Processing Payroll

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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.