O-11-104 Weekly Payroll Pre-Batching
👤 RESPONSIBLE POSITION
Business Manager (or Designee)
🎯 PURPOSE
Through careful review of the reports described in the process below, the Business Manager will identify any errors, discrepancies, or questionable data which must be resolved weekly as part of preparation for payroll batching. Items found to be needing correction or follow-up may likely affect accuracy of payroll and clinical documentation and must be addressed timely.
🔄 PROCESS
Prior to beginning the steps below for final completion of payroll pre-batching, ensure that the following workflow tasks (for any visits through the latest week-ending date) have been completed:
- Review Visit Time Exception (for all employee types)
- Electronic Visit Verification Exception
- Visit Time Change Request (any that are not auto-generated)
It is also recommended to review some of these items (NVA console, visit overlaps, etc.) for visits and activities which occurred earlier in the current week to resolve issues sooner. This can prevent erroneous billing from being sent (which leads to additional difficulty in completing any corrections) as well as to avoid backlog when running final reports on Mondays and Tuesdays.
Completing the Payroll Pre-Batching process consists of reviewing the reports and consoles below for discrepancies or errors and resolving any issues found.
WEEKLY DEADLINE: Tasks one through nine below must be completed weekly for dates through the most recent past week-ending date, and all issues found must be resolved prior to Wednesday morning so that payroll and billing capture the data accurately.
Example: If today were Monday May 6th, the previous week ending date would be Saturday May 4th, and the tasks would be due to be completed prior to Wednesday May 8th.
- An exception: if the office is closed on Monday due to a holiday, this deadline is postponed by one day, meaning that that completion is due prior to Thursday morning.
To complete the payroll-prebatching process, the sub-processes below are intended to be completed in the order in which they appear, as any discrepancies, errors, or information approved through previous reports or consoles will affect subsequent reports.
If a process is not completely cleared yet (such as task number two below), you may begin reviewing and resolving issues found in subsequent tasks, but do not stage complete the task until you later come back to the task and it is entirely resolved.
Administrative Tasks tied to each of the processes below will generate in the Workflow Console on Monday mornings at 8:00 AM. Complete these in order and do not stage complete a task until it is completely resolved.
- O-14-301 Scheduling Requests Report: Identify Unscheduled Visits
- O-14-302 Worker Schedule Report: Identify Unverified Visits
- O-14-303 Client Visit Summary Report: Ensure Correct Self-Pay Billing
- O-14-304 Non-Visit Activity Console: Review & Approve/Decline
- O-14-305 Address Resolution Console: Review and Correct Unmapped Addresses
- O-14-306 Visit Time Audit Report: Identify Excessive Documentation Time
- O-14-307 Mileage Audit Report: Identify Excessive Mileage
- O-14-308 Detailed Mileage Analysis Report: Review Adjusted Mileage for Paraprofessionals
- O-14-309 Employee Payroll Audit Report: Review Times of Visits, Travel Times, Overlaps
Here is an example of the generated workflow for weekly payroll pre-batching:
Additionally: every other week on Wednesday, a task prompting completion of the following process will generate (this task is due by the following Thursday biweekly at 10:00am).
📅 Effective: 08.21.2025 | 🛠️ Revised: 05.14.2026 | ✅ Approved: JFJ