Payroll Procedure - Revision history

Mkille at 19:52, 22 May 2012

2012-05-22T19:52:05Z

Mkille at 16:49, 6 March 2012

2012-03-06T16:49:15Z

Mkille at 00:59, 4 March 2012

2012-03-04T00:59:13Z

Mkille at 00:35, 4 March 2012

2012-03-04T00:35:27Z

Mkille at 00:24, 4 March 2012

2012-03-04T00:24:41Z

Valerie at 20:37, 8 March 2011

2011-03-08T20:37:16Z

Rfs at 21:45, 6 July 2010

2010-07-06T21:45:05Z

Rfs at 17:18, 23 March 2010

2010-03-23T17:18:26Z

Rfs at 17:16, 23 March 2010

2010-03-23T17:16:02Z

Rfs at 17:15, 23 March 2010

2010-03-23T17:15:12Z

@@ Line 19: / Line 19: @@
 : Amend logged hours in database as needed.
 : Print the payroll report for the current pay period. Annotate it with any adjustments needed to "fix" discrepancies discovered during the review of the previous pay period's hours.
-: Review the PTO accrual report for the previous period. Annotate the current payroll report with either "PTO OK" or "max PTO __________" as appropriate.
+: Review the PTO accrual report for the previous period. Annotate the current payroll report with either "PTO OK" or "PTO max __________" as appropriate.
 : Enter amended hours into staff worksheet in beancounters/payroll on talon.
-: Check date-of-hire information in payroll folder to see if any employee has reached a milestone that affects their pay rate.
+: Check date-of-hire information or HR Calendar on the secure wiki to see if any employee has reached a milestone that affects their pay rate.
-: Review revision history of "Health Care Coverage" page on secure wiki to see if any employee has updated enrollment information.
+: Review revision history of "Health Care Coverage" page on the secure wiki to see if any employee has updated enrollment information.
 : Review retirement plan participation list to see if any employee has updated information.
 : Edit employee information online in Paychex system as needed.
@@ Line 28: / Line 28: @@
 :* Be careful tabbing through hour fields, because pay rate can be overwritten easily.
 :* Remember that salaried employees must have overtime rate manually entered onto their paychecks.
-(incomplete; last edited [[User:Mkille|Mkille]] 16:49, 6 March 2012 (UTC))
+(last edited [[User:Mkille|Mkille]] 19:52, 22 May 2012 (UTC))
 ----------------------------------------------------------------------------

@@ Line 15: / Line 15: @@
 : Pull the appropriate payroll folder(s) from the personnel cabinet.
 : Print a new payroll report for the previous pay period. Compare it to the official reported hours from the previous pay period.
 : Print the payroll report for the current pay period. Annotate it with any adjustments needed to "fix" discrepancies discovered during the review of the previous pay period's hours.
 : Review the PTO accrual report for the previous period. Annotate the current payroll report with either "PTO OK" or "max PTO __________" as appropriate.
 : Enter amended hours into staff worksheet in beancounters/payroll on talon.
 : Check date-of-hire information in payroll folder to see if any employee has reached a milestone that affects their pay rate.
 : Edit employee information online in Paychex system as needed.
 : Enter pay period hours online in Paychex system.
-* Be careful tabbing through hour fields, because pay rate can be overwritten easily.
+:* Be careful tabbing through hour fields, because pay rate can be overwritten easily.
-* Remember that salaried employees must have overtime rate manually entered onto their paychecks.
+:* Remember that salaried employees must have overtime rate manually entered onto their paychecks.
-(incomplete; last edited [[User:Mkille|Mkille]] 00:59, 4 March 2012 (UTC))
+(incomplete; last edited [[User:Mkille|Mkille]] 16:49, 6 March 2012 (UTC))
 ----------------------------------------------------------------------------

