When Closed Payroll Period adjustments to visit/shifts are executed and approved, then these changes will be captured on the next Payroll period so long as the visit/shift was scheduled within the Carry Over & Adjustment date range set on the next Payroll Period established.
Payroll Period Overview
In System Settings > Accounting, admins can set the number of days allowed for adjustments after a period has been closed. The date is calculated from the date the period is closed. This only applies for adjustments made in the original period. Adjustments carried over into future periods are handled separately through Post-Period Adjustments.
A shift/visit that took place within a Closed Period can be identified from the Edit Shift Dialog
When a shift is Locked, unless you have Closed Period Adjustment permissions changes cannot be made to feed Payroll. The shift can be eligible for closed period adjustment for a specific number of days set by the agency in the AlayaCare settings.
What kind of adjustments are captured in post-period processing?
- change in approved quantity (duration)
- change visit start date-time
- change visit end date-time
- adjustment of a premium
- change in quantity
- change in premium code
- change in premium apply date
- change in service code
- change in pay code
- change in cancelled code
Adjustments can be made from Workforce Management > Shift Approval
Filter to the Approved shifts and by the shift/visit you are looking to adjust.
Alternatively, Adjustments can be made by Clicking on the shift/visit you need to adjust from a calendar view to open the Edit Shift Dialog
Note: you can always View Revisions from the Edit Shift Dialog to confirm that the edit you have made are correct or to review who and when changes to a visit/shift was made
Example: change in approved quantity (duration)
Make sure the changes made are Saved in order to be reflected as adjustments on the next Payroll Period.
Example: change visit start date-time or end date-time
For adjustments, it is recommended that adjustments be addressed through the Edit Shift dialog & Time Approval tab. This is because simply extending or dragging and dropping a visit/shift on the schedule using Edit Mode view does not approve that visit as an adjustment and it may be missed as an adjustment on the next Payroll period.
Example: adjustment of a premium
The same process can be followed for a change in premium code. If you had to change the premium apply date (the date in which the premium was added) you would need to change the quantity of the original premium to 0, save this adjustment, add the premium to the alternate visit/shift and Time Approved of the new premium added.