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Introduction
Within SCView, your district has the capability to add custom Pay Periods, enhancing the precision of time management for personnel. To activate this feature, please reach out to SC Support. Once enabled, the following steps will guide you through the process of adding and managing your pay periods.
Efficiently overseeing time sheets is essential to ensure accurate and timely employee compensation. However, customizing pay periods to fit the unique needs of your organization can be a complex task. This guide simplifies the procedure to help streamline your payroll processing to ensure both organizational compliance and staff satisfaction.
A. Problem Statement
Adjusting pay periods is a common challenge for HR departments and payroll administrators. Mistakes in the configuration or the inability to update pay periods can lead to payroll errors, delays, and frustrations for both the payroll department and the employees. Ensuring the ability to easily modify pay periods in the time sheet system is therefore essential.
B. Solution
1. Navigate to Admin > Site Settings and select the Time Sheets tab.
2. Click on Manage Custom Pay Periods.
3. In the popup, select the Pay Period you would like to modify. If you do not have one in the list, click the + icon next to the drop down menu to add one.
4. From here you can manually enter the end date of your pay periods by clicking the bottom + icon.
5. After entering each End Date, click the Save button next to that entry. The system will save everything at that point.
6. If you prefer you may create a CSV file with a list of dates. The format on the CSV will need to only have 1 column with the End Date of each period. This can be imported by dragging and dropping the file into the designated area. If this file contains a header, please check the "Has Header?" checkbox.
C. Best Practices
- Planning Ahead: Before making changes, have a comprehensive schedule of the fiscal year's pay periods outlined to avoid confusion during data entry.
- Organization: Keep a well-organized record of pay period dates, both current and for future periods.
- Back-up Data: Always back up your current pay period settings before making changes to ensure information can be restored if an error occurs.
- Validation: Double-check each entered date for accuracy before saving changes. Mistakes can lead to incorrect payroll processing.
- Regular Reviews: Periodically review and confirm that the entered pay periods align with the organization's fiscal calendar and contractual obligations.
D. Troubleshooting
If issues arise while managing custom pay periods:
- Verification: Make sure you have selected the correct pay period before making changes.
- Data Entry Errors: If a pay period date is entered incorrectly, edit the date and remember to save the changes.
- CSV File Format: Ensure your CSV file follows the required one-column format, and verify that the dates are accurate before importing.
- Importing Issues: If the drag-and-drop method fails, check for the correct format, file size, and whether the 'Has Header?' option is appropriately checked or unchecked.
- System Glitches: Some settings might not save correctly due to browser or system glitches. Try clearing your cache, restarting the application, or using a different browser if problems persist.
E. Related Articles
Time Sheets: Time Sheet Manager
Time Sheets: Submitting Time Sheets for Approval
Conclusion
Properly managing custom pay periods within a time tracking system is essential to maintaining an effective payroll process. With precise adjustments, thorough reviews, and by following the steps provided, you can ensure that your organization's pay periods are accurately reflected in the system. Overcoming obstacles in this process not only secures employee satisfaction but also enhances the efficiency of payroll operations. Should you encounter persistent issues, do not hesitate to seek help from your software provider's support team.