PAYROLL PROCESSING GUIDE

Requirements: All field users, case managers and clinical administrators can post information and instructions and make changes to this form if they have a HHC Ultra user’s account and have access to these sections.

Each discipline’s pay rate must be specified in Admin » Carestaff » Certificate / Geo / Payrate to proceed with the payroll process.

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If pay rate is undefined or outdated, it may result to several discrepancies when generating care staff payroll.

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Once directed to the Payroll Processing page, on the left panel are two (2) easy steps to generate payroll can be seen namely, Generate Pay Visits and Generated Payroll.

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Generate Pay Visits - Per Care Staff Pay Processing

When processing a payroll per care staff, select the “By Carestaff” category and filter the data by Payroll Period, Actual Visit Date and Posted Date and Care staff name.

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Once details have been filtered already (payroll period, visit date range, care staff), visit details will populate to be marked as paid.

If all visits that need to be paid are pulled up, the user may proceed in clicking on “Mark Selected as Paid” to process the visits.

Once the visits are marked as paid, these will be removed from the list. A confirmation message will inform the user that the process was successful. The payroll will also be available for printing.

Generate Pay Visits - Per Batch Pay Processing

For Batch by Carestaff, there will be an option to select the “Caregiver Type” on the drop down options so the data will be available according to the filter date they input. Checkboxes are provided for selecting the clinicians’ pay information to be processed.

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For Batch by Company, the staff' company should be selected from the dropdown options, so the payroll gets to be arranged per employment affiliation. Checkboxes are provided for selecting the clinicians’ pay information to be processed.

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Generating Payroll

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After the payroll period, the reconciliation of the compensation can be documented. The first thing to consider is picking up the name of the caregiver from the search bar. The generated date fields should also be completed before generating the list.

When the list is generated, notice that aside from the details, the options to have the payroll printed by clicking the printer icon. The Unpay link is to undo the created payroll while the Post Check link would open a pop-up that would allow users to put in the check or EFT number for documentation.

Print Batch Payroll

If the payroll records were done in a group, the document may be printed by going to the Print Batch Payroll page. By picking on the available pay dates, you will be provided with a listing of payroll information that can be printed out.

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Look-up by Check

The Look-up by Check is available as the last option on the Pay Processing page. Users may review the details by either putting in the care staff name or check number of previous pay information.

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The summary will give the name of the clinician, check number, amount of payment, check date and notes for reference.

Version Control #: DSL2019-2.2

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