Payroll Process Validation Rules

Payroll process validation rules ensure that payroll processes conform to these rules.

• Processes are executed in the correct date order or sequence.
• Process results can’t be changed once they've been used by a later process in the payroll cycle.

The validation rules control what corrective actions you can take on the person process results page. For example, due to these validation rules, the rollback action is disabled when a process is locked for the employee.

The validation rules relate to the process results held against a single payroll relationship record. For example, when a person has more than one payroll relationship, these rules apply separately for each of them.

The following sections explain how payroll process validation rules function.

Payroll Process Sequence Rules

Sequence rules ensure that payroll calculations are processed in correct date order and as a result, payroll balances are maintained correctly across all payroll periods. The sequence rules lock all previous payroll results so that once a payroll run is submitted for a later date you can't roll back or cancel the previous run results.

For example, suppose you have an employee whose latest payroll run is dated 30-Jun-22, you can run another payroll calculation or QuickPay for the employee on 30-Jun-22 or at a later date. However, the sequence rules prevents you from submitting a payroll calculation for the same employee for an earlier date.

Interlock Rules

Interlock rules ensure that you can't change the results of a payroll process once it's used by a subsequent process in the payroll cycle. For example, the prepayments process uses the run results of the payroll calculation process. Once the prepayments process is complete, the payroll calculation is locked and you can't perform actions, such as, rolling back the calculation. This type of validation ensures the results of the processes within the payroll cycle can be reconciled and employees are paid correctly.

These validation rules control when you can roll back a process such as prepayments or the payroll calculations, based on other processes you have already submitted for the employee. You may want to roll back a process to unlock an earlier process in the payroll cycle. For example, when you roll back the prepayments process, it unlocks the payroll calculation process.

For example, suppose you have processed payroll for 100 employees and you have made immediate payments to ten employees who have resigned. Subsequently, you come to know of a payroll issue and you want to roll back and correct the payroll calculation and the prepayments process. When you roll back the payroll calculation process, the rollback happens only for the 90 employees.

Since you have already made payments to the remaining ten employees, their records are locked and weren't rolled back. The application generates messages for records that are locked and can't be rolled back. Perform one of the following and navigate to the Messages UI to identify the locked records and the reasons why they are locked:

• In the Results Summary UI Results Listing, select your process and click on the number under the Errors and Warning label.
• In the Checklist, select the View Messages action under Menu for your process.

A record locked due to the interlock rules doesn't display any corrective actions in their menu on the Person Result Details and Process Results Details pages at record level. However, a record locked due to sequence rules display corrective actions and allows you to run them.

Status of Rolled Back Records

The rolled back records will not display any results.

• If you roll back a payroll process and all the records are rolled back properly, the status of the process is Corrected.
• If you roll back a payroll process and some records are locked and only some records are rolled back properly, the status of the process is Completed.