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

1. 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.
2. 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
3. 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
4. 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)
5. Contact PayChex rep.
   • Contact info is in staffworksheet spreadsheet under beancounters/payroll on application server.
6. Report hours

Wednesday

1. 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.
2. 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

1. Distribute paychecks and paystubs
2. Enter payroll into books
   • Pay checks (direct deposits and regular checks)
   • Tax liabilities
   • Retirement contributions
3. If the pay period included the 12th of the month, prepare employment report for Bureau of Labor.
4. 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.