Payroll Tab (WebABA Legacy)

Edit, Deny, and Approve successfully submitted Timesheets.

This section is optional and approving is not needed to view payroll CSV reports that contain successfully “Submitted To Office” payroll timesheet data. Any status changes made here will reflect on your Payroll CSV reports generated after the change.

If the employee has not successfully submitted a Timesheet for the pay period selected, no data will appear. 

Process Payroll Tab
Submit Payroll

Note: WebABA does not have the ability to process payroll and/or print checks. This section is for cosmetic purposes only and is used to document/update statuses. We recommend using a 3rd party payroll system to process your organization's payroll.

Click Payroll tab from Navigation Bar to access Payroll.

Process Payroll Tab

1. Select Pay Period - Select the pay period you want to view.
2. Select Employee to Process - Select an Employee you want to process/view.
3. Process/View Button - Once Selected, data will appear below.
   

   Note: If you do not see any data for the Pay Period/Employee combination selected, this means that the employee selected has not submitted the timesheet successfully for the pay period selected.

4. Select Line Item - This feature allows you to select individual sessions to enter approved time, approved miles and change status. To save the updated time, miles and status entered, select the Save & Approve option from the drop down below. This will update and also change the status to Approved.  The status must be changed to Approved for the changes to take effect. See item 5 below for more status change option.
5. Drop Down Menu items- You are able to select items from the list of sessions above or select the select all button to the left of the menu. See definitions below:
   
   
   • Same as Submitted- This copies over the data from what was submitted (Submitted Hrs/Miles fields) into the approved fields. Select sessions individually or use the select all button located next to the menu, then select OK. This action will still keep the status as “submitted to office”
   • Pending for Approval - This option will only change the status of what is selected to “Pending For Approval”. Select sessions individually or use the select all button located next to the menu, then select OK.
   • Save & Approve - This option will save the time, miles entered within the approved fields and change the status to “Approve”. Select sessions individually or use the select all button located next to the menu, then select OK.
   • Email Timesheet- If this option is selected, a copy of the timesheet will be emailed to the employee selected. The system uses the email on file for the employee that is located within the employee’s HR file.
   • Deny Whole Timesheet - This will set the status for all sessions to Denied. This action does not revert the timesheet for editing, it will only set the status to denied.
   • Save & Paid - This option will save the time and miles entered within the approved fields and change the status to “Paid”. Select sessions individually or use the select all button located next to the menu, then select OK. Please Note:Setting sessions/ Timesheet as “Paid” will lock the session. You will no longer be able to change the status, revert or edit session(s) going forward. We recommend using the “Approved” as your last status, then continue with your 3rd party payroll system to mark as paid once you pay the employee. The Paid option is usually used if the facility is writing out paper checks and do not use a 3rd party payroll system. 
   • Delete from Payroll - This will remove the sessions selected from payroll. It will be removed from the timesheet as well. If a session was rendered with incorrect data and timesheet was submitted then after, you are able to use this option to take the session all the way back to the stage before it was pulled into the timesheet and locked. You are able to proceed to unrender the session, make adjustments, re-render and re-submit the timesheet.
   • Delete from Payroll & Unrender - This will remove the sessions selected from payroll. It will be removed from the timesheet as well. Example:  If a session was rendered with incorrect data and timesheet was submitted then after, you are able to use this option to take the session all the way back to the stage before it was pulled into the timesheet and locked. You are able to proceed to make adjustments, re-render and re-submit the timesheet.
     
     

Submit Payroll/ Issue Check Tab

Setting Sessions/ Timesheet as Paid will LOCK the session. You will no longer be able to change the status, revert or edit session(s) going forward. We recommend using the Approved as your last status, then continue with your 3rd party payroll system to mark as paid once you pay the employee.The section is usually used if the facility is writing out paper checks and do not use a 3rd party payroll system.

If the pay period is selected and the Get Unpaid Payroll button is clicked. It brings forward sessions for all employees that have submitted timesheets successfully and automatically sets the status for all as Approved. Then, If the Execute & Mark Paid button clicked, it will change all session’s statuses to Paid.

When sessions are set a PAID, you will NOT be able to change the status back to any type or be able to delete from payroll or deny going forward. If changes are needed, you will need to contact WebABA support to revert sessions back from the Paid status for you.

1. Select Pay Period - Select appropriate pay period to view.
2. Get Unpaid Payroll Button - If the pay period is selected and the Get Unpaid Payroll button is clicked. It brings forward sessions for all employees that have submitted timesheets successfully and automatically sets the status for all as Approved.
3. Report Format - Select an option from the drop down menu. Once the Execute & Mark Paid button clicked, it will generate a report in the format that was selected.
4. Execute & Mark Paid Button -  Once this button is clicked, it will change all session’s statuses to Paid.
   

   Note: When sessions are set a PAID, you will not be able to change the status back to any type or be able to delete from payroll or deny going forward. If changes are needed, you will need to contact WebABA support to revert sessions back from the Paid status for you.

5. Cancel Button - Click this button to cancel the PAID status process.
   

   Note: Because the sessions have been brought forward to view in this section, it sets all of the sessions in view to “approved” status even if cancelled.

   
   
   
   
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