Pay registers are a record of what has been paid to an assignee by a payroll system. In order for an assignee's secondary payroll system(s) to have knowledge of the total wages reported for an assignee, a shadow payroll report should be sent from a primary payroll system (where pay registers are entered) to secondary payroll systems, or vice versa, that are also making payments to the assignee.

Shadow Payroll reporting also supports sending pay register data from the secondary pay register to the primary payroll system for reporting.

Pay registers are a record of what has been paid to an assignee by a payroll system.

When a pay register is added to the system, the system calculates and stores the amounts in the pay register in the following currencies: System Currency, Company Currency, Host Currency, and Home Currency, Primary Payroll System currency and Secondary Payroll System currency. A user report can be created to view the currency true up amounts. Please see the User Report guide for an example report.

Each of the fields is displayed on the standard shadow payroll report (see ex. here).

On the Pay Register tab of the Payroll System screen the following should be configured for all pay registers that will be entered for a particular payroll system:

See Pay Register Import & Pay Register Primary and Secondary Import

Once the configuration is complete, pay register data may be entered manually through the Pay Register screen on the Assignments tab.

Pay registers are a record of what has been paid to an assignee by a payroll system. In order for an assignee's secondary payroll system(s) to have knowledge of the total wages reported for an assignee, a shadow payroll report should be sent from a primary payroll system (where pay registers are entered) to secondary payroll systems, or vice versa, that are also making payments to the assignee.

An assignment must be set-up with both a From Payroll System and a To Payroll System prior to being able to create pay registers. A primary payroll system must also be chosen. The pay register will be created for the primary payroll system. Click

to create a new Pay Register.

Select the Payroll System and Pay Date and click

to proceed.

Unapproved pay registers with true up can have a true up amount in the System Currency, Company Currency, Host Currency, and Home Currency based on the Primary Payroll System currency. A user report can be created to view the currency true up amounts.

The pay register data will be sent to the secondary payroll system by way of the shadow payroll report. Note, shadow payroll reporting also supports sending pay register data from the secondary pay register to the primary payroll system for reporting.

A Manual Adjustment can be created for pay registers that have already been sent to payroll. A manual adjustment record doesn't need to be marked as approved; it is available for the shadow payroll reporting process as soon as the adjustment is saved. Based on the "Up to and Including Pay Date" logic, the manual adjustment will then be picked up on the next shadow payroll reporting process.

Once added to the pay register, an adjustment will appear as Account Description (adjustment). The link will take you to an editable version of the adjustment.

A Primary Wage code will be displayed during pay register data entry. This is the Wage Code when Primary value from the Wage Codes tab of the Payroll System screen. When pay register lines are sent to the secondary payroll system as a shadow payroll report, another wage code will be applied to the data. This value is the Wage Code when Shadow- Secondary for the secondary payroll system. When line items are To shadow secondary line items to the primary payroll system, a value must be entered into the Wage Code When Shadow - Primary.

There is a System Preference to 'Show the Payment Location on the Pay Register' if you would like to see (or not see) whether the payment location is the Home or Host set the preference accordingly.

Pay registers will always be read-only when it has been sent to payroll. To remove Payroll Sent dates from pay register lines the payroll reporting batch will need to be deleted. The process of deleting the batch will remove the payroll sent dates from the pay register lines.

The standard Shadow Payroll Report includes detail for both the data entered for the primary payroll system and the translated account information, wage codes and currencies for the secondary payroll system.

To assist with situations where you are not going to receive pay register data back from the primary payroll system an “Automatically Import to Pay Registers” feature exists and can be configured on the Pay Register tab of the Payroll System screen.

The Automatically Import to Pay Registers field has four possible values. It is set to **Please Select** by default. This feature is turned off for this payroll system if the value selected is **Please Select** or “Not Applicable”. It is turned on if either of the other two values is selected.

From Primary Payroll Worksheet Line Items Only: This setting will create pay register line items for amounts being paid by Primary Payroll. It mirrors the transactions that are reported to payroll. For the Total Compensation methodology it would include the 100% primary transaction as well as any primary deduction transaction for amounts paid by secondary. It would not generate pay register data for secondary payment amounts, even if they are routed to primary for payment.

From All Worksheet Line items: This setting will create pay register line items for all amounts regardless of who is paying them. For the Total Compensation methodology it would include the 1)% primary transaction, the primary deduction transaction, and the secondary payment transaction (assuming a portion was paid in the secondary location).

This logic is triggered by the creation of compensation worksheet transactions. The pay register data will be created when transactions are created on an individual compensation worksheet, through a transaction batch, or by the Compensation Control Panel. If the transactions are undone, the pay register data will be deleted.

A pay register import history record is created each time this logic runs. This provides a method for deleting the pay register data though a batch if it is created by mistake. The description of the import history record will indicate that it came from an “auto import”.

The logic creating the pay register data ignores the Do Not Create Transactions field on the compensation worksheet line items. It will create pay register data even if this checkbox is checked.

Pay Registers that are automatically created through this process are always created in Approved status. This is always the case even if the Pay Register has issues. For example, an automatically created pay register that is missing a primary to secondary exchange rate will still be approved.

1. Define the appropriate payroll report(s) to be generated for shadow payroll reporting. The standard production report is called Shadow Payroll Report. Any report (including user reports) that should be created during the shadow payroll reporting process should be added to the shadow payroll process section of the Reporting tab on the Payroll System screen.

2. Make sure that the external Payroll Contact(s) has payroll type access for Shadow Payroll. Access by payroll type is specified on the user screen for users of type External Payroll.

3. Create a Payroll Reporting Batch. This is executed from the Payroll Reporting menu under the Companies tab. Select the payroll system and pay period that you would like to run the report for. This will generate shadow payroll reports for assignees that have a secondary payroll system equal to the payroll system specified in the batch.

4. Publish the batch to the Payroll Portal. This will notify the external payroll contact that a new file is ready for download.