TLDR
- Follow a three‑step workflow for each export exception: trace data origin, align payroll rules, and audit outputs (gross, deductions, net) with a single root cause and fix.
- Implement safe fixes: lock wage_class at shift start, use multi‑rate capture with prorate, auto‑suspend ghost shifts, and require supervisor sign‑off for overrides.
- Keep auditable CSV/JSON payloads and export logs, including mapping fields, timestamps, and user IDs to support traceability.
- Track key KPIs per exception (auto‑resolve rate, avg triage time, delta accuracy, audit completeness) and maintain concise triage notes for each event.
Symptom checklist
Ghost shifts, manual Excel patches, union dues mismatch, pay‑class flips, manually split rate entries, and pre‑tax overrides are the common symptoms. The team should log each symptom with a timestamp and source system when first seen.
- Export Exception
- Field mismatch that blocks payroll export (for example: missing wage_class or invalid deduction_code).
- Split Shift
- One workday with segmented pay rules — multi‑rate capture versus a post‑hoc manual split.
- wage_class
- Payroll classification that determines hourly rules and tax treatment.
- deduction_code
- Identifier used to map benefits and union dues to ledger accounts.
Frictionless inspection mindset
Scope fast. Detect which mode is active and map the data path from time entry → payroll engine → pay output. Keep notes short and concrete.
- Detect modes: Look for ghost shifts, split rates, wage_class flips, pre‑tax overrides, deduction mismatches, duplicate punches.
- Capture fields: punch_id, shift_id, start_ts, end_ts, wage_class, deduction_code, source system, and raw timestamps.
- Short log rule: record one‑line cause and one suggested fix per exception.
Quick detection rules (tap for examples)
- Time gaps: any gap between start_ts and next start_ts > 12 hours may indicate a ghost or cross‑day punch.
- Duplicate punch_id: treat as suspect until supervisor confirms.
- Out‑of‑range hours: single shift > 20 hours — flag for approval.
Stepwise diagnostics (timestamps, export logs)
Use a three‑step workflow for each export exception. Keep the language simple and repeatable.
- Data trace: verify raw fields and origin (timeclock export, mobile punch, or manual edit).
- Rule alignment: confirm intended wage_class and deduction_code versus applied values.
- Output audit: compare gross, deductions, taxable, and net; record the delta and the single root cause line.
Export log checklist (expand for a copyable checklist)
- Confirm punch_id and shift_id match schedule approval.
- Validate start_ts/end_ts formats and timezone.
- Check wage_class and deduction_code presence and allowed values list.
- Record the exact export error message and line number if present.
Timesheet fixes and sample diffs
Apply repeatable, low‑risk fixes. Prefer capture at source and minimize manual edits.
- Lock wage_class at shift start so a later pay‑band change does not alter an existing shift.
- Use structured multi‑rate capture (rate_slots + prorate) rather than manual splits.
- Auto‑suspend ghost shifts until a supervisor approves or reconciles them.
- Restrict pre‑tax overrides to designated approvers and require a rationale.
| Issue | Fix | Status |
|---|---|---|
| Ghost shift | Reconcile shift_id vs approved schedule; suspend mismatches | auto‑suspend |
| Split‑rate | Single capture with rate_slots and prorate algorithm | prorate |
| Wage_class flip mid‑shift | Capture original wage_class at punch and record any later changes as metadata | lock at start |
| Manual split entry errors | Enforce validation rules on split rows; require supervisor signoff | require signoff |
| Notes: Use reconciliation formula abs(time_system_hours - payroll_hours) / time_system_hours < tolerance. Suggested tolerance: 1–2%. Search keywords: timesheet reconciliation, split rate prorate, auto‑suspend ghost shift. | ||
Example check: expected_hours vs payroll_hours. If abs( time_system_hours - payroll_hours ) / time_system_hours < 0.02, accept; otherwise escalate.
Mapping dues to GL / account
Use a clear mapping sequence and track KPIs per exception.
- Mapping order: deduction_bucket → union_code → rate_per_hour × paid_hours → GL account.
- Record each mapping change with timestamp and user_id.
| Field | Value type | Notes |
|---|---|---|
| deduction_bucket | String | High priority selector for mapping rules |
| union_code | Code | Maps to a destination GL account |
| rate_per_hour | Decimal | Used to compute dues when dues are % of pay |
| paid_hours | Decimal | Hours used in the calculation |
| Considerations: include audit fields (mapping_ts, mapped_by, source_file). Search terms: union dues mapping, payroll GL mapping, deduction bucket reconciliation. | ||
KPIs to track per exception: auto resolve rate, avg triage time, delta accuracy (%), and audit completeness (%). Roll up per paycycle and quarterly.
Pre‑tax override rules and CSV audit columns
Restrict overrides. Log who, when, and why. Keep CSV exports simple and auditable.
- Only authorized approvers may toggle pre_tax_flag.
- Require rationale and link to a ticket or approval record.
- Record override timestamps and the original value for rollback.
Minimal CSV audit header (expand to copy)
shift_id,start_ts,end_ts,wage_class,pay_rate,paid_hours,deduction_code,pre_tax_flag,override_by,override_ts
Keep one row per shift. Do not include calculated totals in the same CSV to avoid accidental edits.
Pre‑export validation & golden payload
Run automated checks against a golden payload. Sample checks are quick and deterministic.
Minimal JSON golden payload (expand for copy)
{"shift_id":"S123","start_ts":"2025-09-12T08:00Z","wage_class":"TECH","pay_rate":45.00,"hours":8}
Use this as a schema example. Confirm the payload fields and types match each export row before release.
Adopt scenario sampling plus golden‑rule comparison. Ensure naming is deterministic across systems and fixes are idempotent.
Use decision analytics to quantify the impact: gross delta, over/under deductions, and the number of manual edits prevented per paycycle.
Final notes and practical checklist
Keep notes brief. Each exception should have: one cause, one recommended fix, and a recorded owner. Run regular sign‑offs and archive export logs for audit.
Quick triage checklist (expand)
- Log source system and raw export line.
- Identify the missing or mismatched field.
- Apply the low‑risk fix if safe; otherwise suspend the record and route for approval.
- Record resolution time and closure reason.
ghost shifts, manual Excel patches, union dues mismatch, pay-class flips, pre-tax overrides, time entry, payroll engine, pay output, export exception, wage_class, deduction_code, punch_id, shift_id, start_ts, end_ts, source system, log timestamp, root cause, suggested fix, data trace, rule alignment, output audit, delta, root cause line, auto-resolve rate, avg triage time, delta accuracy, audit completeness, golden payload, minimal JSON, deterministic naming, idempotent fixes, scenario sampling, supervisor signoff, CSV audit header, mapping to GL, union_code, deduction_bucket, rate_per_hour, paid_hours, mapping_ts, mapped_by, source_file, auto-suspend, lock wage_class at start, rate_slots, prorate, timesheet reconciliation, tolerance, abs(time_system_hours - payroll_hours) / time_system_hours, cross-system consistency, end-to-end data path, export logs, quality checks, validation progress, triage coverage, categories: payroll integrations, reporting audits