Payroll Processing
How to Run Your Payroll
Running payroll within the EarnHCM platform is a streamlined, step-by-step process. Before starting, ensure all timecard audits have been performed on the AMGTime clocking system.
Audit and Lock Timecards in AMG
Ensure all employee lunch break violations, missed punches, and overtime configurations are reconciled in AMGTime before initiating the synchronization of payroll data.
Pull Timecard Sync Data
Inside EarnHCM, navigate to the active payroll batch and initiate the AMG Sync workflow. This pulls hourly data directly, mapping standard, double, and holiday hours.
Enter Exception Pay and Adjustments
Review the grid inside the active payroll batch. Use this step to input manual adjustments, reimbursements, commissions, and non-recurring bonuses.
💡Pro-Tip: Always Review the Preview Calculation
Click "Recalculate Batch" first. Review the Payroll Summary Dashboard report for tax errors, direct deposit routing status, and outlier wage variances before submitting the final run.
Creating a Manual Check / Adjustment Payment
When an employee requires quick compensation outside of the standard cyclical payroll timeline, a customized Manual Check can be executed. Follow these protocols to ensure precise tax holding calculation and tracking.
Step-by-Step Manual Check Walkthrough
Step 1: Initiate Check Override Screen
Navigate to Payroll → Active Payroll Batch. Open the individual employee's row and select the "Add Manual Check" action icon on the right side of the screen.
Step 2: Choose Calculation Type
Select "Gross-to-Net" if you know the gross rate. Select "Net-to-Gross (Gross-up)" if you need the employee to receive a flat net sum (e.g., exactly $1,000 for a special project bonus) with EarnHCM dynamically computing the tax offsets.
Step 3: Define Earnings & Custom Deductions
Input the specific earnings code (e.g., REG, OT, COM) and input the correct dollar amounts. If you are issuing a non-taxable expense reimbursement, apply the customized "REIMB" code.
Step 4: Check Disbursement Execution
Indicate whether you are printing a physical check from your office system or authorizing an expedited off-cycle direct deposit routing sequence.
⚠️ Urgent Off-Cycle Tax Notice
Always verify state-specific wage and local withholding ordinances before running a check manually. For California-based operations, manual checks must accurately track and apply applicable local municipality rules on the date of execution.
Voiding or Canceling Checks
Correcting processed payroll is critical to keeping tax ledgers, W-2s, and municipal records fully balanced. Here are the clear operational guidelines on how to cancel or void a payroll transaction.
Voiding a Processed Check
Use this procedure to neutralize a check that has already been submitted to the bank, printed, or disbursed, but needs to be written out of your tax accounts.
Execution Path:
Navigate to Payroll Reports → Check History. Locate the unique check number. Select "Void Check". EarnHCM will automatically generate an offsetting negative ledger entry in your current batch to balance your books.
Canceling/Stopping Direct Deposit
Use this procedure when an active direct deposit payroll file was submitted but needs to be interrupted before funds are cleared by the bank.
Execution Path:
This requires quick action. If the ACH file has not been processed (typically before 2:00 PM PST), open the active payroll portal, select "Cancel Pending Direct Deposit File", or immediately contact the EarnHCM wire desk.
Adding Custom Earnings, Deductions & Garnishments
Custom pay and deduction types can be dynamically assigned to individual employees or configured company-wide to capture benefits, statutory withholdings, or non-taxable expense accounts.
REG (Regular), OT (Overtime), BON (Bonus), COM (Commission), or REIMB (Non-taxable Reimbursements).
Tax settings adjustableConfigure medical, dental, and retirement contributions (such as the Human Interest 401k) pre-tax or post-tax.
Pre-tax calibration optionsChild support, tax levies, or custom creditor wage withholding formulas configured for exact compliance limits.
Disposable income cappedHow to add to an employee profile:
- Go to Employees → Select Employee Profile.
- Navigate to Pay & Tax Setup tab → select either Recurring Earnings or Deductions.
- Click "Add New Code", select your configured code from the dropdown list, define limits (e.g., pre-tax, post-tax, max limits), and click "Save & Sync".
Configuring Holiday Pay
Executing accurate Holiday Pay depends directly on setting precise system parameters inside both AMGTime and the main EarnHCM engine. This ensures the hours flow automatically to the correct tax coding.
