Processing Payroll

Where stuff is

 * The staff worksheet lives in beancounters/payroll on the application server.
 * The binder holds hard copies of all horus reports from the database.
 * The payroll report comes from the database.
 * Paychex online.

Verify previous payroll
If it has changed, record adjustments in the staff worksheet as notes. Print a copy for posterity. Write "Adjustment" on it. Place in binder.

Prepare for this period

 * Check for new people on payroll.
 * Record new people in paychex online.
 * Check the staff worksheet for changes in hours.
 * Check the staff worksheet for changes in pay rates.
 * Check the staff worksheet for changes in PTO.
 * Record changes hours changes and PTO in database.
 * Record pay rate changes in paychex online.
 * Phone in PTO changes to paychex.

Process this period

 * Print payroll report for this pay period.
 * Highlight all PTO.
 * Compare with time off accrual report from last pay period.
 * Record the smaller number of PTO available from the time off accrual report and the amount from the payroll report. (This is what will be actually reported.)
 * Enter payroll report numbers (as generated by database) into paychex online.
 * Check to see if they match the payroll report. Fix.
 * Adjust PTO numbers as needed.
 * Add back hours adjustments as needed.
 * The staff worksheet should now reflect what will actually get reported to paychex.

Reporting payroll to paychex

 * Go online.
 * Select all workers.
 * Remove anyone who is not getting paid this period (i.e. subs with no hours worked).
 * Enter numbers from staff worksheet.
 * Save payroll and print a trial payroll report.
 * Check for sanity. Fix if needed
 * If PTO changes are needed, they can be phone in at this time.
 * Other confusing things may have surfaced. Check by calling paychex rep.
 * When all looks good, submit payroll.