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Company Status & Parallel Payroll Process

To establish clear procedures for managing company setup in Conversion Status, processing parallel payrolls, and ensuring accurate data validation before a client transitions to live payroll. This SOP ensures both the Implementation Team and the cli

Scope

This process applies to all Implementation Specialists responsible for new client onboarding, payroll setup, and pre-live testing (parallel payrolls).

1. Company Status

Objective

Ensure the company is placed in Conversion Status within isolved.

Procedure

  1. Navigate to the client’s company profile in isolved.

  2. Confirm or change the Company Status to Conversion.

  3. This status allows both the Implementation Team and the client to work in the system simultaneously without affecting live data.

  4. Verify that no production payrolls can be processed while in Conversion Status.

2. Payroll Run Type

Objective

Set up and manage a parallel payroll for testing and comparison.

Procedure

  1. There is no need to create a special payroll run type. The system will use the next scheduled process automatically.

  2. The purpose of a parallel payroll is for data comparison only — not live processing.

    • The client will use this run to preview reports and compare to their prior provider’s data.

  3. The Implementation Specialist must use source data (prior provider payroll register) to load all payroll data to ensure complete accuracy.

  4. Confirm that no processing or check generation occurs during this phase.

3. Client View

Objective

Allow the client to preview payroll data for validation.

Procedure

  1. Regular check information may be:

    • Imported using the Timecard Import feature, or

    • Manually keyed in as Additional Checks.

  2. The Client User can view and validate their payroll data under:

    • Payroll Processing → Preview Payroll

  3. Encourage the client to review:

    • The Payroll Register Report, which will mirror their previous provider’s register.

    • Key comparisons including hours, earnings, deductions, and tax amounts/jurisdictions.

4. Check Types

Objective

Clarify which check types can be safely used during conversion payroll.

Procedure

  1. Regular Checks – Add data via Timecard Import (hours, bonuses, commissions, etc.).

  2. Additional Checks – May be keyed manually at the client level.

  3. Salary Checks – No keying required. The system will auto-calculate salaried employee pay as if live.

    • To test auto-pay decrement, upload salaried hours via the Timecard Import to Regular Checks.

Important:
Do not enter deductions, taxes, or other calculated items manually. Allow isolved to calculate these automatically to ensure accuracy.

5. Data Entry & Payroll Preview

Procedure

  1. Navigate to Payroll Processing → Payroll Entry → Time Entry Grid.

  2. Enter or import hours and earnings into the correct columns.

  3. Once data entry is complete, preview reports by selecting Preview Payroll.

  4. The Payroll Register Report is the most critical for comparison.

    • Compare prior and current data for:

      • Hours/Earnings

      • Deductions

      • Taxes (amounts and jurisdictions)

6. Implementation View

Objective

Provide Implementation Specialists with the correct tools to process and review conversion data.

Procedure

  1. Use the Process Payroll screen instead of the Preview Payroll screen.

    • The Preview Payroll screen will not reflect conversion data accurately.

  2. Expect to see exceptions on the report indicating “regular checks ignored.”

    • This is expected and acceptable for conversion payrolls.

  3. Only checks related to prior balances should process during this phase.

7. Clearing Data After Client Review

Objective

Ensure system readiness for first live payroll.

Procedure

  1. Once the client has completed their review:

    • Clear all preview data using one of the following:

      • Remove Pending Checks, or

      • Data Import Undo.

  2. This step ensures a clean slate for the first official payroll process.

8. Reviewing Variances

Objective

Identify and resolve discrepancies between isolved and prior provider data.

Procedure

  1. Review variances between the client’s prior payroll and the parallel payroll.

  2. Determine if each variance is acceptable or requires correction:

    • Acceptable Example: Employee completed a new W-4; withholding differs.

    • Unacceptable Example: Incorrect deduction or earning without any setup change.

  3. Document all findings in the Pay Item Variance Template located in SharePoint:

    • File name: Pay Item Variance Template.xlsx

    • Location: [SharePoint Path]

  4. Schedule a Variance Review Call with the client to:

    • Review all differences

    • Confirm resolutions or corrections

    • Discuss next steps and go-live readiness

9. Responsibilities

Role Responsibility
Implementation Specialist Set company status, load payroll data, manage parallel payroll, and review variances.
Client User Review reports, confirm data accuracy, and report discrepancies.
Implementation Manager Oversee process adherence, ensure timely variance resolution, and approve go-live readiness.

10. Quality Control Checklist

Before marking conversion complete:
☐ Company status = Conversion
☐ Parallel payroll data loaded and reviewed
☐ Client has previewed payroll reports
☐ Variances documented in Pay Item Variance Template
☐ Variance review call completed
☐ All test data cleared before go-live

11. Completion & Next Steps

Once all variances are reviewed and accepted:

  1. Confirm client approval to proceed.

  2. Change company status from Conversion to Active.

  3. Prepare for first live payroll run following standard payroll SOP.