Payroll Guide Guru Guide Version

Transcription

1 Payroll Guide Guru Guide Version

2 Copyright 2017 PeopleGuru, Inc. All rights reserved. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser's personal use without the written permission of PeopleGuru, Inc. PeopleGuru, Inc. 101 S. Hoover Blvd., Suite 100 Tampa, FL PeopleGuru, Inc.

3 CONTENTS Time Entry 4 Step-by-Step: Import Time 4 Employee Time Menu 6 Create Auto Pays the Auto Pays Wizard 13 Pay Grid Entry 15 Payroll Processing 16 Process Payroll Wizard 17 Create General Ledger 27 Quick Reference 31 Payroll Essentials Quick Reference Checklist 31 Payroll & HR Enterprise Menu Reference 33 CONTENTS Guru Guide

4 Time Entry Enter time and pay data with the method that is right for the pay group being processed. Time Entry Method Import Time Data Auto Payments, Weekly Timesheets, and /or Time Off Requests Auto Payments Employee Payroll Entry Delete Manual Checks (SBO Administrators) Description Import time, earnings, deductions, and even accrual balance information, from external time and attendance systems. When some employees use the system Weekly Timesheets and/or Time Off, each payroll, use Process Hours to bring this information and optionally any auto pays into payroll entry. Predefine hours/payment information for employees who work the same hours each pay period or have recurring earnings, such as monthly auto allowance payments, on Employee Auto Pays detail records. Then each payroll, create auto pays to generate the corresponding entries in detailed pay entry. Complete employee hours, compensation amounts, and override deductions as needed. Manual checks can be defined and printed for on-demand checks, gross-ups, same-day termination checks, etc. Complete batch entry of employee hours, compensation amounts, and deductions. If a manual check is printed by mistake, use the "Delete Manual Checks" option to delete the print log for that check so that it can be corrected. Step-by-Step: Import Time Time import files need to follow the time import layout and specifications. 1. First export a file from your separate Time & Labor system. 2. Verify three things if the layout or process has changed: Verify the time import file's file type. Verify the time import file's structure and formatting. Verify that the Pay Codes have been mapped to Earnings Codes and any included deductions have been mapped. Time for terminated employees is only included if the employee's Payroll Termination Date is greater than or equal to the pay period begin date. For the time to be paid during payroll processing, the employee's employment status needs to allow payroll processing. 3. On the Import Time screen, select the Pay Group, Payroll Calendar, and Check Code. 4. Identify yourself and/or the batch with a 3 character user group code that will be used for reference purposes PeopleGuru, Inc.

5 5. Also consider the following options: If shifts are defined in the system with default pay information, select "Create Default Shift Pay". If one or more prior imports for this Payroll Calendar and Pay Group should be deleted before importing then select "Delete Previous Time Upload Data" to delete all time upload data for this Payroll Calendar and group, or select "Delete Previous Time by User Group Code" to just delete the import information for any time import for the same User Group Code, Pay Group, and Payroll Calendar. To use the system's minimum wage make-up calculations to increase pay as part of the import process, select the checkbox to "Create Minimum Wage Makeup, and select a Min. Wage Earning Code and a Min. Wage Overtime Code for these calculations. 6. Click on Import Time File. *** After the process is complete, you can make manual adjustments through detailed pay entry. CHAPTER 2 Guru Guide 5

6 Import Time Screen Employee Time Menu The time sub-menu groups time off and weekly timesheet screens. Pay Period Time displays time by pay period from an employee's weekly timesheets. Weekly Timesheet displays the users predefined preferences for entering time on a weekly basis. Time Off Requests allows for management of requested time off. Time Off Summary displays the current payroll time balances for benefit hours and shows any time off requests. After a time off request is submitted, the Time Off Summary includes the date, number of hours, and type PeopleGuru, Inc.

7 Timesheets Weekly Timesheets are a time entry method that can be used for hourly employees. Some organizations also use weekly timesheets for expense tracking. To be able to use the Weekly Timesheet, you will need one or more Assignments. Access this from the Profile. Use the employee search function to search for one of the individuals, and from the search results, choose Profile to open the profile. Scroll down and access Assignments. CHAPTER 2 Guru Guide 7

