Payroll Procedure

Work flow for reporting payroll.


 * Workers are required to record their hours daily in the database.


 * Friday, a week before payday.
 * Send out a reminder that hours must be recorded and that we'll be reporting payroll on Tuesday


 * Saturday
 * Review weekly reports for current week and previous week. Look for days that people did not report, and check against work schedule.
 * If they were scheduled to work and did not, then check records to see if they were sick on that day. If not, follow up with them.


 * Sunday
 * Closed


 * Monday
 * Closed


 * Tuesday
 * Review weekly reports for current week and previous week. Look for days that people did not report, and check against work schedule.
 * If they were scheduled to work and did not, then check records to see if they were sick on that day. If not, follow up with them.
 * Reprint payroll report for previous pay period.
 * Compare it to the copy used to report hours to PayChex
 * If there are discrepancies, calculate adjustments to hours
 * At the last possible moment (but with enough time to complete the process) print out a hard copy of the current payroll report.
 * Also print a weekly report for each week that affects the pay period.
 * Collect these reports, hole punch, and place in "Payroll Reports" binder.
 * This is what we will use to report payroll
 * Note any adjustments from the previous period on the hard copy for this period.
 * We will be reporting the adjusted amounts for each type of hours (Regular, PTO, Overtime)
 * Contact PayChex rep.
 * Contact info is in staffworksheet spreadsheet under beancounters/payroll on application server.
 * Report hours


 * Wednesday
 * Watch for paychecks.
 * If they have not arrived by 4:00 pm, call PayChex rep and report the problem.
 * They are guaranteed to arrive by 5:00 pm, but don't wait until 5:00, since PayChex rep may be gone for the day.
 * Do a quick review of the payroll report looking for obvious issues.
 * If the checks arrive early enough, we can get a head start on doing Thursday's work.


 * Thursday
 * Distribute paychecks and paystubs
 * Enter payroll into books
 * Pay checks (direct deposits and regular checks)
 * Tax liabilities
 * Retirement contributions
 * If the pay period included the 12th of the month, prepare employment report for Bureau of Labor.
 * Report retirement contributions to Valic


 * Friday, Pay Day
 * Workers with direct deposit should verify that the money has arrived in their bank accounts.
 * Whee! We're done for the week.