1. Payroll Implementation Guide
  2. Payroll ID

Payroll ID

Resetting the payroll ID restores the data to its previous state before you began payroll-cycle processing. You must reset the payroll ID when you:

  • Process pre-payroll for the wrong employees.

  • Omit a group of employees who should have been included in pre-payroll processing.

  • Change the setup of a DBA that affects one or more employees in the payroll cycle.

If the pre-payroll processing included the wrong employees or omitted some employees who should have been included, you must change the selection criteria for the pre-payroll processing after you perform the reset. Do not change the pre-payroll data selection until after you run this reset, or the employees that were incorrectly locked to the payroll will remain locked to that payroll, even after you remove them from the data selection.

You might need to change the DBA setup for several reasons. For example, you might need to change a medical insurance deduction when the carrier increases premiums.

If the payments are lost or damaged after you print them, you can reprint payments without resetting the payroll ID.

Unless you have changed the pre-payroll selection criteria, modified the DBA setup, or printed payments, you do not need to reset the payroll ID when you:

  • Revise employee information, such as home company, home business unit, annual salary, hourly rate, or marital status.

  • Revise timecard information.

  • Add, change, or delete an interim payment.

If you do any of these actions, you can run a changes-only pre-payroll to process the changes.

When you reset the payroll ID, the system performs these steps:

  1. Identifies all of the employees that are locked to the payroll ID by using data in the Employee Lockout Code File table (F07300).

  2. Identifies the check control numbers for all of the employees that are locked to the payroll ID by using data in the Payment File table (F07350).

  3. Clears all of the records in these tables that have check control numbers that are associated with the payroll ID that you reset:

    • Payment Distribution File (F07351).

    • Stub Information File (F07352).

    • Tax Detail File (F07353).

  4. Clears all of the time entry records that were created during the payroll process from the Employee Transaction Detail File table (F06116).

    The system does not clear records that were manually entered using any of the time entry programs.

  5. Clears all records from the Deduction/Benefit/Accrual Ledger File (F0709) DBA table.

  6. Updates these tables to reflect the new pay cycle status:

    • Pay Cycle Parameters File (F07210).

    • Pay Cycle Parameters (F072107).

  7. Clears all of the records that contain the batch number that is associated with the payroll ID from these tables if journal entries were processed before you reset the payroll ID:

    • WF - Payroll Journal (Detail) (F05290).

    • Payroll Journal (Compressed) File (F063951).

    • Burden Distribution File (F07241).

    • Payroll - Accounts Payable Detail (F07490).

    • Payroll - Accounts Payable Summary File (F07491).

    • Payroll - Accounts Payable Control File (F07492).

      Note: Resetting a payroll ID does not delete the information that you entered on the Pre-Payroll Processing form. To delete this information, you must first reset the payroll ID, and then use the Delete option on the Work With Pay Cycle Workbench form to delete the payroll ID and all of its associated information. You need to delete the payroll ID parameters only if you do not plan to use that payroll ID again.