Revising Payroll Data for Closed Periods

Modified on Fri, 15 Mar 2024 at 03:21 AM

Reflecting Payroll Payments made to Employees after Period Close
You might need to do this under 2 scenarios:

You will make the payment as part of the employee's upcoming payroll check.
- This could include adding the payment to the default check for the period.
- Alternatively, you could make an off-cycle payroll check.
You have already made the payment to the employee through the payroll system and need to update FCX to match.

For scenario 1, we recommend adding the relevant hours or non-wage items to the last TC of the current period, using “Locked Wage Type” to force the hours to be regular or OT, etc. If you do this often, we can create a special “Retro” Cost Type you can use to make it more clear in reporting what this cost is for.

For scenario 2, there are several ways to add hours (or non-wage items) to a Closed Period in FCX:

IF the period is not yet Marked Paid, you can use the Payroll Closure Process Jobs to reopen and Revise the period. Make sure to confirm sync when prompted so that the Period will not re-sync after you close it again.
IF the period is already Marked Paid, you can do one of the following:
- Tell us to which TC(s) the hours/items should be added, how much and desired allocations, and we can make this change for you. (We don't mind doing this here and there).
- Directly edit the Financial Distribution record(s) for the relevant costs, overriding the source TC(s). This will affect P&L and budgets, but won't change Cost Rate calculations.
  1. NOTE: For this option, it is recommended you wait until the Payroll Period has been Marked Paid and Cost data has been synced back to FCX!

How to Direct-Edit Fin. Distributions to Reflect Costs Added in Payroll System after Period Closure in FCX

Your approach here depends on the following:

IF you added the costs to a Payroll Check that was created in FCX, you will edit the existing Fin. Dists. created in FCX for that Period.
- We do this because even though FCX doesn't have the hours/items that you put in the Payroll system, it does have the Cost-Actuals per Payroll Item, so the costs do exist in FCX, they may just be allocated incorrectly.
IF you added the costs to a NEW Payroll Check that was NOT created in FCX, you can't use the same approach.
- We have to use a different approach because FCX knows neither the hours/items nor the cost-actuals, so you need to either add new rows and costs to existing Fin. Dists. or create an AdHoc Revenue and Expenses record and manually fill-it out.

Editing Fin. Distributions to Reallocate Payroll Costs FCX Received Back from Payroll System

Here we take the following steps:

Go to the TK → Reports sub-dashboard and switch to “Payroll Periods” view.
Double-Click the row for the relevant Payroll Period.
- You may need to adjust your filters to show Periods in Paid stage.
In the Payroll Report detail, switch to the Cost Rates view (not all users have access to this view).
Filter to locate the cost.
IF the cost is for a Payroll Item for which the employee has some existing costs in this period, you may not need to take any action.
- FCX will use a higher per-hour rate for the period to account for the missing hours.
IF the cost is for a Payroll Item for which the employee does not have any existing costs in this period, determine if the employee has some hrs in the period or none:
- IF the employee has some approved hrs in the period:
  1. Pick a TC with approved hours and open it
  2. Open the TC's Financial Distribution
  3. Add the hours and $ and allocate appropriately
- IF the employee does not have approved hrs in the period, create an AdHoc Revenue and Expenses record and manually fill-it out.
  1. See this article for more info on entering payroll costs via AdHoc Revenue and Expenses: Use Ad Hoc Expense Card for Payroll Costs that Cannot be Synced.

Editing Fin. Dists. to Add Payroll Costs FCX did NOT Receive Back from Payroll System