So you’ve got your payroll integration(s) and pay cycle(s) all set up. Excellent! Now it’s time to review your payroll data, then sync with your payroll system(s).
Use the streamlined payroll dashboard(s) and proactive alerts to spot and resolve issues and validate data - pre-sync.
Get the most out of Bob
Payroll hub seamlessly maps, transforms, and syncs to your payroll system, saving hours of your time every pay cycle. If you ever need to refer to a previously closed cycle, you can download a report in just a couple of clicks.
Bob will indicate when the last cycle occurred and what data issues require fixing before submitting to the payroll system, specifically noting each data issue per person with the ability to resolve them right from your screen.
How to read payroll dashboards
When you enter Payroll hub, you’ll see one or more pay cycles set up and activated by your organization. Each pay cycle can be viewed at a high-level, summary view, or in-depth, where all time-off activities related to that policy can be reviewed.
The following information can be viewed from the Payroll hub dashboard.
Cycle: the name given to the cycle, e.g., UK Monthly, US Bi-Weekly, etc.
Open status: a cycle to which relevant employee data is being inputted to the relevant pay cycle reports
Pending review status: a cycle that is about to close and requires the pay cycle owner’s review and action before its end date
Complete status: a cycle for which all data has been synced with the target payroll system
Closed status: a cycle that has ended and is passed its pay day
Note: Although a cycle is closed, its data may still be synced to the payroll system or reviewed via a downloadable report.
Cycle range: the first to last date of each pay cycle. The cycle opens on the first day of the range and is closed on the last day of the range. Once the pay day of the cycle has passed, it will move to Closed cycles, where it can still be synced to the payroll system.
Review date: a review date set on or before the cycle’s end date for the pay cycle owner(s) to manage and sync the data between Bob and the payroll system
Pay day: the day in which the organization pays its employees in that pay cycle, occurring on or after the last day of the cycle range
How to review a current pay cycle report
- From the left menu, select Payroll.
- In the Open Cycles tab, click the arrow to the left of the desired pay cycle.
- Select the pay cycle report you wish to view.
You’ll be able to review everyone whose data matches the required payroll data as of today, e.g., an employee whose promotion was recorded in Bob today will appear in the Employee Changes Report today along with anyone else who was promoted within the Cycle range dates.
- New Employee Report: This report type includes new hires in a given cycle range. Employees will be added to a cycle because their Bob user creation date or official start date occurred within the cycle’s date range, whichever is chosen when you set up a pay cycle.
- Employee Changes Report: This report type includes changes made during a given cycle range. Changes include salary changes or job title changes as set up in the selected payroll system integration. Employee data changes will be highlighted in this report.
- Termination Report: This report type includes terminations during a given cycle range. This includes employees leaving permanently as set up in the selected payroll system integration.
- Within the report, click and drag each column to change the layout of the columns, and click on a column tile to sort data in alphabetical orientation (A-Z or Z-A) or numerical orientation (from smallest-to-largest or largest-to-smallest) in the entire table (optional).
- Use the column picker to the left of the download icon to reorder column fields.
Note: You cannot add or remove fields using the column picker, but you can reorder them for your review. Fields can be added or removed in the pay cycle configuration. To learn more, see Set up a pay cycle.
- Select the Report type dropdown menu to select the pay cycle’s report types (optional).
- Select the Cycle dropdown menu to select overlapping cycle reports by selecting a different cycle report, e.g., a cycle from Nov. 1-14 is pending review while the cycle from Nov. 15-Nov. 30 is open (optional).
- Select the Status dropdown menu to select Pending, the person’s information has yet to be synced or exported, or Complete, the person’s information has successfully been synced (optional).
How to sync and download current and previous pay cycle reports
Depending on how the pay cycle was set up, you’ll be prompted to sync the data to the payroll system or export it. You can sync and download a pay cycle report at any time.
After the cycle is closed, the payroll data reports are still available for sync and download in the Closed Cycles tab in Bob’s Payroll Hub.
- From the left menu, select Payroll.
- In the Open Cycles or Closed Cycles tab, click the arrow to the left of the desired pay cycle.
Tip: To locate particular Closed Cycles, you may scroll down the page, filter per pay cycle using the Pay cycle dropdown menu, then click Apply; or click Advanced Filters with specific conditions by clicking + Add condition and selecting conditions from the dropdown menus, then click then click Apply; or enter the Pay cycle name, target format, report type, or report name in the Search bar.
- Select the pay cycle report you wish to view.
- Select the data you wish to sync, then click Sync.
Tip: You can sync all people's data at once, or scroll or search for specific people, then mark the checkboxes to the left of the particular people you'd like to include, and the number of people selected will be written in parentheses.
- Click the three-dot menu to the right of the report, then select Download.
Your selected past payroll cycle report will be ready for your review in a .csv file.
- Bob will indicate when the last cycle occurred and what data issues require fixing before submitting to the payroll system, specifically noting them per person with the ability to resolve them right from the screen. Once resolved, you may sync/export again.
- If you set up a pay cycle sync schedule, the pay cycle summary page will also include an indication strip at the top of the page with the sync details and an option to Edit an upcoming scheduled sync. This page will also have a Schedule sync button and a Sync all button. A notification strip will also appear with the last and next sync dates and times.
- If you have not set up a pay cycle sync schedule, the pay cycle will only display a Schedule sync button, a Sync all button, and a notification strip with the date and time of the last sync.
How do I locate a specific Closed Cycle?
You may scroll down the page, filter per pay cycle using the Pay cycle dropdown menu, then click Apply. You can also click Advanced Filters with specific conditions by clicking + Add condition and selecting conditions from the dropdown menus, then click Apply. Alternatively, you may enter the Pay cycle name, target format, report type, or report name in the Search bar.
I scheduled a sync using the sync automation step. Why didn’t it sync at the time I set it?
Occasionally, the sync will occur a few minutes after the scheduled sync. If this problem persists, check to see if the sync was successful via your email or check your sync integration to ensure it is working correctly.
Why are my new hires not being shown in the New Employee Report?
New hires should appear in the report if the Hired lifecycle condition has been selected for this payroll provider. From the left menu, select Settings > Pay cycles. On the payroll provider tile, click Manage. In the Assign to section the Lifecycle status equals Hired should be displayed. If it is not, select the Select by condition radio button, click Edit, click + Add condition, select By field and select Lifecycle status equals Hired.
Why are employees terminated in this cycle not being shown in the Termination Report?
Terminated employees should appear in the report if the Terminated lifecycle condition has been selected for this payroll provider. From the left menu, select Settings > Pay cycles. On the payroll provider tile, click Manage. In the Assign to section the Lifecycle status equals Terminated should be displayed. If it is not, select the Select by condition radio button, click Edit, click + Add condition, select By field and select Lifecycle status equals Terminated.
Can I limit the Employee Changes Report to show only employees in Pending status?
Sure! When you open the report, from the Status dropdown at the top of the screen, select Pending.