Sending hours to payroll

Once hours are reviewed, they go to whoever runs your payroll. In this video you'll pick a site and dates, read the hours and the checks, choose your payroll provider, download the file, and see the CMS PBJ section for nursing homes. One thing first: MedAligna exports hours. It never calculates pay. Open Exports. We capture hours exactly and hand them to whoever runs your payroll. We never calculate net pay, never withhold or file tax, and never move money to an employee. Because those hours feed a real paycheck at your provider, getting them right is the part we're strict about. Choose the facility, and the first and last day of the pay period. Here, last week. Then press Show hours. You get the totals, then a line per person: employee ID, role, number of shifts, hours, and the source. Maya and Luis clocked in and out, so their hours are Clocked: what they actually worked, less their breaks. Priya and Grace didn't use the clock, so their hours are Scheduled, taken from the roster. Under Check before you send, anything that could trip up your payroll is listed. Grace has no employee ID, and payroll systems match people on their own identifier. And six shifts are rostered hours rather than clocked hours, which matters if you pay from the clock. Fix these before you send, not after. Tell it which payroll you use, once, and that provider's route goes first on this screen. We'll choose Gusto, and press Save. All hours, CSV, is one row per shift, with names, employee IDs, roles, dates, times and hours. It opens in Excel, and imports anywhere that lets you map columns. Here's what's inside: every row says whether its hours were clocked or scheduled. Further down, each provider has its own note: Gusto takes the CSV directly; ADP has a ready-made RUN import once you enter a few values from your own ADP account; and for QuickBooks Time or Paychex, you paste the header row from their template and the file comes out in exactly their columns. Each note says which documentation we checked it against, and when. Read it before your first run, not after. If you're a nursing home, the Payroll-Based Journal file is generated from the same hours, in the format CMS accepts. CMS sorts hours by job title, so each role needs its CMS job code. A suggestion is made from the role's name; check it and press Confirm. The PBJ section lists anything that would stop a filing, in plain words: the facility's CMS submission ID and state, any role without a job code, people without an employee ID or a pay type. Once the list is clear, the quarter's file is ready to build. So, to send hours to payroll: pick the site and the pay period's dates, read the checks and fix what they flag, choose your provider and download its file. Nursing homes get the PBJ file from the very same hours. And remember: we send hours; your payroll provider runs the pay.