8 Assignments: Adding a New Assignment. Weekly Timesheets Weekly Timesheet Weekly Timesheet Preferences PeopleGuru, Inc.

9 The Timesheet Preferences may display when you access the weekly timesheet. If not, to open the Timesheet Preferences, click on the Preferences button on the Weekly Timesheet. Complete the preferences as needed. To continue to the timesheet, Save Weekly Timesheet Preferences Hours Code. To be able to apply a default hours code for time worked, select the standard Hours Code in the Hours Code field. Typically, the default Hours Code is a code for Regular hours. Default Time. ;For a standard number of daily hours, type the number of hours into the Hours field. The Minutes field can be used with the Hours field to enter the complete standard daily time worked. When a specific Time Sheet Policy applies, that policy's default time per day and hours code overrides any defaults entered on the preferences. Expense Code. To define the default expense code selection for rows in the "Miscellaneous and Expenses" section, select an Expense Code. Assignment. Select your Assignment. Default week. Select the option to display the current week or previous week. Time rows to display. Set the number of rows to display for time. Enter a whole number from 3 to 10. Expense rows to display. Enter a number for the number of rows to display for expenses. Enter a whole number from 0 to 5. Save Preferences. To apply the preferences and return to the Weekly Timesheet, click on the Save Preferences button. Entering Time and Expenses by Week Time Off that you request through Time Off displays on the weekly timesheet. These time off entries are routed for approval and cannot be altered on the weekly timesheet. CHAPTER 2 Guru Guide 9

10 Hours Weekly Timesheet 1. Choose the Week Ending date. Change the date range as needed if the needed week is not listed. 2. To enter time, select the hours, and type the hours and minutes per day. For instance, seven-and a- half hours is 7 before the : and 30 after. a. To fill a row of time with the defaults, click on the default + button then change the entries as needed. b. Select an Assignment. If you work more than one assignment, record separate rows for time per assignment. Expenses and Miscellaneous (if Displayed) 3. Expenses. For an expense reimbursement request or miscellaneous deduction, choose the expense type for the row, and enter the amount in dollars and cents without the dollar sign. If relevant, select an Assignment. For an expense, also add attachments to comply with your organization's policies regarding photos or scanned copies of receipts. For instance, enter 5.00 for $5.00. Select the Expense to show a miscellaneous payment such as a request for an expense reimbursement or a one-time change to a deduction, such as a charitable donation. Submission of Time and Expenses 4. Finalize by Workday. To mark a day as logged, select its checkbox. In the Employee Finalized section, make any notes or comments. 5. Save as needed. Saving keeps the changes and updates the regular hours total and overtime hours based on settings in your records. If you need to adjust the entries for a day that isn't also marked as manager approved, clear the employee finalized checkbox (click on it) and save PeopleGuru, Inc.

11 5. Submit. To submit all or part of a week for approval, click on Submit. Pending. When time and expenses for a date are pending approval, "Pending" displays for the date. Approved? When time and expenses for a date are approved, this displays on-screen and items for that date display in green text. Timesheet Messages/Locked Days Locked Weekly Timesheet Weekly timesheets lock based on payroll status and business logic. The timesheet for a week can be completed before the timesheet is approved and before payroll processing begins for those days. Weekly timesheets lock based on payroll status and business logic. When timesheet time cannot be entered for a particular day or week, this may be because: The Timesheet has been approved. If a days of a timesheet week have been processed into pay entry for the pay group, or if timesheets approvals are based on Time Sheet Policies, then the manager may be unable to clear these flags and save. The Timesheet has been submitted for approval. A checkmark that time is finalized for a date prohibits changing time or expenses for that date. On the manager's timesheet, to be able to alter time or expenses for a date that has been finalized and approved, first clear the "Manager Approved" checkbox, save, and then de-select the Employee Finalized checkbox and save the timesheet again. After clearing the "Employee Finalized" checkbox and saving, you may change the time in the column as needed. To approve it again by select "Manager Approved" and save. Hours have been processed for all days. Time data cannot be modified. Timesheet hours have been processed into pay entry for the pay period, or payroll that includes that day and pay group is being processed or has been completed (based on the status of the pay calendar being in gross-to-net or posted). CHAPTER 2 Guru Guide 11

12 Employees: If a week or a day is "frozen" and if adjustments need to be made, notify your manager so that he or she can ask the Payroll department to adjust the hours during the payroll process. Managers: Changes to a timesheet for a week can be completed before processing for Payroll begins for that week. When Payroll already is processing for a particular week or has been completed, then that week is "frozen" and any adjustments need to be made by a Payroll processor. Let Payroll know any changes in hours, expenses, or projects. There is no Pay Calendar defined for the week [date time]. Please contact your payroll administrator. A payroll calendar has not yet been defined for the week and the pay group. There is no approval routing policy defined. No time sheet policy applies to a particular employee. This message displays on the timesheet in the section labeled "Payroll Submission of Time and Expenses." Time may still be submitted and can be approved on manager's version of the timesheet. Approving Time An authorized approver approves time off and weekly timesheets from transactions in the Transaction Approvals. Usually, this is under the My Office menu as Transaction Approvals. Payroll Process Hours The Process Hours tool can be used to bring pay information from the self-service timesheets into detailed pay entry or can be used to delete auto pays and un-process timesheet records. Process Hours Where your organization uses the self service timesheets, then process the hours for the payroll calendar to bring the timesheet information into pay entry for payroll. The payroll user who processes the time has the option of only paying approved time or including all time and expense information that has been saved. Instructions for Payroll PeopleGuru, Inc.

