TABLE OF CONTENTS

• Introduction
• Check Employee Time Keeping Configuration Record in Desktop
  • Check Additional Classifier on Employee TK Config
    • Purpose of Additional Classifier
    • How to Fix Missing or Incorrect Additional Classifier
  • Check Effective Date on Employee TK Config
    • Cause of Wrong Effective Date on Employee TKConfig
    • Fix Effective Date for Employee TKConfig
• Check TK Cost Type Configurations
  • A Note on Access for TK Cost Types
  • How TK Cost Types Map to Payroll Items
  • How to Find & Fix Problems in TK Cost Type Configurations
• Ensure Payroll Item Changes are Accounted-For in Payroll Period Cost Types Table
  • Purpose of Payroll Period Cost Types Table
  • Add Missing Payroll Item Mapping to Payroll Period Cost Types Table

Introduction

Sometimes when closing a Payroll Period you may encounter a problem where the system could not determine a Payroll Item (Pay Code / Earning Code / External Code / Etc.) for some hours.

When there are missing Payroll Items you will see counts in the "Missing Payroll Item" column of the Status tab of the Payroll Report dashboard and Payroll Audit Results in the list accessible from the Payroll Period card in FCX Desktop.

There might be several things to do to resolve a missing Payroll Item. This guide is intended to help you find and fix problems.

Check Employee Time Keeping Configuration Record in Desktop

Open TKConfig Card for Employee Missing Payroll Item

Usually the first thing to check is the TKConfig for any employees for who you see missing Payroll Items in the report/Audit Results.

To get there:

• Access the Employees dashboard in FCX Desktop
• Find and click the name of a relevant employee
• At the bottom of the Employee card, click "Open TK Configuration"

There are several things to check on the Employee TKConfig card:

• Check Additional Classifier on Employee TK Config
• Check Effective Date for Employee TK Config

Check Additional Classifier on Employee TK Config

Purpose of Additional Classifier

Most companies need to map the hours for different types of employees to different Payroll Items. For example: Hourly vs Salary employees. One way to do this is to use an "Additional Classifier."

The Additional Classifier is a simple text string entered into a field on the employee's TK Config card which is likewise entered into a table elsewhere that maps it to certain Payroll Items for regular hours, overtime, etc.

The Additional Classifier entered on the employee's TK Config must match the one used in Payroll Item mapping exactly. It is case-sensitive and must be spelled and formatted the same.

If an Employee is set-up in FCX with a missing Additional Classifier, or one which does not match configuration, it can result in a missing Payroll Item.

How to Fix Missing or Incorrect Additional Classifier

You might be tempted to just directly edit the employee's TK Config card, but this is not a complete solution. The reason is this: The employee's TK Config will be updated when a new Employee Category is assigned to them because the Employee Category includes a TK Config template. Usually, if an Additional Classifier is missing on the employee's TK Config, it is also missing from the Employee Category's TK Config Template. It is better to fix the Employee Category TK Config Template now, to prevent this problem from happening again.

The recommended process is this:

• On the Employee Card, place your cursor into the Employee Category field
• Press Ctrl+F4 on your keyboard (on some keyboards, you must press Ctrl+Fn+F4) to open the Employee Category card
• On the Employee Category card, on the ribbon Home tab, in the TK Config group, click "Open Config"
• Fix the Additional Classifier (if you do not know what the correct Additional Classifier should be, reach out to FCX Support or your FCX Implementation Manager)
• Save and close the Employee Category TK Config card
• Right next to the "Open Config" button you clicked a moment ago, click the "Apply for All Employees" button and confirm
• Now the fix has been applied to every Employee under this Employee Category, BUT, you must now fix the Effective Dates for affective Employee TK Configs!
• To fix the Employee TK Config Effective Dates:
• From the Employee Category card, on the ribbon More tab, click "Bound Records" and choose "Employees" from the drop-down menu
• A list opens of every Employee under this Employee Category
• Go into every Employee card in this list and check / fix the Effective Date on their TK Configs as described later in this Article

Check Effective Date on Employee TK Config

One of the most common causes of a missing Payroll Item is for the Period to include a Time Card which predates the effective date on the Employee's TKConfig.

Cause of Wrong Effective Date on Employee TKConfig

Usually, the cause is this:

• Newly hired employee begins working before their onboarding is complete in both the Payroll System and in Fieldclix
• The new employee is not able to log their first day hours in FCX in the normal way because they have not been fully set-up yet
• The employee's onboarding and set-up in FCX is completed after their first day
• When the employee is set-up in FCX, the HR manager applies an Employee Category to the employee's card which sets the TK Config per the Category. But the effective date on the TK Config is marked as the day the change was made. Now the effective date on the TKConfig card pre-dates the first day the employee worked.
• Later, a TC is added for the employee's first day hours
• The system looks at the employee's TK Config for an "Additional Classifier" (usually "Hourly" or "Salary") to tell it which Payroll Items to use for the employee's hours
• For their first day, the system finds a TK Config card with an empty Additional Classifier because the TK Config is assumed empty prior to its first effective date
• Without the Additional Classifier, the system cannot determine Payroll Items and the employee's hours end up with a missing Payroll Item in your reports and Audit Results

Fix Effective Date for Employee TKConfig

It is easy to fix this:

• On the employee TK Config card, click the blue hyperlink "Change" next to the Start Date field
• Select a date on or before their first TC for which this TK Config should apply
• On the ribbon home tab, in the Actions group, click "Recalculate Payroll Data"
• The Payroll Item should no longer show up as missing on the Status tab of the Payroll Report. The Audit Result will also disappear after next Period recalculation.

Check TK Cost Type Configurations

A Note on Access for TK Cost Types

Generally, only FCX Administrator users can access TK Cost Types.

