Payroll Export Arrears

This document outlines the steps for a system administrator to successfully submit payroll from Insperity Time and Attendance (ITA) to Insperity Payroll.

Running reports in Insperity Time and Attendance

It is recommended that administrators run reports to validate timecards are correct before proceeding to the approval step. To access, select Reports > Generate Reports from the ITA left navigation menu.

Common reports for timecard review include:

• Admin – Missing Punch – Highlights any missing punches for the pay period that would prevent the timecard from being approved.
• Admin – Request – Highlights outstanding/unanswered employee requests submitted in ITA for the pay period that would prevent the timecard from being approved.
• Payroll – Transfer – Review all timecards prior to approval.

Access the requests page

1. From the main left navigation menu, open the Reports folder.
2. Click on the Generate Reports page.

Approving timecards

The Approvals page is used to approve timesheets at the end of a pay period. It provides one place for reviewing timesheet hours for many or all employees at once.

1. From the main navigation menu, open the End of Period Procedures folder.
2. Click on the Approvals page. You will then be promoted to LAUNCH APPROVALS on the bottom left of the screen.

3. Ensure all employees have checkmarks in the checkboxes by all employee names. You can use the Filter List dropdown at the top to get the list of only unapproved employees. You may also sort the screen by Supervisor or Pay Group.

4. Note all outstanding time off requests for the current period must be acted upon and all missing punches must be corrected prior to approving time and exporting payroll.

Exporting data from Insperity Time and Attendance

1. From the main navigation menu, under End of Period Procedures select Export Payroll.

2. Time and Attendance will now auto-populate payrolls that have been created in Insperity Payroll.

• If a client ID is not active in Insperity Payroll, no payroll export will exist in Time and Attendance.
• If there are multiple client IDs, each will appear separately. Locate the payroll to export based on company ID and date.
• If your data has previously been transmitted to payroll, the button will display RE-START.

3. Click on the payroll’s START button, located on the far right of the row within the Action column.

4. A progress bar will show the current step in real-time.

5. Warnings and errors may appear at this time. Errors must be fixed prior to a successful payroll export by following the steps on screen. Once the errors are fixed, repeat steps 4-5 to transmit the corrected file.
6. Repeat steps 4-5 for any additional company IDs.

Completing the payroll submission in Insperity Payroll

1. From Insperity Premier, open the Company folder and click on the Payroll page.
2. Find the correct Client ID and Pay Date and click on its corresponding Action dropdown.
3. Select the Verify Payroll option.
4. Review and correct warnings and errors.
5. Click Submit Payroll.
6. Repeat steps 2-5 for any additional Client IDs.

Ending the pay period

The final step that an administrator must perform in Time and Attendance at the end of every pay period is to formally end the pay period. This action should not be taken until all of the timesheet approvals have been completed, payroll has been processed, and checks have been cut. Ending the pay period commits all of the timesheet and accrual information into history and advances the dates of the current pay period forward. To end the current pay period(s) in the Time and Attendance system, follow the steps below:

1. From the main navigation menu in Time and Attendance, open the End of Period Procedures folder.
2. Click on the Pay Period Close page.

3. Select the appropriate pay period to end using the Select Pay Period dropdown. Verify that the Period to End and Next Period fields are accurate. Payroll History and Accruals History dropdowns should be set to “Yes”.
4. Click the End Period button.

If any missing punches or outstanding requests exist, an error will display and the system will not allow an administrator to end the pay period. These errors must be resolved prior to completing the end-of-period processing.

A confirmation will display if the pay period end was successful.