To get to Prepare for Payroll from Heartland Payroll (heartlandpayroll.com), Select  HR Solutions from the left navigation bar and then select Heartland Time.

First you will need to check all existing timesheets, which is covered in the Edit Timesheets guide.

Once you have approved all timesheets, navigate to Prepare For Payroll on the left navigation menu. 

The Prepare For Payroll section administrators run payroll. You can select the timesheets to:

• Run the payroll
• Edit timesheets
• Approve any holiday hours worked
• Send all of the employee timesheet data to Payroll.

Pay Run Summary Section

The Pay Run summary section provides you the ability:

• View any previously run payrolls.
• Delete pay runs no longer needed.
• Filter the Pay runs by status:
  • Draft
  • Finalized
  • All

To start a new pay run, select the Start New Pay Run button in the top right corner.

If you need to delete a Pay Run draft, select the red trashcan icon next to the pay run.

Employee Pay Data to Process section

The Employee Pay Data to Process section provides you the ability to:

• Filter by:
  • Date range
  • Per Timesheet or Submission Date.
• Spotlight search by employee name.
• Filter  by:
  • Department.
  • Employee's Supervisor.
  • Work Location.
  • Employment Type.
  • Employment Status (Active or Terminated).
• Check which individuals to run payroll for or select all timesheets by selecting the bulk checkbox.

Resolving Pay Run Issues Section

The system will display a popup window to notify you of:

• • Any errors or discrepancies in the employee’s timesheets
  • Any holiday premiums getting paid out.  You are provided the option to pay it on:
    • The current period
    • The next period
    • Ignoring it 
      

In this instance, you are presented an unapproved timesheet exception. You can select whether to Fix the exception or Ignore the exception. Selecting Fix brings you to the employee’s timesheet to correct any issues, then you can submit the time sheet and approve it.

To ignore the exception, check specific employee's names to ignore, or select all employees with the bulk check box.

Select Ignore.

If there are any unapproved timesheets, the system will ask you to fix those as well.

You are notified once all exceptions are resolved, and prompted to continue with the Next button.

Pay run totals section

The Pay Run Totals section allows you to:

1. Save the pay run as a draft.
2. Finalize the pay run and submit the data to Payroll.
3. View totals on the top left-hand side of the screen.  Totals include:
   1. Total number of employees in the pay run.
   2. Total number of hours being paid.
   3. Total dollar amount being paid.
4. View employee’s timesheet by selecting the employee’s name.
5. Back out of the pay run and save it as a draft by selecting the Back to Pay Run Summary button.
6. Export the current pay run as a CSV file by selecting the Download as CSV button.
7. Send the pay run’s information to Payroll by selecting on the Finalize Pay Run or Send button. 

Common Issues/Questions

What happens if I select Finalize Pay Run?

1. If you select Finalize Pay Run instead of Send to Heartland Payroll, the system will take you back to the Pay Run Summary and the Run Status will show as Draft. Please note, Finalize Pay Run will not send the hours to Heartland Payroll.
2. Select the eye icon under Actions to go back to the pay run details. 

What do I do if I get a Resolving Pay Run Issues pop-up?

This pop-up will show you any existing issues with the timesheets:

Missing Punch Timesheets 

These are timesheets with missing punches.

Select Fix on the right to edit timesheets.

Unapproved Timesheets

These are timesheets that have not been approved.

Select Fix on the right to Approve timesheets.

Once the issues have been resolved, select Next on the bottom right.

What if I want to find specific employees when selecting the timesheets?

1. Type the employee’s name into the search bar.
2. Select Show Filter to filter by specific groups.

What if I’m shown a Holiday Premium pop-up?

This pop-up shows how much holiday pay the system will send to Heartland Payroll

Statutory Holiday Pay shows automatic payments/amounts employees will receive for a holiday.

1. Example: 8 hours of pay at a regular rate for being off on that holiday.
2. This will show up as an amount that can be edited in the Time Entry Grid after hours are sent to Heartland Payroll before processing. 
3. This can also be blocked in the employee’s timesheet under the Estimated Statutory Holiday Pay Entitlements under the Status column.

Holiday Premium Pay is the amount employees receive for working on a holiday.

1. Example: 4 hours of hours worked at time and a half on the holiday
2. This will show up as an amount.
3. If the rate needs to be edited as a one-time occurrence, the rate can be edited in the Time Entry Grid after hours are sent to Heartland Payroll before processing.
4. If the rate needs to be changed moving forward, please reach out to taa.pos.productsupport@e-hps.com