Payroll Procedure
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This is an overview of the general work flow for handling payroll.
- Some notes
- Workers are required to record their hours daily in the database.
- These steps need to be performed in this general order.
- Pay day is alternating Fridays.
- The end of the pay period is the Sunday prior to payday.
- Standard pay periods are two weeks long.
- Friday, a week before payday.
- Send out a reminder that we'll be reporting payroll on Tuesday.
- 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
- 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.
- Remember that salaried employees must have overtime rate manually entered onto their paychecks.
(incomplete; last edited Mkille 00:59, 4 March 2012 (UTC))
Enter payroll information
- staffworksheet in beancounters (on talon)
- online via PayChex
- Contact our PayChex representative to enter, review or adjust the following:
- *retirement contributions
- *PTO accrued (for new staff members)
- *setting up salaries (for new staff members)
- *PTO accrual ratio changes
- *healthcare deductions
- *additional tax withholding (applied specifically to state or to federal)
- *any time we create a gross-to-net inhouse check
- Tuesday or Wednesday
- A few hours after reporting hours, online reports can be retrieved to start bookkeeping
- 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
- 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 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.
- Thursday
- 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.
- 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.