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

Print the following three reports and put them in the Payroll Reports Binder:

• Weekly reports for each week in the pay period (1 for each week; 2 pages total)
• Payroll report (1)

Reconcile the following information:

• Database report of hours worked in the previous pay period against what is in our binder

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

• Database reports of staff hours worked but not yet logged in the database

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.

• Reprint payroll and weekly reports, if necessary

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.