13 Precondition: To allow the information from weekly timesheets to be used in Payroll, an employee's records need to be marked to enable "Export Hours To Payroll" (checkbox on the employee's assigned Attendance Policy), when the hours are processed through the Process Hours screen for the payroll calendar. 1. Open the Process Hours tool. 2. Payroll Calendar. Choose the Payroll Calendar. 3. Create Auto Pays? Optionally, elect to process auto pays by clicking on the Create AutoPays checkbox. Otherwise, auto pays can be processed later. 4. Pay Approved Time Only? To pay time that has been approved by the manager, select the checkbox to Pay Approved Time Only. If you elect to "Pay Approved Time Only," only timesheet information that is marked as manager-approved processes into detailed pay entry. Otherwise, unapproved timesheet time is also brought into detailed pay entry. 5. Check Code. Select the Check Code for these hours. 6. Finish. To run the selected processes, click Finish. After time records complete processing, a message displays: "Time record has been processed". Click on "Ok" to close the message. Pay entry records created from weekly timesheet records have an automatic user group entry of ~C~. Create Auto Pays the Auto Pays Wizard The Auto Pays wizard creates a batch of detailed earning records for a payroll calendar based on group Auto Create Time Entry definitions and individual Employee Auto Pay Details. When creating auto pays, the Auto Pays Wizard populates detailed pay entry for the specified Payroll Calendar with data from applicable auto pay definitions. These automatic payments can be adjusted or deleted during detailed pay entry. Other options on the "Create Auto Pays" screen are available to copy time from a previously posted payroll or delete auto pays. Create Auto Pays for a Payroll Calendar 1. Pay Group. On the Auto Pays Wizard, select the Pay Group that you are processing payroll for. 2. Payroll Calendar. Select the Payroll Calendar that you are processing payroll for. On-Screen Instructions: This function will create employee auto pay records for the payroll calendar you specify. 3. Create Auto Pay Records. Click on the option to Create Auto Pay Records. 4. Finish. Click on Finish, and when prompted, select OK to continue CHAPTER 2 Guru Guide 13

14 The process automatically completes creating auto pays, and a dialog notifies you that the auto pays were created. Click OK. An Auto Pay record can be edited or deleted on the Payroll Entry screen. Follow the Pay Entry instructions to adjust automatically generated Auto Pay records. If auto-pays are deleted for a pay group and payroll calendar, these records only re-generate when "Create Auto Pay Records" is processed for the group and calendar. Processing Logic Settings on the payroll calendar, Auto Create Time Entry Table, and Employee Auto Pay Details control the creation of auto pays. An Employee Auto Pay Detail for an earning overrides any group auto pay for that earning that would otherwise apply to the employee due to settings on the Auto Create Time Entry Table. Auto-pay creation is limited according to the effective dates and for employee auto pay details, the payroll calendar's payroll of the month number and the process payroll flags on the employee's auto pay record. Active auto pay details only will be created under these conditions: 1. Auto pays are generated through the Create Auto Pays Wizard, online Payroll Wizard, or process hours for weekly time sheets. Through the Payroll Wizard, auto pays automatically are created for a scheduled payroll when the payroll is first brought to the time entry step. 2. The selected Payroll Calendar includes the employee. 3. The auto pay's Begin Date and End Date fall within the Beginning and Ending payroll period dates for the Payroll Calendar. The auto pay's end date can be left blank. 4. The payroll process number on the detail coincides with the payroll of the month (for auto pays defined on the Employee Auto Pay Detail). To delete a single auto-generated time record, open Payroll Entry, delete the row, and save. Delete Auto Pays for a Payroll Calendar If there is an error in creating the Auto Pays, go back to the Auto Pay Wizard, and select the auto pays be deleted. 1. Pay Group. On the Auto Pays Wizard, select the Pay Group that you are processing payroll for. 2. Payroll Calendar. Select the Payroll Calendar that you are processing payroll for. 3. Choose to delete auto pays. 4. Finish. Click on Finish, and when prompted, select OK to continue PeopleGuru, Inc.

