Time Card Adjustments
We’re excited to introduce a major enhancement to how time card adjustments are handled in Empeon, making the process more intuitive, transparent, and payroll-ready. Previously, correcting a closed time card often meant voiding out the original set of punches in order to re-enter the correct set of punches. Now, users can simply reopen a closed time card and make the necessary adjustments just as they would on a current time card, with a new Reopen button available when viewing the card.
Selecting this option prompts the user to choose either Exclude from payroll or Send changes to payroll.
Upon reopening, the system requires a reason for the edit and issues a warning that current allocation data will be applied, overwriting historical allocations. To preserve history, we recommend downloading the time card before making edits. If needed, allocations can still be manually overridden so adjustments are paid to a different cost center or department.
All edits are tracked in a new Adjustments tab under View Details, labeled either Ready to send to payroll or Excluded from payroll depending on the selection made during reopening. Hovering over the tag reveals the reason that was provided. Once they are sent to payroll, they will now be labeled Sent to Payroll.
To finalize changes and make them eligible for payroll submission, users must Save Timecard and Close Timecard in order to send the adjustment to payroll. Once closed, the time card becomes read-only, and a new Reopen button will appear.
Please note that Company Admins and above have access to this feature. For Custom Roles, the "Adjust closed timecard" Role permission must be enabled.
Lastly, with this update, voiding punches will no longer be an option, as all corrections should now flow through this improved adjustment process ensuring cleaner records, better audit trails, and a direct flow of approved adjustments into payroll.
Processing Adjustments in Payroll
When adjustments are sent to payroll, they will be included in the regular payroll batch. During payroll processing, a new step called Timecard Adj. will appear as the third step within the payroll batch workflow. This step allows you to review and choose which time card adjustments to apply to the payroll currently being processed.
Since time card adjustments can include negative amounts, it is important to ensure that the affected employee will still have a positive net check to offset any negative adjustments being applied. If the negative adjustments would result in a zero or negative check, we recommend holding those adjustments and applying them in the next payroll when the employee is being paid.
Any adjustments not applied before the payroll batch is closed will automatically carry forward to the next payroll cycle. If adjustments are available but have not been applied, the system will display a warning message when verifying and closing the batch, giving you the opportunity to return to the Timecard Adj. step and decide whether to include them before finalizing the payroll.