Rosters

Rosters organize employees into groups for payroll processing. This guide covers creating, managing, and using rosters effectively.

What is a Roster?

A roster is a group of employees who share the same payroll type and are processed together during a payroll run. Rosters help organize payroll by:

• Grouping employees with similar compensation structures
• Enabling batch processing of payroll
• Separating different employment categories
• Organizing by department or organizational unit

Roster List

Viewing Rosters

1. Go to Payroll > Roster
2. View all rosters in the system
3. See roster name, payroll type, and employee count
4. Filter by payroll type or organization

Roster Information

Creating a Roster

Step 1: Navigate to Create Roster

1. Go to Payroll > Roster
2. Click Create Roster

Step 2: Enter Roster Details

Step 3: Add Employees

1. After saving the roster, click Add Employees
2. Search for employees to add
3. Select employees from the list
4. Click Add Selected

Step 4: Save

Review the roster and save changes.

Roster Organization

Recommended Roster Structure

Organize rosters by employment type and organization:

Regular Employees - Main Office
├── Employee 1
├── Employee 2
└── Employee 3

Regular Employees - Regional Office
├── Employee 4
└── Employee 5

Contractual Employees
├── Employee 6
└── Employee 7

Job Order Workers
├── Employee 8
├── Employee 9
└── Employee 10

Naming Conventions

Use clear, consistent names:

Managing Roster Members

Adding Employees to a Roster

1. Open the roster
2. Click Add Employees
3. Search and select employees
4. Confirm selection

Removing Employees from a Roster

1. Open the roster
2. Find the employee to remove
3. Click the remove button
4. Confirm removal

Employee Assignment Rules

• An employee can belong to multiple rosters
• Each roster must have the same payroll type for all members
• Employees must have an employee setup matching the roster's payroll type to be included in payroll runs

Cloning Rosters

Clone existing rosters to quickly create similar groups.

How to Clone

1. Open the roster to clone
2. Click Clone Roster
3. Enter a new name for the cloned roster
4. Modify the employee list as needed
5. Save the new roster

Clone Use Cases

• Creating similar rosters for different organizations
• Starting a new period with same employee group
• Creating a backup before major changes

Roster Status

Active Rosters

Active rosters can be used for payroll processing.

Disabling a Roster

1. Open the roster
2. Change status to Disabled
3. Save changes

Note: Disabling a roster does not affect existing payroll runs that used this roster.

When to Disable

• Roster no longer needed
• Reorganization of employees
• Payroll type discontinued
• Temporary suspension of processing

Using Rosters in Payroll Processing

Selecting a Roster for Payroll

1. Go to Payroll > Processing
2. Click Create Payroll Run
3. Select the roster to process
4. System will include all employees in the roster

Roster Validation

Before processing, the system checks:

Processing Multiple Rosters

To process multiple rosters in the same pay period:

1. Create separate payroll runs for each roster
2. Process each run independently
3. Consolidate reports as needed

Roster Reports

Available Reports

Generating Roster Reports

1. Open the roster
2. Click Reports
3. Select report type
4. Export or print

Best Practices

Roster Organization

• Group by payroll type first
• Then by organization or department
• Consider reporting requirements
• Keep roster sizes manageable

Naming Standards

• Include payroll type in name
• Include organization if applicable
• Add year or period for time-bound rosters
• Be descriptive but concise

Maintenance

• Review roster membership periodically
• Remove separated employees promptly
• Add new hires before their first payroll
• Archive unused rosters by disabling

Before Payroll Processing

• Verify all employees have setups
• Check for new hires to add
• Confirm separations are removed
• Review any employee status changes

Common Issues and Solutions

Issue: Cannot Add Employee to Roster

Possible Causes:

1. Employee doesn't exist in the system
2. Employee already in the roster
3. Permission restrictions

Solutions:

• Verify employee record exists
• Check if employee is already a member
• Contact administrator for access

Issue: Payroll Run Missing Employees

Possible Causes:

1. Employee not in roster
2. Employee missing payroll setup
3. Setup year doesn't match payroll period

Solutions:

• Add employee to roster
• Create employee setup for the payroll type
• Verify setup year matches

Issue: Roster Has No Employees

Possible Causes:

1. Employees not yet added
2. All employees removed
3. Viewing wrong roster

Solutions:

• Add employees to the roster
• Verify correct roster is selected
• Check if roster is for current period

Issue: Cannot Process Roster

Possible Causes:

1. Roster is disabled
2. No employees have setups
3. Payroll type has no items

Solutions:

• Enable the roster
• Create employee setups
• Configure payroll type items

Roster Workflow Summary

1. Create Payroll Type
   └── Define payroll items and structure

2. Create Roster
   └── Assign to payroll type and organization

3. Add Employees
   └── Populate roster with employees

4. Create Employee Setups
   └── Configure payroll amounts for each employee

5. Process Payroll
   └── Run payroll for the roster