Updating the payroll: today’s data

Beside the period there is a single button, never two. If the data for the period you are viewing is not from today, the button is “Update payroll”, in amber, and the calendar icon is amber too: nothing can be prepared or closed yet, because nothing about the pay is decided with data from another day. When you press it, a window tells you how long it usually takes (measured from your recent updates), that you can keep working and that you can update once a day; “Update now” starts it. It brings from your main system the cycle you are viewing and, if it is the current or the previous one, both together (the current cycle up to today and the previous one): visits and prebilling (the latter, information only); caregivers and rates arrive when you connect, when someone new or a pair without a rate appears, and once a month. An older cycle is brought on its own. While it works, the button spins, says “Updating…” and shows a thin bar along its bottom edge; you keep seeing the last complete data. When it finishes, “Your data is up to date” shows for a few seconds, and if you went to another screen the same notice reaches your bell. If it could not finish, a notice with “Retry” appears, and a failed attempt does not use up the day’s; if it fails again, or if retrying cannot fix it, we apologize: our team already knows and fixes it, and you can keep working with the data you have. When it finishes, “Updated” appears in green under the word “Period”, the calendar turns green, the total card lights up, and the button becomes the step that comes next: “Prepare payroll”, “Continue closing”, “Close payroll” or “Let them know it is ready”. Data counts as today’s when a complete download from today covers the period, whether the connection brought it (it arrives on its own mid-cycle and at the close of each cycle), the button did, or you uploaded it in Uploads. The next day it is from another day again and the button goes back to “Update payroll”, until the payroll is signed: once signed, it is no longer updated and whatever changes goes into the next pay. The same applies to the cycle in progress: “Update payroll” if not from today; from today, nothing to do at the top. The server allows one manual request per clinic per day in the agency time zone, even with another user or browser. A request that completed or is still running uses up the day’s; a failed one does not, but after two failed ones that day no other can be requested; scheduled updates continue. If it is not completed, the data stays where it was and the top says so. If your access to your visit system needs updating, Payroll asks you for it. If a caregiver is missing a rate, her row says so: the rest of the period is shown and prepared as usual.

Related instructions

• The welcome guide: getting Payroll ready →
• The Payroll Center: your pay period at a glance →
• What each caregiver status means →