@@ Line 15: / Line 15: @@
 : Pull the appropriate payroll folder(s) from the personnel cabinet.
 : Print a new payroll report for the previous pay period. Compare it to the official reported hours from the previous pay period.
-: Print the payroll report for the current pay period. Annotate with any adjustments needed to
+: Print the payroll report for the current pay period. Annotate it with any adjustments needed to "fix" discrepancies discovered during the review of the previous pay period's hours.
-''Reconcile the following information:''
+: Review the PTO accrual report for the previous period. Annotate the current payroll report with either "PTO OK" or "max PTO __________" as appropriate.
-:* Database report of hours worked in the '''previous''' pay period against what is in our binder
+: Enter amended hours into staff worksheet in beancounters/payroll on talon.
-: Note whether it reconciles and sign your name and date OR whether any adjustments from the previous period need to be made during this reporting period
+: Check date-of-hire information in payroll folder to see if any employee has reached a milestone that affects their pay rate.
-:* Database reports of staff hours worked but not yet logged in the database
+: Edit employee information online in Paychex system as needed.
-: If a staff member was scheduled to work and did not, then check records to see if they were sick on that day. If they were not sick, follow up with them and log their hours worked.
+: Enter pay period hours online in Paychex system.
-:* Reprint payroll and weekly reports, if necessary
+* Be careful tabbing through hour fields, because pay rate can be overwritten easily.
 ''Enter payroll information''

@@ Line 13: / Line 13: @@
 ; Tuesday, payroll reporting day
-''Print the following three reports and put them in the Payroll Reports Binder:''
+: Pull the appropriate payroll folder(s) from the personnel cabinet.
-:* Weekly reports for each week in the pay period (1 for each week; 2 pages total)
+: Print a new payroll report for the previous pay period. Compare it to the official reported hours from the previous pay period.
-:* Payroll report (1)
+: Print the payroll report for the current pay period. Annotate with any adjustments needed to
 ''Reconcile the following information:''
 :* Database report of hours worked in the '''previous''' pay period against what is in our binder

@@ Line 9: / Line 9: @@
 ; Friday, a week before payday.
-: Send out a reminder that hours must be recorded and that we'll be reporting payroll on Tuesday
+: Send out a reminder that we'll be reporting payroll on Tuesday.
-: Remind people to get their hours in today.
+: Remind people to log their hours or send in their hours by going to schedule.freegeek.org and submitting a "Request schedule history corrections" ticket.
 ; Tuesday, payroll reporting day

@@ Line 25: / Line 25: @@
 ; Tuesday, payroll reporting day
-: Review weekly reports for current week and previous week. Look for days that people did not report, and check against work schedule.
+''Print the following three reports and put them in the Payroll Reports Binder:''
-:* 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.
+:* Weekly reports for each week in the pay period (1 for each week; 2 pages total)
-: Reprint payroll report for previous pay period.
+:* Payroll report (1)
-:* Compare it to the copy used to report hours to PayChex
+''Reconcile the following information:''
-:* If there are discrepancies, calculate adjustments to hours
+:* Database report of hours worked in the '''previous''' pay period against what is in our binder
-: Leave enough time to complete the rest of the process, but print out a hard copy of the current payroll report.
+: Note whether it reconciles and sign your name and date OR whether any adjustments from the previous period need to be made during this reporting period
-:* Also print a weekly report for each week that affects the pay period.
+:* Database reports of staff hours worked but not yet logged in the database
-:* Collect these reports, hole punch, and place in "Payroll Reports" binder.
+: If a staff member was scheduled to work and did not, then check records to see if they were sick on that day. If they were not sick, follow up with them and log their hours worked.
-:* This is what we will use to report payroll
+:* Reprint payroll and weekly reports, if necessary
-: 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)
+''Enter payroll information''
-: Enter the (adjusted) numbers into the staffworksheet spreadsheet
+:* staffworksheet in beancounters (on talon)
-:* (The spreadsheet is under beancounters/payroll on application server.)
+:* online via PayChex
-: Contact PayChex rep if there is anything that cannot be reported online.
+: Contact our PayChex representative to enter, review or adjust the following:
-:* Contact info is in staffworksheet.
+: *retirement contributions
-: Report hours online.
+: *PTO accrued (for new staff members)
 ; Tuesday or Wednesday
@@ Line 54: / Line 59: @@
 : 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.
+:* They are guaranteed to arrive by 5:00 pm, but don't wait until 5:00, since our PayChex representative 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 begin distributing them.

