Transaction entries are the records CommuteHub uses to track parking charges, refunds, commute bonuses, and payroll-related activity. Those entries move through a few processing stages until they are either processed or cancelled.
Admins can review transaction entries in the Payments & Earnings Insights report in the Management Dashboard.
How to Access the Report
To view transaction entries:
- Open the Management Dashboard
- In the left sidebar, click Reports
- Select Payments & Earnings Insights
State Flow Diagram
The diagram below shows how a transaction entry moves through its lifecycle. Entries start at the top and flow toward their final state at the bottom.
Transaction Entry States
| State | Description | Commuter Sees | Admin Action |
|---|---|---|---|
| Pending Creation | Entry created (parking session, permit, commute bonus). Waiting for next payroll export. | Gray row | No action needed. Will be picked up by the scheduled export. |
| Pending Cancellation | A cancellation entry waiting to be uploaded (e.g. approved appeal created before export). | Gray row | No action needed. Next export run picks it up. |
| Pending Acknowledgement | Exported to payroll via SFTP. Waiting for the vendor's return file to confirm. | Gray row | Exported but not yet confirmed. Acknowledgement task must run. |
| Processed ✅ | Final success state. Confirmed by payroll vendor (or directly processed for customers without acknowledgement). | Red (charge) or Green (credit) | Complete. No further action needed. |
| Acknowledgement Failed ⚠️ | Exported but the return file didn't match — entry was missing or the amount differed. | Red (charge) or Green (credit) with an error message | Requires investigation. Check metadata for failure reason and amount diff. |
| Cancelled | Voided before export. No payroll impact. | "Cancelled" indicator | Historical record. Entry was never sent to payroll. |
Transaction Entry Types
| Type | Description | Example |
|---|---|---|
| Deduction | Regular payroll deduction for a charge (parking session, permit, etc.) | Daily parking charge of $8.00 |
| Cancellation | Stops a previous deduction by creating a matching entry with an end date | Cancel a $50/month permit deduction |
| Reimbursement | One-time credit back to the employee (refund from approved appeal, commute bonus) | Refund of $6.50 from approved appeal |
| Note | Informational entry with no financial impact. Audit trail only. | Admin note explaining a manual adjustment |
Transaction Entry Categories
| Category | Description |
|---|---|
| Parking Charge | Daily parking sessions, permits, reserved spots |
| Credit | Refunds from approved appeals, admin adjustments |
| Commute Bonus Payout | Earnings from sustainable commute trips |
| Commute Bonus Donation | Portion of commute bonus donated to charity |
| Custom | Organization-specific entry categories |
Entry Destinations
Each entry has a destination that determines how the financial impact is applied:
| Destination | Description |
|---|---|
| Payroll | Exported to the payroll vendor via SFTP. Appears on the employee's paycheck. |
| Balance | Applied to the user's parking balance. Used for refunds from approved appeals. |
| Accounts Payable | Routed to accounts payable (e.g. commute bonus payouts via check or direct deposit). |
How Payroll Export Works
At the end of each payroll period:
- CommuteHub collects eligible transaction entries
- A payroll export file is generated
- The file is automatically uploaded to the organization’s payroll system
After export, entries move to either:
- Processed
- Pending Acknowledgement
depending on the organization’s payroll configuration. Organizations using payroll acknowledgements may temporarily see entries in Pending Acknowledgement while CommuteHub waits for confirmation from the payroll vendor.
Handling Failures
When an entry lands in Acknowledgement Failed, there is a discrepancy between what CommuteHub exported and what the payroll system reported. Common reasons:
| Failure Reason | What It Means | Action Required |
|---|---|---|
| Not present in return file | The payroll system didn't include this entry in their response. | Contact the payroll vendor to verify the entry was received. |
| Amount mismatch | The return file amount differs from the exported amount. | Check the entry's metadata for the expected vs. actual amounts. Investigate whether the payroll system adjusted the charge. |
How Refunds Work
If Payroll Has NOT Processed the Charge Yet
- The transaction entry is cancelled and never reaches payroll.
- The commuter will no longer see the pending charge.
If Payroll Already Processed the Charge
- CommuteHub creates a reimbursement entry.
-
The refund amount is typically added to the commuter’s parking balance and automatically applied to future charges.
Important Behaviors
Entries Are Never Deleted
Instead of deleting entries, the system creates cancellation or reimbursement entries when adjustments are needed.
One Action Can Create Multiple Entries
A single parking purchase may create multiple payroll deductions. For example pre-tax
Parking Balance Is Applied Automatically
If a commuter has available parking balance from refunds or credits, CommuteHub automatically applies it to parking costs before creating new payroll deductions.
If you have questions about payroll processing, transaction entries, or refund behavior, contact our support team.