UKG Payroll Processing - Payroll Only

The article provides detailed, step-by-step instructions for processing payroll, including adding or editing employees, initiating payroll, editing batches and pay statements, reviewing totals and reports, addressing alerts, running accruals, and finalizing payroll to ensure accuracy and compliance throughout the process.

Payroll Processing

1. From your dashboard, select the Payroll > Process Payroll
2. The next scheduled check date will be listed. Click the Payroll Prep Process icon   to go to the Payroll Prep screen.
3. In the EMPLOYEE RELATED FUNCTIONS section, click Hire New Employee(s) 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.)
4. Select INITIATE PAYROLL to create all Pay Statements. This will bring in all salaries, scheduled earnings/deductions, and tax settings from the employee's profile. 
   1. In the Initiate Payroll window, ensure the options in red are selected. (OPTIONAL: enter a Pay Stub Note to appear on all Pay Statements, which is highlighted in yellow)                                                                                                                                                                      
5. Select ADD/EDIT BATCHES (You will always at least have one batch 'Regular Earnings' to view), the Regular Earnings Batch houses salaries, other scheduled earnings/deductions, and taxes.                              
   1. Select the Open Batch for Edit Icon to open the batch. 
   2. Enter all Regular, Overtime, Double Time, etc earnings that need to be added to the employee's check.
   3. Any Earnings/Hours or Deductions can also be mass-added/edited by choosing the Select Columns searching for the column, and bringing in the deduction columns to your batch.                        
   4. Once hours/amounts are entered, select the Save and Update Payroll Button.
   5. Review ‘Totals’ along the bottom for accuracy.
6. IMPORTANT: Click Close Batch once all edits are complete and saved.
7. Select the Back Arrow to return to the Payroll Prep Process steps.
8. Select ADD/EDIT PAY STATEMENTS to make individual edits to Pay Statements (i.e.: double up on scheduled deduction or to add a bonus to one employee).
   1. Click on the Pencil Icon to edit individual checks. Be sure to click the Save Button  (in the top right) after editing each check.
   2. Once all edits are complete, select the Back Arrow to return to the Payroll Prep Process.
   3. Click Recalculate Pay Statements to ensure proper calculation of taxes, rates, and deductions.
9. 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).
10. In the  CHECK YOUR TOTALS  section, click on View Payroll Totals to see the total payroll values by earnings, deductions, and tax codes.
    1. Click the icon next to each deduction, earnings, or tax to review which employees received those wages/deductions/taxes.
11. Click CLOSE PAYROLL to lock all Pay Statements.
12. Within the RUN ACCRUALS step, click Execute Accruals to bring all accruals up to date (will only be applicable if the accruals are based on hours worked.                                                                                     
13. In the VIEW PAYROLL section, review reports to ensure the accuracy of your payroll before submitting
    1. It’s a best practice to review the Employees Not Paid report, the Payroll Register report, and the Payroll Recap Funding report.
14. Click FINALIZE PAYROLL to complete payroll.

OPTIONAL STEP FOR MULTI-EIN ORGANIZATIONS

15. Click the Back Arrow to continue processing payroll for the next EIN/entity.
16. Repeat steps 2-14 for each remaining EIN/entity.