If you suspect a TK Cost Type Configuration is causing Missing Payroll Items but you do not have access to the TK Cost Types reference, reach out to FCX Support or your FCX Implementation Manager.

Users with the requisite access can open the TK Cost Types reference in this way:

• In FCX Desktop, open Quick Launch and search for and open "Reference Types"
• In the table that opens, you can turn-on the Quick Filter, but note that it will only work for the "Name" column
• Search the Name column for "Cost"
• Select and open "TKCostTypes"

How TK Cost Types Map to Payroll Items

TK Cost Types are encountered by users as the "Colors" on Time Card timelines in Time Card Review. They include things like "Drive," "On-Site," "Office-Warehouse," as well as "Vacation," "Sick," Etc.

TK Cost Type cards each contain a table where we designate which Payroll Items to which the TK Cost Type should map. So, for instance, an Office-Warehouse Cost Type might map to "Hourly Regular" for regular hours and "Salary" for salary hours, and a "Vacation" Cost Type might map to a "Vacation" Payroll Item.

In the Cost Type table, each row creates a mapping which requires at least 3 attributes, but can use up to 5. The attributes which determine Cost Type mapping are:

• Wage Type (Regular, Overtime or Double Time) - Required
• PW (Prevailing Wage: Yes or No) - Required
• Employee Classifier (Additional Classifier as discussed earlier in this Article) - Optional
• Payroll Item (Can only select Payroll Items with "Wage" box checked) - Required
• State (Geographic state - to account for different OT and tax rules per state) - Optional

How to Find & Fix Problems in TK Cost Type Configurations

A TK Cost Type Configuration can produce missing Payroll Item results if hours are charging to that Cost Type, but the attributes of said hours (Wage Type, Additional Classifier, etc), are not accounted-for in the Cost Type Configuration. That is, there is no row in the table that accounts for the combination of attributes in-question.

To determine if something is missing in the Cost Type configuration, you need to check the combinations of attributes represented in the table against combinations of those attributes occurring in the Payroll Period where you are encountering missing Payroll Items.

The recommended way to do this is:

• Start from the Payroll Report dashboard for the Period in which you found missing Payroll Items
• If there are missing Payroll Items, there will be some count in the "Missing Payroll Item" column on the "Status" tab of the report
• Switch to the "Details" tab of the report
• Find the column "External Code" and filter it to only show "Not Assigned"
• On the resulting rows, look for the values in the following columns:
  • Cost Type
  • Wage Type
  • PW
  • State
• For each Cost Type represented, compare the Wage Type, PW and State attributes in the report to the combinations present in the Cost Type card table. If any combinations in the report are not accounted-for on the Cost Type card, you need to add it
• Fixing the Cost Types will not always be sufficient to resolve the missing Payroll Item results. To ensure they are resolved, you need to take a few more steps:
  • In your filtered view of the report, look to the Employee column. Click each unique employee name to open the Employee card for that employee
  • On the Employee card, click the blue hyperlink at the bottom labeled "Open TK Configuration"
  • On the Employee TK Config card ribbon Home tab, in the "Actions" group, click "Recalculate Payroll Data"
  • After taking the above steps for each Employee, return to the Payroll Report and switch back to the Status tab
  • Refresh the Payroll Report Status tab and you should see the Missing Payroll Items disappear

Ensure Payroll Item Changes are Accounted-For in Payroll Period Cost Types Table

Purpose of Payroll Period Cost Types Table

Sometimes a company might change which Payroll Items are to be used for their hours. They might do this for a few reasons:

• To migrate to a new payroll system which uses different earning codes
• To ensure compliance with new labor laws in their state
• To adopt a different accounting / tax / reporting strategy for their labor
• Etc.

When a company wants to use different Payroll Items for their hours, their TK Cost Type records will need to be reconfigured to support this. An FCX admin can make this change by re-mapping the Payroll Items to which the Cost Types point. This works fine for future Payroll Periods, but what about past ones?

If a company syncs Payroll Data with an external payroll system and they change their Payroll Item mapping, past periods might be using data from the payroll system that worked wirh the old Cost Type mapping, as compared with the new mapping that has now been configured.

To account for changes in Payroll Item mapping, FCX records the mapping used for each Payroll Period when that period is closed in FCX. You can see this by looking at Payroll Period cards in FCX Desktop. On the Payroll Period card, on the "Cost Types" tab, a table is populated with the applicable Cost Type mapping. This table is empty by default while the Period is open, but is filled when the Period is moved to the Closed state.

Payroll Item changes can cause missing Payroll Item results if the data from the payroll system uses one Payroll Item mapping and the data in FCX uses another. This is quite uncommon, but could happen with retroactive pay, for example.

Add Missing Payroll Item Mapping to Payroll Period Cost Types Table

Finding and fixing a missing Payroll Item mapping in the Payroll Period Cost Types table is very similar to doing this on Cost Type cards except that the Payroll Period Cost Types table combines the mappings for every Cost Type into a single table. If you find a mapping is missing, you can add a row to this table to account for it.

Force Recalculate the Period

If, after checking all of the above, you still have missing Payroll Item results, you can try recalculating the Payroll Period. When the period is recalculated, previous Payroll Audit Result records are deleted and only recreated if the system finds the same issues as before.

To recalculate the period:

• From the Payroll Periods view of the Time Keeping Reports sub-dashboard, viewed in FCX desktop, locate the period that needs to be recalculated in the list of all periods and click the blue hyperlink in the Name column for that period. This will open the Payroll Period card.
• On the Payroll Period card ribbon Home tab, in the Actions group, click "Recalculate"
• Note that Recalculation may take some time, depending on the number of Time Cards in the Period