The article provides a step-by-step guide for processing payroll, including navigation, pre-processing employee data, preparing and syncing timesheets, applying pay calculations, editing pay statements, reviewing alerts, closing payroll, checking totals, and finalizing the payroll. It emphasizes accuracy, proper sequencing, and review before final submission, noting that finalized payroll cannot be changed.
Navigating to Payroll
- From the dashboard, select the widget for Payroll, then 'Process Payroll,' or go to: Team > Payroll > Process Payroll
- The next scheduled check date will be listed. Click the 'Payroll Prep Process' icon.
Pre-Processing
- In the 'Employee Related Functions' section, click 'Hire Employees' to add any new hires to payroll or click on 'Edit Employees' to make any changes to employees (i.e., rate changes, adding scheduled earnings/deductions, profile changes, benefit plan changes, etc.).
Time Prep
- Select 'Go to Time Prep' to prepare your timesheets to pull into payroll
- There will be TIME PREP steps to complete for each pay period you have
|
Please Note: Checking off a step does not complete the step itself. It is only for tracking purposes. Be sure to click the hyperlinked steps to complete |
1. Reapply Pay Calculations
-
Select 'Reapply Pay Calculations' to calculate all timesheets and apply rules for Overtime, Double Time, etc.
2. Process Records
-
Select 'Process Records' to gather time and prepare it for payroll. This step maps the hours recorded on the timesheet to earnings codes in payroll
3. Review Results
-
Select ' Review Results' to review a report of hours that are going to be synced into payroll
- This step will notify you of any last minute errors
-
Employees will be listed multiple times in the report to list all Regular, OT, DT, Sick, Vacation, etc. hours on their timesheet
4. Lock Pay Period
-
Click 'Lock Pay Period' to lock the previous pay period timesheets and uphold the integrity of your historical data. This will stop any further edits to the timesheets (unless unlocked)
-
Select the hyperlinked text for the Payroll Prep screen, or the back arrow in the top left to go back to your Payroll Prep Processing steps
Pay Prep (Processing)
1. Initiate Payroll
- Select 'Initiate' to create all Pay Statements. This will bring in all salaries, scheduled earnings/deductions, and tax settings from the employee's profile
-
In the Initiate Payroll window ensure that the following are selected:
- All Active
- PST Type: Regular
- Click 'Create Now'
-
In the Initiate Payroll window ensure that the following are selected:
2. Sync Time
-
Click 'Sync Time' to pull in data from the timesheets
- Check the box to select the pay period
- Select the 'Sync Time' button
- Review any errors/results, then select the back arrow in the top left to go back to the Payroll Prep Process steps
3. Add/Edit Pay Statements
- If further modifications to payroll are required, do not edit the batch. Select 'add/edit pay statements' to make individual edits to Pay Statements (i.e.: double up on scheduled deduction or adding a bonus to one employee)
- Click on the edit pencil to edit individual checks, or 'New Pay Statement' to add a new pay statement. Select the EE and pay statement type. Be sure to click 'Save' after editing each check
- Once all edits are complete, select the back arrow to return to the Payroll Prep Process
- Click 'Recalculate Pay Statements' to ensure proper calculation of taxes, rates, and deductions
Review
1. Review Alerts
- Select 'Sign-Off Open Alerts' to clear any payroll alerts. These can be assigned on an individual employee basis or can be a company-wide alert (i.e.: terminated employees in payroll)
2. Close Payroll
- Click 'Close Payroll' to lock all Pay Statements
3. Check Totals
- Select 'Check Your Totals' to see the total payroll values by earnings, deductions, and tax codes
- In the 'View Payroll' section, review reports to ensure the accuracy of your payroll before submitting
-
- It’s a best practice to review the 'Employees Not Paid' report, the 'Payroll Register' report, and the 'Payroll Recap Funding report'
-
Finalize
- Click 'Finalize' to complete payroll
| Please Note: Close the payroll for the most accurate numbers when reviewing reports. Once payroll is finalized, changes cannot be made to the payroll |