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 hours must be recorded and that we'll be reporting payroll on Tuesday

Remind people to get their hours in today.

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

This is the last day of the pay period. Anyone working on this day should record their hours on this day and get paid in this cycle.

Monday

Closed

This is the first day of the next pay period. Anyone working on this day should record their hours on this day, but they will no get paid until the next cycle.

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.

• 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

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.
• 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)

Enter the (adjusted) numbers into the staffworksheet spreadsheet

• (The spreadsheet is under beancounters/payroll on application server.)

Contact PayChex rep if there is anything that cannot be reported online.

• Contact info is in staffworksheet.

Report hours online.

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 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 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.