Closing a Pay Period

The following instructions walk you through closing a Pay Period in the TimeForce II system.

Note: If errors are discovered that require correction before the period is closed, you can exit the screen by clicking on the [FINISH LATER] icon and return at any time.

The steps included, and the order in which they appear, may vary depending upon the "Close Pay Period Workflow" specified in the settings of the Pay Period itself. This topic assumes that the system default workflow settings are in use.

1. Click on the "Close Pay Period" navigation tab at the top of the screen.
2. From the Pay Period section of the screen, click on the [CLOSE PAY PERIOD] icon.
3. Select the desired Pay Period and Date Range, and click on the [BEGIN] icon.

4. The Verification screen appears. This screen displays each employee assigned to the Pay Period, their hours and earnings information for the period, and whether or not "Supervisor/Employee Verification" has been performed.

• Click on the [GENERATE REPORT] icon to generate a report detailing verification information.
• Click on the [EMAIL ALL UNVERIFIED] icon to send an email to each employee who has not verified their Time Card.

• Review verifications as desired and click on the [NEXT] icon located in the Steps box at the top right-hand corner of the screen.

5. By default, the Review Time Card Error Reports screen appears. Each employee with errors on their Time Card is displayed under the Employees with Errors header.

• Click on the "View" link next to the desired employee’s name to view the errors. Most errors are displayed for your information only, but certain errors (such as "Missed Punch" or "Duplicate Punch") should be corrected before closing the period.
• Click on the [REFRESH] icon to refresh the error list when corrections are made.

• Click on the [NEXT] icon in the Steps section of the screen to continue.

6. The Review Payroll Data screen opens. This screen displays employee grand totals for the Pay Period broken down by pay code, overtime hours, disbursements, etc. Review employee totals and click on the [NEXT] icon to continue.
7. The Close Pay Period and Lock screen opens. The name of the Pay Period is displayed, along with the starting and ending dates. Click on the [COMPLETE] icon to finish closing and to lock the period.
   Note: Once a pay period has been locked, the punches within that period can no longer be edited from the Time Card section of the program without first returning here and unlocking the period.
8. The Process Accruals screen opens. The name, starting and ending dates of the pay period are displayed along with the pay period status. Click on the [PROCCESS ACCRUALS] icon to generate accruals for employees based on the hours worked for this pay period.
9. The Print Time Cards screen opens. This screen displays the Time Card from the "Reports" section of the program, and allows you to easily print Time Cards for your employees and supervisors to sign and date, if desired. Click on the [PRINT] icon located in the upper left-hand corner of the screen. Click on the [NEXT] icon to continue.

You are now ready to export your pay period data to an external payroll software, if desired.

Related Topics

• Refer to Close Pay Period Workflow for instructions on customizing the workflow that will be used when the period is closed.
• See Verification Policies for instructions on creating Verification Policies, and assigning your employees and supervisors.
• The "Verification" section allows you to email unverified employees. The email address used is entered into the Demographics section of Employee Profiles.
• Time Card punch errors are generated based off the punch data on employee Time Cards.
• Refer to Accruals for information on setting your employees up with accrual policies.
• The Time Card report is found in the Reports section of the program.