Client Instructions
The below sections provide additional data, should auditors need to assist their clients in generating the correct payroll report or work out file validation errors. We would not recommend providing this article to your clients; however, this instructions document is intended for client use.
We recommend you thoroughly review the instructions document as well to fully understand the File Format Requirements and File Preparation Checklist.
File Validation Errors
If you are experiencing a validation error when attempting to upload a Payroll Input Report to AuditMiner, review the payroll report provided by your client to be sure it meets the requirements in the instructions document. If it does not meet the requirements, you'll need to either manipulate the file format or contact the client to obtain the correct report.
Examples of Incorrect Files and How to Correct Them
Scenario 1
❌ Client provides multiple payroll reports for the same client.
✅ Combine the files into a single report that follows AuditMiner's requirements and process a single engagement.
OR
✅ Assuming the files otherwise follow AuditMiner's requirements, process each file as a separate engagement for the same client if you'd like to receive separate output reports. You will be charged for a single engagement.
Scenario 2
❌ Header Row Placement: The header row needs to appear in row one of the file.
❌ Multiple Headers and Sub headers: The file can only have one header row. Multiple headers in a file may cause inaccurate results, and the system may not be able to process it appropriately.
✅ Single Header Row: Pay period and pay date were formatted to change from a sub header to instead align with the header row that contained all paycheck components, with the relevant data populated below.
✅ Header Row Placement: Header row appears in row one of the file through removal of rows above.
Scenario 3
❌ Header Row Placement: The header row needs to appear in row one of the file.
❌ Multiple Headers and Sub headers: The file can only have one header row. Multiple headers in a file may cause inaccurate results, and the system may not be able to process it appropriately.
❌ Labels in Data Rows: In this example, due to the fact that deductions is aggregating multiple specific types of deductions (i.e., 401(k), Pretax Medical), there are labels that appear in data rows, instead of each type of deduction having its own column with related data populated beneath it. This will prevent the system from providing accurate results.
❌ Subtotals: This file contains subtotals by employee. Subtotals may cause inaccurate amounts to appear in the output reports.
❌ Summarized Data: This file aggregates all pay components into a single header, rather than each category (i.e., 401(k), Pretax Medical) having an individual header in row one, with data appearing below.
This file is an example of an instance in which manually adjusting the file to be compatible with the AuditMiner payroll offering may be time intensive. In this case, we would suggest contacting your client to see if additional reporting options are available, or contact AuditMiner at support@auditminer.com to further discuss collaborating with your client to learn more about their system, and available reporting.
Scenario 4
❌ Header Row Placement: The header row needs to appear in row one of the file.
❌ Multiple Headers and Sub headers: The file can only have one header row. Multiple headers in a file may cause inaccurate results, and the system may not be able to process it appropriately.
❌ Missing Data: This file omits the employee name and employee ID following the first time it appears. Data needs to be populated in each row in order for the system to produce accurate results.
✅ Single Header Row: The “REG” & “OT” headers were removed from row 1, and the corresponding hours and amount columns were adjusted to instead have “REG” & “OT” appear in the name so that those amounts can be appropriately captured by the system.
✅ Complete Data: Employee name and ID were populated in the empty cells for pay checks related to that employee.