Payroll Settings will adjust the Bulk Payroll processing in the Finance application. Options are available to Include Shifts with Status of Shift Booked, Timesheet Submitted, and Client Approved Submissions or to Exclude Shifts for Bulk Payroll Run by selecting Member Status, Member Priority, Service Location or Shift has Finance Notes for Bulk Payroll processing.
Select user(s) to restrict from the Bulk Payroll Processing	Select the user(s) from the available list to be restricted from accessing the Bulk Auto Process Shifts feature in the Finance application.
Notify Specific Users of Payroll Run Outcomes	Provide the Email IDs of users who will receive the email notifications when Bulk Payroll processing is completed. To provide multiple Email IDs, enter each Email ID and click the Enter key in between.
Include Shift with Status	For Bulk Payroll processing, you can include shifts with status as Shift Booked, Timesheet Submitted, and Client Approved Submissions.
Shift Booked	This option considers agency booked shifts (with a complete award including shift protocol) for non-timesheet submissions.
Timesheet Submitted	This option considers member submitted shifts that are pending client review. On selecting the Timesheet Submitted checkbox, three sub-options as explained below are activated for selection, and by default Use original booked shift as final payroll shift details option is selected.
Use original booked shift as final payroll shift details	This option considers the original booked shift details (with a complete award including shift protocol) as the final details when the shift confirmation is through bulk payroll processing.
Use member submitted shift as final payroll shift details	This option considers the timesheet submitted shift details as final details when shift confirmation is through bulk payroll processing and applies only to the shift type as per award protocol (no break mins) along with other award tabs.
Use member submitted shift as final payroll shift details, if the original and timesheet submitted shift start or shift end time difference is within (hh:mm)	This option considers the timesheet submitted shift details as final details while shift confirmation if the start time/end time of the shift is within the time specified and applies only to the shift type as per award protocol (no break mins) along with other award tabs. Otherwise, the shift is restricted for bulk payroll processing.  For example: If the time difference provided in hh:mm is '00:10' (i.e. 10 minutes) that indicates the member submitted shift will be considered for the final payroll shift details if the original and timesheet submitted shift start or end time difference are within 10 minutes limit. If the time difference exceeds the specified time limit, the original booked shifts will be restricted for the Bulk Payroll processing. Note that '00:00' in hh:mm default value indicates that no time difference is allowed for the shift start or end time as per the original booking.
Exclude the timesheet submitted shifts for Bulk Payroll Run having member discrepancy notes	This option restricts timesheet submitted (no client action) with member discrepancy notes from bulk payroll processing. By default, the setting is turned off.
Client Approved Submissions	This option considers client approved shifts or disputed shifts but the member agreed to the client dispute and applies only to the shift type as per award protocol (no break mins) along with other award tabs When the Activate Bulk Payroll setting is turned ON, the Client Approved Submissions checkbox is selected by default.
Exclude Shifts for Bulk Payroll Run	You can select available Member Status, Member Priority, Service Location or Shift has Finance Notes to exclude the shifts for Bulk Payroll processing.
Member Status is	Choose the desired Member Status from the list that should be excluded from the Bulk Payroll processing. For example, select Member Status as Active, Inactive, Terminated, or Suspended to exclude from Bulk Payroll processing.
Member Priority	Choose the desired Member Priority(ies) from the list that should be excluded from the Bulk Payroll processing.
Service Location	Choose the desired Service Location(s) from the list that should be excluded from the Bulk Payroll processing.  If a Service Location is chosen for a member who has worked at multiple Service Locations, then none of the member's shifts will be included in the Bulk Payroll processing. Note that this is applicable in cases when the shift grouping in the Screen Options is selected as All Shifts Per Member or Member Shifts Per Award (as shown in the figure below).
Shift has finance notes	If the setting is turned ON, shifts with finance notes will be restricted from bulk payroll processing.

How to Bulk Process Shifts in Finance?

On activating the Bulk Payroll settings, click Confirm Shifts and the Shift Processing Filter Screen opens as shown in the figure below:

• Select Period (From Date and To Date) and click Process Booked Shifts and the Confirm Shifts/ Timesheets Verification screen opens

In the Confirm Shifts/Timesheets Verification screen:

1. The Bulk Auto Process Shifts button is visible to initiate the Bulk Payroll processing of the selected members
2. The Bulk Auto Payroll Settings icon is visible to view the existing Bulk Payroll Settings in the Staff Portal
3. The checkboxes to select the members for Bulk Payroll processing. You can either select the header checkbox to choose all members or select the checkboxes for specific members

What are the Steps for Bulk Auto Process Shifts?