← Older revision		Revision as of 21:45, 6 July 2010
Line 67:		Line 67:

	[[Category: Accounting]]		[[Category: Accounting]]
		+
		+	[[Category: Procedures]]

@@ Line 12: / Line 12: @@
 ; Saturday
-:* Review weekly reports for current week and previous week. Look for days that people did not report, and check against work schedule.
+: 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.
+:* 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
@@ Line 24: / Line 24: @@
 ; Tuesday
-:* Review weekly reports for current week and previous week. Look for days that people did not report, and check against work schedule.
+: 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.
+:* 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.
+: Reprint payroll report for previous pay period.
-:** Compare it to the copy used to report hours to PayChex
+:* Compare it to the copy used to report hours to PayChex
-:** If there are discrepancies, calculate adjustments to hours
+:* If there are discrepancies, calculate adjustments to hours
-:* Leave enough time to complete the rest of the process, but print out a hard copy of the current payroll report.
+: Leave enough time to complete the rest of the process, but print out a hard copy of the current payroll report.
-:** Also print a weekly report for each week that affects the pay period.
+:* Also print a weekly report for each week that affects the pay period.
-:** Collect these reports, hole punch, and place in "Payroll Reports" binder.
+:* Collect these reports, hole punch, and place in "Payroll Reports" binder.
-:** This is what we will use to report payroll
+:* This is what we will use to report payroll
-:* Note any adjustments from the previous period on the hard copy for this period.
+: 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)
+:* We will be reporting the adjusted amounts for each type of hours (Regular, PTO, Overtime)
-:* Enter the (adjusted) numbers into the staffworksheet spreadsheet
+: Enter the (adjusted) numbers into the staffworksheet spreadsheet
-:** (The spreadsheet is under beancounters/payroll on application server.)
+:* (The spreadsheet is under beancounters/payroll on application server.)
-:* Contact PayChex rep if there is anything that cannot be reported online.
+: Contact PayChex rep if there is anything that cannot be reported online.
-:** Contact info is in staffworksheet.
+:* Contact info is in staffworksheet.
-:* Report hours online.
+: Report hours online.
 Tuesday or Wednesday
-:* A few hours after reporting hours, online reports can be retrieved to start bookkeeping
+: A few hours after reporting hours, online reports can be retrieved to start bookkeeping
-:* Enter payroll into books
+: Enter payroll into books
-:** Pay checks (direct deposits and regular checks)
+:* Pay checks (direct deposits and regular checks)
-:** Tax liabilities
+:* Tax liabilities
-:** Retirement contributions
+:* Retirement contributions
-:* If the pay period included the 12th of the month, prepare employment report for Bureau of Labor.
+: If the pay period included the 12th of the month, prepare employment report for Bureau of Labor.
-:* Report retirement contributions to Valic
+: Report retirement contributions to Valic
 ; Wednesday
-:* Watch for paychecks.
+: Watch for paychecks.
-:** If they have not arrived by 4:00 pm, call PayChex rep and report the problem.
+:* 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.
+:* 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.
+: Do a quick review of the payroll report looking for obvious issues.
-:** If the checks arrive early enough, we can begin distributing them.
+:* If the checks arrive early enough, we can begin distributing them.
 ; Thursday
-:* Distribute paychecks and paystubs. Mail checks and stubs to people we will not be seeing.
+: Distribute paychecks and paystubs. Mail checks and stubs to people we will not be seeing.
 ; Friday, Pay Day
-:* Workers with direct deposit should verify that the money has arrived in their bank accounts.
+: Workers with direct deposit should verify that the money has arrived in their bank accounts.
-:* Whee! We're done for the week.
+: Whee! We're done for the week.
-:* People might report problems with their checks. These should be investigated and notes on corrective measures may be entered into staffworksheet for next pay period.
+: People might report problems with their checks. These should be investigated and notes on corrective measures may be entered into staffworksheet for next pay period.
 [[Category: Accounting]]