Upload and Approve Extra Pay in TRAXPayroll

How do I upload and approve extra pay in TRAXPayroll?

Purpose: This help guide will show you how to approve extra pay, such as expense reimbursements, in TRAXPayroll before running payroll so that they get automatically pulled into the current payroll run. You can also learn how to upload extra pay in bulk using a template file to streamline the process. 

Did you know you can easily upload extra pay in BambooHR? Click here to learn more!

Approve Extra Pay

Go to the Approve Extra Pay tab under Payroll Center to get started.

Add Extra Pay

Administrators can add additional pay for individual employees by going to the Approve Extra Pay tab under the Payroll Center. Click Add Additional Pay/Expense to add a new item, click Edit next to an existing item to make changes, or click Delete to remove the applicable expense.

After choosing to add or edit additional pay or expenses, you will see a new screen. This is where you can add details about the extra pay. 

  1. Employee name: Select the employee from the drop-down list. Check the Show Termination box if you want to include terminated employees in the list. 
  2. Show Termination: If selected, this will show terminated employees in the drop-down list.
  3. Post Date: This date must fall within the payroll period start and end dates. If not, it will not be in the payroll run. 
  4. Job Name: You can add this for tracking additional pay for specific jobs, but it is optional.
  5. Pay Type: Select the pay type from the drop-down list. If you need to add additional pay types, contact our Support team.
  6. Amount: Enter the extra pay amount. 
  7. Reference Code: You can add this code to categorize extra pay information, but it is optional. 
  8. Note: The optional note field is for any notes about the extra pay you would like to include.
  9. File to Upload: You can upload PDF documents to confirm the charges, such as expense receipts. 
Approve Extra Pay

Check the box next to the extra pay records that need approval. Then, click Approve Selected. If you need to change or remove a record, use the Edit or Delete link next to the record.

Once the extra pay is approved, it will include in the payroll run. If you do not want to have the extra pay in your payroll run, you will want to wait to approve the extra pay until you would like to include it in payroll.

Review Approved Extra Pay
  1. Search Section: Click on the Search section to filter the list of extra pay records. 
  2. Approved & Ready for Payroll Processing: Select this option to see all extra pay records approved and are ready for processing. Click Search.
  3. List of Approved Extra Pay: Review the list of extra pay records for processing during this payroll run. Keep in mind only extra pay records with a post date during this pay period will be in the payroll run. 
  4. Unapprove Selected: Check the box next to any extra pay records that should be unapproved and then click Unapprove Selected.

Do you know you can also preview additional pay while running payroll? You will find this in the bottom left corner of Step 2 of payroll.

Upload Extra Pay

Before uploading extra pay, make sure that any company-specific pay types on your file upload are added to TRAXPayroll by contacting Payroll Support. They'll need to know the exact name of the pay type, if it's payable (yes/no), if it's taxable (yes/no), and if it should be reported in a specific box on the W2.

To upload your extra pay file, go to the Upload Extra Pay tab in the Payroll Center. 

  1. Format Type: You can upload files using Employee ID, Employee Number, or SSN as the unique identifier. These identifiers are on the employee's BambooHR profile
  2. Import File: Click Choose File and select the file you would like to upload. 
  3. Format: Click Upload Specifications to access the template required for uploading deduction information. (See example below.)
  4. Next: Once you have chosen your format type and import file, click Next to upload your additional pay.
Editing the uploaded extra pay

After uploading your file, you will have two options to edit the uploaded extra pay to ensure the information is accurate: Edit Pay Type and the Imported Pay Additional List.

Edit Pay Type

In the Edit Pay Type section, you can choose to edit the pay type codes (found on your upload spreadsheet) to match your pay types in TRAXPayroll. Click Edit, type in the new name under Pay Type Code, and then choose Update to update the record.

Pay Types are in TRAXPayroll, and Pay Type Codes are on your spreadsheet. In many cases, these will be identical. However, there are times when admins use a different name on their import which mandates this important step. For example, in TRAXPayroll, it may be called Cell Phone Reimbursement, but the spreadsheet calls it Cell Phone or CP. For the list of standard extra pay types, click here!

Imported Pay Additional List

Under the Imported Pay Additional List section, you can make edits to uploaded data to make sure that all records import successfully.

  1. Status & Reason: In the table, you can check the status of each record. If a record has failed to import, you will see the reason why.
  2. Edit & Delete:  You can click on Delete to eliminate unneeded records. You can click on Edit to make changes to any records as needed.
  3. Make Edits: You can make necessary edits to records to make sure they will transfer into TRAXPayroll successfully.
  4. Update & Cancel: Once you have made your edits, click Update to save the changes or click Cancel to void the changes. 
Save & Validate

Once you have made necessary changes to pay types, job codes, and the Imported Pay Additional List, click Save and Validate to save all changes and check the new status of each record.

After saving and validating your updates, be sure to check that all statuses now show as Successful. Click Finish to finalize your import. You will then see a confirmation screen that lets you know your import was successful.

Once you have the additional pay import finalized, go back to the Upload Extra Pay tab in the Payroll Center and change the Already Uploaded status to Confirmed. Here, you can see the additional pay that is confirmed and ready to be pulled into your payroll run. The file will pull into payroll automatically as long as the post date is on or before the end date of the pay period. You can confirm the filing is pulling in by clicking Preview Additional Pay/Expense at the bottom of Step 2 or by clicking the Additional Pay/Expense report in Step 3.

Did you know we have a BambooHR Learning course that will help you get familiar with the basics of TRAXPayroll? Click here to learn more about what is included in this course.