Export Payroll
Go to Action > Payroll > Search (by Batch or by Caregiver) to view Payroll batches once created. The system organizes the Batch Search results in the following format:
The Caregiver Batch Search shows how much each Caregiver is earning, whereas searching by Batch summarizes the information to display the Total Amount billed.
From the Caregiver search results, click the Delete
icon to delete a specific Caregiver from the batch. On the batch search results, the delete icon removes all visits included in the batch. Only the most recent batch can be deleted.
To export a Payroll Batch from the HHAeXchange system, click the Export link from the Payroll by Batch.
The Payroll Batch is exported to the user’s computer in a specific format, which can then be sent to the Agency’s Payroll Provider. This document contains all the information the Provider requires to generate pay checks for your Agency.
Each Payroll Export file format is different, depending on the Agency and the information required by their Payroll Provider. Export file formats are configured during the initial implementation and can only be adjusted by HHAeXchange Technical Support.
Typically, the Payroll Export includes information about a Caregiver’s work hours and Pay Codes for each visit. However, in some cases a Payroll Provider may require additional demographic information (such as the Caregiver’s taxes, dependents, or wage garnishment). If this is not maintained directly in the Payroll Provider’s system, then this information can be entered on the Caregiver’s Payroll Info page, and then included in the export.
Making an Adjustment refers to altering a visit that has already gone through billing and payroll. An adjustment may be required when a clerical error is made (not caught by the system in an Exception page). To make an Adjustment the visit must be un-billed (removed) from an invoice.
For example, if a visit is billed for 4 hours when it actually lasted 5, then the visit can be un-billed and adjusted to reflect the proper number of hours. Once the visit has been processed in a new invoice, the system logs a payroll Adjustment of +1 hours. This hour is included in the Caregiver’s next paycheck.
