Payroll Export Day should be a breeze if you have kept Labor Management updated throughout the pay period. Use the checklist below to review and clean up your data before and during export so the file you send out is accurate.
Important note for Inn-Flow Payroll Subscribers: Inn-Flow Payroll Agents process your payroll using the exact data you provide in the Export File and cannot make changes to it. If you find an error after exporting, you must (a) un-export the payroll file within Inn-Flow, (b) make the necessary adjustments to the employee's payroll data, and (c) re-export the file for processing. |
Before and During Payroll Export Day
Each property manager should navigate to Labor, then Performance, then the Department tab, and confirm any shifts marked with a blue dot (MANUAL) are accurate. An error usually means a manual timesheet entry is wrong – for example, a shift entered as 7am–3am instead of 7am–3pm.
Navigate to Labor, then Performance, then the Employee tab, and confirm any shifts with a red dot (NO SHOW) are legitimate and the person did not actually work. If they did work, add the missing shift by clicking their timecard from this page rather than going to Timesheets.
On the Employee tab, confirm any shifts with an orange dot (Auto Punch Out, or APO) are updated to the actual time the employee left, with a reason entered for why they clocked in but failed to clock out. You can drill into the employee's timecard directly from Performance to update shifts.
Navigate to Accounting, then Daily Activity Entry, and confirm that all days within the pay period are complete.
Navigate to Labor, then Housekeeping, and confirm all Housekeeping Approvals are complete – otherwise Room Attendants' MPCR (Minutes Per Cleaned Room) will be inaccurate for labor reporting. This should be done daily by an Executive Housekeeper or GM. Skipping it will not block your export, but MPCR labor reports will be inaccurate.
Navigate to Labor, then Payroll, and review each employee's timecard to confirm no one is missing hours (or missing entirely). If hours are missing, add them in Timesheets. Confirm all new employees have completed profiles under Administration, then Users, including the Labor and Payroll tabs. Note: for any salaried employee with a NEW HIRE/TERMINATED badge who should be paid this cycle, check the box next to their name, click their timecard, and enter the number of hours to pay (for example, 40 hours instead of 80 if they started or termed mid-period).
(If applicable) On the Payroll page, click each timecard that requires additional pay such as bonuses, differential pay, or allowances.
(If applicable) On the Payroll page, click each tipped employee's timecard to confirm their Paycheck Tips have been entered for each day of the pay period. Cash (declared) tip entry is optional.
(If applicable) Navigate to Labor, then Timesheets, and resolve any Disputed Timecards. Confirm no one who worked during the pay period is missing. An employee appears on Timesheets only if they clocked in at least once during the period, or a manager added them with Add Entry or Add Time Off. Adding someone to the schedule alone does not create a timecard.
Navigate to Labor, then Overview, and confirm all alerts are cleared for the pay period: Overtime at Risk, SmileiD, Time Off Requests, Housekeeping Approvals, and – most importantly – Daily GM Approval.
Finally, navigate to Labor, then Payroll, and select Export Payroll.
Pro Tips
Hours are entered on the Timesheets page, while dollars are entered on the Payroll page (both under Labor) – except for salaried NEW HIRE/TERMINATED employees, whose hours are entered on the Payroll page.
For a salaried employee who was cut or terminated, has no accrued PTO, and whose hours you want to deduct, navigate to Labor, then Timesheets, select Add Time Off, and choose Type: UTO (Unpaid Time Off). This deducts hours from the salaried amount saved in their user profile.
If you approve all days, export payroll, then mark it as Unexported because you found an error – but do not notify your assigned corporate payroll contact – the updated changes will NOT appear on employees' paychecks.
Ask employees to approve their timecards so no hours are missing. Run the Timecard Approval, Detail by Hotel report by navigating to Labor, then Reports, then Reports Gallery, then Punch History. (Click Add to save it to your Labor Report Gallery.) It reflects each employee's worked hours for the selected pay period, with a place to sign and date, and lists one employee per page.
The more payroll batches you export, the more efficient you will become in this process.
Inn-Flow Payroll Subscribers: If you have questions, reach out to chat support or email [email protected] and start your subject line with your E/HID. For questions about modifying labor data before the export, start your subject line with "URGENT." Please do not wait until payroll processing day to reach out, or your chat or ticket may be delayed due to high volume. |