Payroll
In this article, we will go through the different components of the Payroll Section in Aloha.
Process Payroll
AlohaABA's wizard will help walk you step by step through the payroll processing checks.
First, go the Payroll Icon in the Menu and Select "Process Payroll".
There are a few prompts that you may see before you process payroll.
- Make sure the Payroll period matches the payroll period from your Payroll Processor.
- Staff with Missing Payroll ID - This section is used to map earning codes to your 3rd party payroll processor. If you are using a payroll processor and have not mapped your codes please skip to the Payroll ID Mapping section. If you have already set up your codes you can simply add the Payroll ID of the staff on the Payroll ID column. If this section does not apply to you simply click Next.
- Timesheet Submission - The staff listed in this section have not submitted their timesheet. Staff can be paid even if their timesheet was not submitted. Instructions for Timesheet Submission.
Note: Submitting timesheets in Aloha is optional. If you require staff to submit timesheets for payroll, they can submit their hours to the payroll department by clicking the 
icon in the top right and selecting Submit Timesheet. This option can be changed by going to Settings --> Payroll --> General and under Timesheet submission, toggle to "No".
4. Cast Back Appointments - Shows you a list of all appointments that are in the system that have not been processed yet, and are OUTSIDE of the current pay period that you are processing. You can choose to "include" these appointments in THIS pay period, "exclude" them if they've already been paid, or "skip" if you want it to appear again in the next pay period you process.5. No Pay Appointments - Allows you to review appointments where the staff's earning code is set to No Pay. Be careful reviewing this section because the staff will not be paid for any appointments with a No Pay earning code. If you determined that the No Pay earning code is incorrect you can adjust it under the Earning Code column.6. Mismatched Appointments - Shows all appointments in which the verification time and scheduled time do not match.7. Incomplete Appointments - All appointments that have not been completed within the payroll period will appear in this section and be excluded from payroll cycle. Once these appointments are completed, they will appear as a Cast Back appointment during a later payroll period. Incomplete appointments must be completed in the schedule.8. Final Review - This is the final step of the payroll process. The last step is to review the appointments that are eligible to be paid. Once you are ready, click Finish.9. You can now View the report or save the payroll file to upload to your 3rd party payroll processor. You can view this again by going to Payroll > Payroll Summary, or to view it as an Excel file click Reports > Payroll Report.
Payroll ID Mapping
3rd party payroll processors assign an ID for each individual staff to determine their identity. Add the staff's payroll ID next to their name. This will ensure that the staff gets paid correctly when exporting the payroll file to the 3rd party payroll processor. Once completed, you can select your payroll provider in the Reports section, you can generate the Payroll upload file for your payroll processor. It is recommended to map Payroll IDs only if your organization has more than 30 employees. If you are interested in Payroll ID Mapping, contact your Customer Success Manager.
Payroll Summary
All payroll that has been previously processed can be accessed by selecting the Payroll Period and clicking Generate. The report will show a report with staff broken down by earning code and hours.
Overtime Calculations
Overtime is calculated based on calendar week which is Sunday – Saturday. PTO is not counted toward overtime as staff did not work. Overtime is not calculated as 1.5 times their rate if there are multiple rates of pay/earning codes on their profile. Instead, it is calculated by their rate plus half of their weekly weighted average rate (thus the 1.5x). This is the Fair Labor Standards Act, a federal law which applies to all states. Please visit www.dol.gov for details.
For example, let's say a staff is paid $30 per hour for Admin Time and $65 per hour for Regular Hour.
If this staff member worked 40 hours of Regular Hours this week, and one additional hour of Admin time, it will go into overtime. In this case, for that 1 hour of overtime, staff will be paid $30 + 1/2 (Weighted Average Rate). The Weighted Average Rate for the 41 hours worked is (40*65 + 1* 30)/41 = 64.14634. Therefore this one hour of overtime for Admin Time needs to be paid $30 + 1/2 (64.1463) = 62.07 for that one hour of overtime.
FAQ Payroll
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