Payroll Exceptions
Exception reports will be emailed to your store email address daily by reports@datalinkis.com or
can be viewed anytime by logging into the Datalink website and clicking on the Exceptions tab.
Here is a list of the most common types of exceptions you may receive, what they mean, and
how to fix them. If you have any questions, please email payroll@datalinkis.com.
You may also receive exceptions for unverified deposits and incomplete paid outs. Please refer
to our Paid Out or Cash Procedures, or email cash@datalinkis.com for help.
1. New Hire:
a. Meaning: A new hire exception occurs when an employee is missing personal
information in Datalink. For example, missing banking or pay rate information but
can also be caused by missing a home address.
b. How to Fix: Pull up the new hire’s Employee Summary screen on the Datalink
website. This can be done three ways: (1) Clicking on the blue hyperlink on the
employee’s name on the Exception report (2) Clicking on the magnifying glass in
the top left corner to search for the employee’s name or social security number
(3) Clicking on the Payroll tab, then clicking on the Employees report to bring up
a full list of all the employees at your store and selecting them from that list. After
selecting, press the Change button for the information they are missing in
Datalink and enter that information.
2. System clocked out:
a. Meaning: A system clock out means that an employee did not clock out when
leaving the store, so the POS system automatically clocked them out at a certain
point.
b. How to Fix: If your payroll has not been closed yet, all you need to do is correct
it in your POS system before you finalize and close payroll. If your payroll has
been closed, you will need to email payroll@datalinkis.com with the employee’s
name and correct clock out time and date so that we can correct it in our system.
3. Incorrect POS Payrate:
a. Meaning: Incorrect POS pay rate exceptions occur when the Datalink system
detects an employee does not have the same pay rate between your POS
system and Datalink.
b. How to Fix: Compare the employee’s pay rate between Datalink and the POS
system and see where the error is. If the error is in the POS system, update the
employee’s pay rate there. If it is in Datalink, please email
payroll@datalinkis.com with the employee’s name, the correct rate, and the
effective date for the rate change. Please note, if you put an employee raise in
Datalink to correct it yourself, the effective date will automatically be set to a
future pay period start date, so it will not be possible to backdate any pay rate
adjustments unless you email us at payroll@datalinkis.com.
4. Inactivate Employee:
a. Meaning: Inactive Employee errors occur when an employee who is not
terminated in Datalink has not clocked in within the last 30 days.
b. How to Fix: If this exception is caused by an employee that has been hired but
not started clocking in yet or is on leave of absence, you can ignore this
exception as it will clear on its own once the employee clocks in. If that is not the
case, please make sure to terminate the employee in Datalink.