Payroll
How to review, approve, and export payroll records after timecards are approved.
Payroll records are generated alongside invoices when a billing cycle closes. Each record represents one candidate's gross pay for the period, calculated from their approved timecard hours and their placement's pay rates. Your job as an administrator is to review the calculations, approve the records, and export them to your payroll provider.
Prerequisite — Just like invoices, a payroll record won't be ready until the underlying timecards are approved. Check the Ready Status column before approving.
Open the payroll list
In the sidebar, choose Payroll. The list shows all payroll records for the current period. Use the date range picker to navigate to past or future pay cycles.
Read the overtime columns
The payroll list surfaces the overtime breakdown directly in the grid so you can spot anomalies at a glance:
| Column | Meaning |
|---|---|
| Regular Minutes | Minutes at the standard pay rate |
| OT Minutes | Minutes at the 1.5× overtime rate |
| Double-Time Minutes | Minutes at the 2× double-time rate |
| Pay Amount | Gross pay calculated across all three rates |
Click any row to open the detail view, which shows the full breakdown by date — including PTO blocks, schedule differentials, and payroll earning codes.
Approve a payroll record
Confirm Ready Status is All Ready. If not, return to Timecards and approve any outstanding cards for this candidate and period.
Click a row to review the pay amount and overtime breakdown.
Click Approve. The record moves to Approved status.
Un-approving has downstream consequences. When you un-approve a payroll record, the system recalculates that period and may also recalculate subsequent periods for the same candidate. Only un-approve if there's a genuine error in the underlying timecard data.
Understand the status lifecycle
| Status | Meaning |
|---|---|
| Draft | Generated, awaiting review |
| Approved | Locked and ready for export |
| Export Queued | Export submitted, waiting to process |
| Exported | Successfully sent to payroll provider |
| Export Failed | Export failed — see the Export Failure Reason column |
Export to your payroll provider
Check one or more Approved payroll records.
Click Export in the toolbar. Records move to Export Queued immediately.
Once processed, the status becomes Exported. On failure, check Export Failure Reason for details.
The default export format is ADP-compatible CSV. If your payroll provider uses a different format, use View Reports to build a custom export layout.
Bulk approve and export
If you have many records to process at once, use the checkbox column to select all visible rows, then click Approve or Export in the toolbar to act on all of them simultaneously.
Filter by Ready Status = All Ready before doing a bulk approve — this ensures you only approve records whose timecards are fully in order.