Payroll information is per company, per location, per payroll, and per employee. Correct setup and verified payroll time entry lead to successfully processed payrolls.
The Payroll Wizard is available to guide the payroll professional through online payroll processing. Alternatively, the Pay Run Task Manager may be available.
Preconditions: Complete organizational system setup and review payroll-specific setup including payroll accounts, payroll policies, check form logos, etc. Have accurate pay run information defined on the Payroll Calendar code for the pay run.
Checklist for Payroll Processing
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Step |
Task |
Description |
Completed? |
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1 |
Employee Maintenance. |
Complete maintenance of employee information: all new hires, terminations, and re-hires. Complete all payroll details, salary, compensation, shift, and/or position changes. To insure that salary changes effective as of the current date have updated the Employee Master records, process a salary update batch before starting pay entry. |
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2 |
Timekeeper. |
Import time, process hours, and/or create auto pays for the Payroll Calendar Id according to the pay group’s time entry method. If the company does not use any of these time entry methods, skip to Step 3. |
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3 |
Report on time entry. |
Time entry reports are available from the online Payroll Reporting screen. If you are using the Payroll Wizard and need to report on time entry, click on the preferred reporting option from the menu to leave the wizard. Go the Report Navigator's Verify Pay category, and generate PAY00010, the Time Entry Summary Report. |
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4 |
Complete payroll entry. |
Go to detailed pay entry. If you left pay entry to process time entry reports, return to detailed pay entry or return to the Payroll Wizard and complete the steps until you reach the pay entry step. Make any adjustments or key any additional pays. |
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5 |
Process Gross-to-Net. |
When you are ready to run your payroll, submit the payroll run for a "trial" run. From the Payroll Wizard, the step after payroll entry automatically processes gross-to-net. If you are using the Pay Run Task Manager to process payroll, select the Payroll Calendar Id. Click Run Next Task to begin Gross-to-Net processing (G-T-N). The Pay Run Task Manager indicates when G-T-N has completed. ***Don't click Run Next Task again until ready to post the payroll. *** |
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6 |
Verify pay run reports and G T N totals. |
Generate reports to guide you as you verify and balance your payroll. From the Payroll Wizard, the step after gross-to net, automatically displays pay run verification reports. Go to the Report Navigator's Verify Pay category and generate the following: PAY00029, Pay Run Task Warning Message, REG00004, Pay Run Register Summary, and other pay run reports for verification. If you are satisfied that the pay run and G-T-N totals are correct, skip to Step 8. If adjustments are needed, continue to Step 7. |
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7 |
Reset pay run. |
Go to the Pay Run Task Manager. Click "Clear Prior Payroll Run". A message displays this prompt, "The payroll has been initiated. Are you sure you wish to reset it?" Click Yes. The G-T-N resets. Click Re-Run Payroll. |
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8 |
Adjust. |
Make all needed changes or adjustments. Repeat Steps 4 through 7 until the pay run is balanced and correct. After the pay run is adjusted and verified, continue to Step 8. |
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9 |
Post. |
From the Payroll Wizard, the step after pay run reporting automatically displays payroll sign off page if you are authorized to post payroll and your organization is authorized for payroll posting. To post, complete the sign off and click Next. From the Pay Run Task Manager, confirm the Payroll Calendar Id. Click Post and Finalize Payroll.Posting begins. |
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10 |
Distribute checks and advices. |
From the Payroll Wizard, the step after posting displays the payroll reports. Often, pay checks and advices can be printed from this step. |
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11 |
Create ACH file(s) and transmit. |
Organizations that process payroll online typically work with another organization or department that completes payroll fulfillment services including creating and transmitting ACH files, EFTPS files, and tax filing. The assigned administrator creates ACH files from the ACH Transaction Warehouse for direct deposits and needs to transmit ACH files according to the standard method for the organization. |
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