The steps required to execute the Bulk Payroll processing:

1. Select the header checkbox to choose all members or select the checkboxes for specific members. Note that if you click the Bulk Auto Process Shifts without selecting any members, a validation message appears 'Select the members for Bulk Shifts Processing'
2. Click the Bulk Auto Process Shifts button to initiate the Bulk Payroll shift processing.  It is important to note that the bulk processing of shifts is member based. If an error occurs in a shift within a member group, all the shifts in that particular member group will not be bulk processed
3. While bulk processing the shifts, all the processes will be automatically initiated such as shift protocol application, award processing, splitting, and default allowance processes are also initiated per member group
4. The Process Member(s) progress bar as shown in the figure below provides the progress of the initiated Bulk Payroll process for all the selected members

5. Upon completion of the bulk processing, a success pop-up appears and shows:

• The Total Members selected for Bulk auto processing and Total Shifts selected for the Bulk Payroll in the Confirm Shifts screen
• The Bulk Auto Shifts Processing Status with the number of Successfully Processed Members and Unsuccessful Members
• The Unsuccessful Members include the shifts with errors or are not as per Bulk Payroll Settings. Download the detailed report in the Excel sheet to check the reason for the errors
• The Summary of Successfully Processed Shifts shows the number of successfully processed Shifts, Total Worked Hours, Total Shifts Amount, Total Allowance, and Total Amount.  The Estimated Pay and Estimated Invoice shows the estimated shift amounts confirmed successfully with the Difference in the amount (if any) between Estimated Pay and Estimated Invoice
• Download the Detailed Report button to view Successful Processed Members' and Unsuccessful Members' details

• An email notification is sent to the specified Email Ids provided in the Bulk Payroll Settings

Sample Email Notification 

The email notification is sent to the subscribed user(s) as shown in the figure below. It contains comprehensive details regarding the bulk auto shifts processing status along with the attached Bulk Payroll Detailed Report.

How to Download Bulk Payroll Detailed Report?

To download the detailed report:

• Click Download the Detailed Report as shown in the figure below. Choose the location to save the report and the Excel file will be saved in the following format: BSP_yyyymmddhhmmss_Branch code (e.g.  BSP_20240304144026_6) 

• The downloaded Excel report shows the details of Shifts Successful Processed and Shifts with Errors, each presented in separate sheets
• The Shifts Successfully Processed sheet provides comprehensive details of all shifts that were processed successfully. These shifts are confirmed with splitting/awards and are moved to the Submit Docket stage for Payroll and Invoice processing

• The Shifts with Errors sheet provides comprehensive details of all shifts that experienced errors during processing, including the reasons for the errors. These shifts were unsuccessful and will continue to be in the Confirm Shift stage

How to Configure the Email Template in Finance?

You can customize the Email Template for Bulk Auto Process Shifts that will be shared with the users after the completion of the Bulk Payroll.

In the Finance application, the Bulk Auto Process Shifts template is defined in Invoice → Email Invoices → Set Email Protocols as shown in the figure below. You can update the Email Protocols by providing the updated Subject Title, Body, and Signature. Finally, click the Update button to save the Email protocol changes successfully.

This updated Email Protocol will be shared with the subscribed users after the completion of Bulk Payroll with the attached Bulk Payroll Excel report.

How to View Bulk Payroll Logs?

The Bulk Payroll Log allows your business to view the log files that are primarily filtered by month of the year. You can filter the logs by selecting Month, Period to Date, and Processed By.

To view the Bulk Payroll Logs:

• Click the Bulk Payroll Logs link in the Shift Processing Filter screen as shown in the figure below     

• The Bulk Payroll Logs pop-up window will open with the selected month:

1. The selected Month shows the Period From Date, Period To Date, Successful Processed Members|Shifts, Unsuccessfully Processed Members|Shifts, Processed By, Processed On, and File link. You have the option to choose any other month from the drop-down menu to view the logs. The months available for selection are based on the Bulk Payroll activities performed
2. The Period to Date can be selected as per the selected month and based on the selected period(s), the data is displayed in the grid view. You have the option to select all the available Period to Date by clicking the 'Select All' checkbox
3. The Processed By can be selected as per the selected month and the data is displayed in the grid view. You have the option to select all available Processed By names by clicking the 'Select All' checkbox
4. On selecting the Month, Period to Date, and Processed By, click the Get Details button to fetch the data as per the filter criteria. Note that on selecting the Month, the data is fetched automatically
5. Click the Export to Excel icon to save the log file

• On clicking the Export to Excel, all the logs will be exported into a single Excel file. The successfully processed shifts will be downloaded

How to View Payroll History and Invoice History for Bulk Payroll?

When the shifts are processed through Bulk Payroll, you can access and review the Payroll History and Invoice History for the processed shifts.

To View Payroll History:

• Click Payroll → View Payroll History
• In the View Payroll History, the Shift Verification Notes are visible for the Bulk Payroll processed shifts as shown in the figure below

To View Invoice History:

• Click Invoice → View Invoice History
• In the View Invoice History, the Shift Verification Notes are visible for the Bulk Payroll processed shifts as shown in the figure below

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Related Articles:

• 9.5 - Leave Management
• 9.5 - Mobile App - Shift Tolerance
• 9.5 - Mobile App - Sleepover/ Other Details
• 9.5 - Mobile App - Shift Allowance
• 9.5 - Enhancements - Staff Portal
• 9.5 - Enhancement - Applicant Portal
• 9.5 - Enhancements - Finance Portal
• 9.5 - Enhancement - How to Create and Update an Addition/Deduction?

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