Review Payroll Allocations

Open Allocations > Payroll from the sidebar to see what payroll GrantLink has received, where each cost is assigned, and which costs still need an answer.

The summary at the top of the page shows the payroll received, the amount assigned to grants, and the amount that still needs an answer. When every cost is assigned, the summary shows All payroll assigned to grants.

Choose a view

• All payroll shows every employee cost from the active payroll runs, with one row for each employee and earnings component.
• Needs attention shows only costs with an unresolved amount. A cost has an unresolved amount when it has no work evidence or when part of it is not assigned to a grant.
• Report shows a table of payroll by employee and grant for a pay-date range. See Payroll Reports and Snapshots.

When any cost has an unresolved amount, the page opens on Needs attention.

Select a payroll row to open its details. The panel shows the employee, pay date, component, and amount. It also shows the Initiative and evidence, the eligible grants, the current allocation, and the History of every evidence and allocation change.

Split a cost across eligible grants

The eligible grants come from the Initiative in the cost's work evidence. To split a cost across them, follow these steps:

1. Open the payroll cost.
2. Under Grant allocation, enter a percentage for each grant that the evidence supports. You can use up to two decimal places.
3. Check the assigned and unresolved percentages below the grants.
4. In Evidence for this change, name the evidence or the person who supports the split.
5. Choose Save changes.

The percentages can add up to less than 100%. GrantLink keeps the rest visible as unresolved and does not guess where it belongs. The percentages cannot add up to more than 100%.

GrantLink converts the percentages to amounts in whole cents. The grant amounts plus the unresolved amount always equal the payroll cost.

You can use the same steps later to change the percentages for a cost. GrantLink saves each change as a new entry in the cost's history.

Payroll on the grant pages

After you save an allocation, open the grant and choose the Allocations tab. When no filters are on, All allocations includes a separate Payroll group. The Payroll view shows only payroll. Each payroll row shows the pay date, employee, component, Initiative, amount, and whether the payroll run is matched to QuickBooks.

The grant's Overview tab also shows a Payroll assignments summary. The summary splits the payroll total into Awaiting QuickBooks support and Accounting supported. Only admins see payroll on grant pages.

GrantLink shows payroll amounts apart from recorded spend from QuickBooks, so the same cost is not counted twice.

Saves on the payroll page and changes in chat

When you choose Save changes on the payroll page, GrantLink records the change as your decision. GrantLink rejects the save if someone else changed the cost after you opened it. Reopen the cost and review the current numbers before you try again.

When you ask the assistant in chat to change an allocation, the assistant first explains the dollar change for each grant. It also confirms that total payroll expense does not change. GrantLink then shows the exact change with Approve and Do not approve buttons in the chat, and GrantLink saves the change only if you approve it.

Choose Ask about this payroll cost when you want the assistant to explain the evidence, the current allocation, or the unresolved amount for a cost. The assistant reads the same saved records that the payroll page shows.

What a payroll allocation changes

A payroll allocation changes the payroll reports in GrantLink. It does not change records in your payroll provider, paychecks, cash, payroll liabilities, or QuickBooks.

Payroll allocations appear only on the payroll page, in the payroll report and snapshots, and in the payroll sections of grant pages. Other GrantLink reports, such as Grants > Budget vs actual, do not include them. GrantLink does not let you match a QuickBooks expense line to payroll when that line already has a grant allocation in GrantLink. See Match Payroll to QuickBooks.