Payroll Audits

Introduction

Payroll Audits are a series of helpful verification rules to help maintain the integrity, accuracy and compliance of your payroll batches. By setting up customized Payroll Audits within the system, you can identify and flag any abnormalities, inconsistencies and even potential errors with your payroll entry. Whether it is irregular worked hours, missing pay information, or inconsistencies in pay rates, payroll audits will flag this information prior to the processing of payroll.

Payroll Audits offer the flexibility to define the audit parameters based on your unique payroll requirements and company policies. Once a Payroll Audit is set up, the system will flag it every time payroll is ran and the parameter is met. 

When there are Payroll Audits set up within the system, the audit results will appear right after pay entry is completed whether it's via time import or manual entry. There will be a left-hand menu that displays each audit that was flagged and the employees that were flagged.

Setting up Payroll Audits

Payroll Audits are found in the Company Setup menu under Rules & Alert: Company > Rules & Alerts > Audits Card.

Next, ensure that Payroll Audits is selected, NOT Attendance Audits. Then click the blue button that says "+ New Audit".

The system will then prompt the following fields to be completed:

• Select Audit - This is where you select the Audit Type that you would like to set up. Once the Payroll Audit is selected, additional fields will populate.
• Audit Name - The Audit Type that was selected will automatically be listed as the Audit Name. There is the ability to edit this field, as this will be the heading that shows when this Payroll Audit is flagged.
• Audit Description - This will describe what this Payroll Audit will flag after Pay Entry is completed. A description will automatically populate in this field and there is again the ability to adjust the description accordingly.

With certain Payroll Audits, you may need to Select a Condition as this is how you will be able to set up the parameters for what the Audit will flag.

In this example, we are setting up a Total Hours Per Check Audit which can flag when an employee's total hours is either Equal to, Not Equal to, Less than, or Greater than a certain amount of hours that you set the threshold for.

For this example, we are setting up an Payroll Audit that will flag us when any employee has worked more than 45 total hours in a pay period. If you would like to flag only specific Earning Codes rather than total hours, you can set up a Code Group and link it to the Audit.

After setting up the parameters of the Payroll Audit, the next step will be to select which employees the Audit should be applied to.

There is the ability to set this up for All Employees, or for Specific Employees based on their assigned Cost Center or Job Info.

For example, if you wanted this payroll audit for only your direct care staff such as your RN's, CNA's and LPN's, you would select Specific Employees, filter by Position and then select the type of positions you want this audit applied to. Once employees have been assigned, click "Save".

Running Payroll Audits

After setting up Payroll Audits within the system, there will be a blue button labeled "Go to audits" displayed in the top right area of your screen after Pay Entry has been completed.

Upon clicking the "Go to audits" button, the system will begin an audit scan of your payroll data. This action prompts the system to review the payroll data that was entered against the predefined audit parameters that you have configured within the Payroll Audits feature.

When the scan is complete, and there are Audits that were flagged, the screen will look like this:

• Audit Overview - The left-hand menu of the Audit screen will list of each audit that was flagged, along with a corresponding number indicating the number of employees for whom this audit was flagged. This will provide a quick summary of the scope and magnitude of the audit findings.
• Employee Listing - Using the left-hand menu to view the specific audit, you will see a listing of employees who were flagged and a brief description explaining why.
• Audit Review - As you review each employee that is displayed here, you are able to click on their name to review their timecard, conduct a more detailed review, and make any changes if necessary. If everything looks good, you then have the option to approve the Audit directly from the Audit screen. To do this, you can either "Select All" to approve all employees at once, or you can approve each employee one at a time by clicking the blue "Approve" button next to their name. By approving these employees, you are indicating that the audit findings have been reviewed and validated, signaling readiness to proceed with the payroll processing.
• Approvals - After you approve any payroll audits that were flagged, they will then show under the "Approvals" tab in the lefthand menu. This tab is where you can confirm the payroll audits that were approved for each employee and also see who approved them and when.

Once you have reviewed each Audit and the employees that were flagged, click on the blue button in the top right area of your screen that says "Go to verification". This will take you to a verification screen where you can review your totals once more before processing your payroll.

Types of Payroll Audits