Establish Holiday Calendar Policies
Under AMGTime → Rules → Pay Class, verify that your company's Holiday Calendar matches your contractual employee handbook guidelines. Program the system to automatically generate holiday hours (e.g., standard 8-hour credits) for qualifying employee configurations.
Map the HOL Earning Code
Verify that the HOL earning code is mapped cleanly during your data sync step. This maps holiday hours directly into the active payroll batch grid under the correct tax rate configurations (e.g., standard rate vs. holiday overtime multipliers).
Onboarding Employees via HR Module
The EarnHCM Onboarding module replaces complex paperwork with a seamless, paperless portal. Candidates can safely provide tax configurations, direct deposit details, and sign required company forms before they start.
Send Onboarding Invitation
Navigate to HR → Onboarding → Send Invite. Input the candidate's first name, last name, and personal email address. Specify their planned start date, department role, and starting salary rate details.
Candidate Portal Completion
The employee receives a secure, personalized EarnHCM registration link. They log on to complete their profile, input their W-4 settings, register direct deposit routing data, and sign required company handbooks online.
Review, Approve & Sync
Navigate back to the Onboarding dashboard. Verify accuracy, then click "Approve & Export". This instantly registers the onboarding employee inside active payroll systems and syncs their profile credentials with AMGTime.
Changing Employee Job Status
Keeping employee status records accurate (Active, Leave of Absence, Suspended, or Terminated) ensures compliant benefits tracking, precise tax withholding, and seamless security permissions across your team.
| Navigation Step | Action Steps Required |
|---|---|
| 1. Locate Profile | Go to Employees → Employee Profiles List. Click the specific employee row. |
| 2. Open Job & Status | Select the "Job & Status" tab, scroll down to the Job Status panel, and click "Edit Status History". |
| 3. Update and Schedule Date | Select the new status (Active, Terminated, LOA) and choose the official effective date. For separations, select termination type (Voluntary/Involuntary) and confirm final payout configurations. |
| 4. Commit & Sync AMG | Click "Save". The integration engine automatically updates payroll calculations and updates biometric timeclock credentials on AMGTime. |
Fixing Timecards & Adjusting Lunch Rules
Reconciling exceptions, missed punches, and setting up compliance-mandated meal break policies inside the AMGTime software is essential to running accurate, dispute-free payroll runs.
How to Fix a Missed Punch
Navigate to AMGTime → Timecard Screen → Select Employee. Locate the date containing red exception markers (which flag missing clock-ins or clock-outs). Double-click the cell, input the correct shift times, assign an appropriate reasoning code, and click "Recalculate & Save".
How to Set Up Automated Meal Break Rules
Under California labor laws, maintaining strict control of lunch break rules is highly critical. Inside AMGTime, go to Rules → Pay Class → Lunch Rules. Configure the system to automatically flag exceptions or apply auto-deduct rules if employees exceed a 5-hour shift without clocking out for their required 30-minute break.
Syncing EarnHCM & AMGTime Profiles
Your workforce database automatically syncs, ensuring profile changes, status updates, or new hire assignments are mirrored between EarnHCM and AMGTime with zero dual entry.
Automatic Hourly Sync
The system is designed to run automated background syncs on an hourly cycle. This includes updates for active pay rates, department codes, home cost centers, and primary contact details.
Manual Immediate Force-Sync
If you have active onboarding tasks or need immediate timeclock access for a newly registered worker, navigate to Systems → Integrations Center → AMGTime Sync Panel and click "Force Sync Now" to synchronize profiles instantly.
Generating System Reports
The EarnHCM Reporting Engine provides instant access to clean labor audits, tax calculations, historical logs, and custom benefits reporting with built-in export parameters.
How to Run and Download Reports
Choose the Category: Go to Reports → Reporting Console → Select Category (e.g., Payroll History, Labor Allocations, Tax Filings, or Employee Censuses).
Apply Filtration Filters: Select the relevant date range parameters, payroll batch numbers, business regions, or specify certain employee classifications.
Run and Export: Click "Generate Preview" to audit the data online, then click "Export As" to instantly download highly formatted files in PDF, CSV, or raw XLSX spreadsheet formats.