Processing Payroll
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Please edit as seems necessary, removing the {{cleanup}} tag when you are through.
Where stuff is
- The staff worksheet lives in beancounters/payroll on the application server.
- The binder holds hard copies of all horus reports from the database.
- The payroll report comes from the database.
- Paychex online.
Verify previous payroll
If it has changed, record adjustments in the staff worksheet as notes. Print a copy for posterity. Write "Adjustment" on it. Place in binder.
Prepare for this period
- Check for new people on payroll.
- Record new people in paychex online.
- Check the staff worksheet for changes in hours.
- Check the staff worksheet for changes in pay rates.
- Check the staff worksheet for changes in PTO.
- Record changes hours changes and PTO in database.
- Record pay rate changes in paychex online.
- Phone in PTO changes to paychex.
Process this period
- Print payroll report for this pay period.
- Highlight all PTO.
- Compare with time off accrual report from last pay period.
- Record the smaller number of PTO available from the time off accrual report and the amount from the payroll report. (This is what will be actually reported.)
- Enter payroll report numbers (as generated by database) into paychex online.
- Check to see if they match the payroll report. Fix.
- Adjust PTO numbers as needed.
- Add back hours adjustments as needed.
- The staff worksheet should now reflect what will actually get reported to paychex.
Reporting payroll to paychex
- Go online.
- Select all workers.
- Remove anyone who is not getting paid this period (i.e. subs with no hours worked).
- Enter numbers from staff worksheet.
- Save payroll and print a trial payroll report.
- Check for sanity. Fix if needed
- If PTO changes are needed, they can be phone in at this time.
- Other confusing things may have surfaced. Check by calling paychex rep.
- When all looks good, submit payroll.