Payroll Procedure

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.

Double-check to see if any employees have submitted a "Request schedule history corrections" ticket.

Review most recent Staff Hours Summary report to see if any employee did not log hours for any scheduled shifts in the current pay period. If so, contact them.

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 "PTO max __________" as appropriate.

Enter amended hours into staff worksheet in beancounters/payroll on talon.

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 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.

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.

Print a trial payroll journal report. Check numbers against the annotated database payroll report.

Make any changes needed in the Paychex system.

Submit payroll.

Enter pay period hours into staff worksheet.

• If hours include amendments from previous pay period, enter them into the proper field as "=x+y" instead of a single number. Also, explain the amendment in a note below the data fields.
• If new employees have started during the pay period, make sure the formulas for supervisor count, women count, etc. are still correct.
• If any employee has left during the pay period, gray out their row through to the Totals columns.

Track any use of OFLA or other family/medical leave on the appropriate spreadsheet.

Label the database payroll report "REPORTED" and file in appropriate payroll folder.

Return all folders to the personnel cabinet.

(last edited Mkille 19:52, 22 May 2012 (UTC))

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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.