15 This deletes the Auto Pay records created for that Payroll Calendar ID. You can then re-create the auto-pays using the original process. Pay Grid Entry The pay entry grid enables batch, spreadsheet-like time entry of employee hours, compensation amounts, and deductions. Hours, compensation amounts, and deduction amounts can be entered in a batch through the pay entry grid. Grid pay entry enables a payroll user to move through a series of pages to set up, enter, and finalize pay entry information for a payroll calendar and check code. Why Use Grid Time Entry Grid time entry is a perfect solution for those users who prefer spreadsheet-style time entry. Here are more reasons to try grid time entry. Fast batch entry View rows for six to twelve employees at one time Advanced filtering and sorting of employees Enter one-time earnings, deductions, or hours quickly Enter one batch per payroll or many Ten columns are available per grid time entry session. These columns may include earnings as hours or compensation amounts or may include deduction amounts. CHAPTER 2 Guru Guide 15

16 Payroll Processing Time and pay information needs to be entered prior to payroll processing. Payroll processing requires bank account audit sign-off on any bank account or bank transit changes prior to payroll processing, and reviewing any payroll alerts is recommended prior to starting the Payroll Wizard. Bank Account Audit Before processing payroll, plan to have one of your organization s designated Bank Account Auditors review the Bank Account Audit under the Payroll menu and sign-off on auditing the changes. All banking-related changes should be signed-off on prior to processing payroll gross-to-net. These banking related changes include new or modified employee direct deposits, ACH vendor payment information, and ACH tax agency payment information. It's a best practice to separate the responsibility and access for a bank audit from payroll processing. Bank Account Auditor access is available to users who have the Bank Account Auditor checkbox selected on the System User Detail screen. Bank Account Audit On-Screen Instructions: Review the listed banking changes. Signoff or correct the banking information using the applicable system screens prior to signoff. 1. On the Bank Account Audit, optionally select a Pay Group. 2. Review the changes. Changes to bank transit and/or account information for employee net pay, vendor payment, and tax agency payment are listed. These include changes made by your provider. 3. Correct any changes as needed. a. For net pay accounts (for employee direct deposits) make any needed changes on Employee Net Pay Details PeopleGuru, Inc.

17 b. For vendor accounts, if you do not have access to the Vendor Codes table, contact your payroll provider if corrections are needed. c. For tax agency accounts, if you do not have access to the Tax Agency codes table, contact your payroll provider if corrections are needed. 4. To signoff on the listed changes, click on Signoff Account Changes, and click on OK when prompted, Are you sure you want to approve the listed ACH Changes? Pay Run Alerts Pay run alerts lists any special alerts that your organization has defined for a date range per employee. These are defined on Employee Payroll Alert records. Process Payroll Wizard The Payroll Wizard is designed to automate and process payroll step-by-step, ensuring data is reviewed and secure. It incorporates the major tasks needed to process, post, and report on payroll information. The access to process a payroll to Gross-to-Net, post a payroll, and reset a posted payroll is controlled per client and per user. These instructions show the Payroll Wizard for those users who are authorized to process Gross-to-Net and post payroll. Payroll Wizard's Step 1: Select Payroll On-Screen Instructions: Select a payroll to run. For a payroll to be processed through the Payroll Wizard, the Payroll Calendar must be un-posted, the current date must be enough days prior to the ACH deposit day for employee payments if the payroll may have any employee direct deposit for any payroll that's not an implementation-history payroll. Select the payroll calendar. Filter by Year and Month as needed, and refresh the list by clicking on Get Payroll List. CHAPTER 2 Guru Guide 17

18 Select Payroll Payrolls are listed by year and month and sorted by check date. Per calendar, the following information displays on the payroll selection step: payroll calendar description, payroll type, the payroll accumulators initialized, whether benefit processing has been enabled, the Payroll Group to be paid by this pay run, the pay period, check date, payroll of the month number and the payroll calendar code. To process a payroll that is in a gross-to-net status already, click on the Reset button. Reset Payroll Payroll Reset Processing Payroll Wizard's Step 2: Gross To Net PeopleGuru, Inc.

19 Gross To Net As long as time entry records exist and no other payroll for the pay group is in a gross-to-net status, the grossto-net processing occurs automatically. Payroll Wizard's Step 3: Pay Run Reports On-Screen Instructions: Please review the pay run reports. Pay Run Reports The Pay Run Reports are based on the "WEBPAYRUN" reports category, so System Administrators can customize the list. Summary of Pay Run Reports Available from the Payroll Wizard Manual Check Report The Pay Run Manual Check report, PAY00042, displays information for manual checks included in the payroll. CHAPTER 2 Guru Guide 19

20 Pay Run Register Processing Report The Pay Run Register Processing Report, shows the processed pay run amounts, including earnings, deductions, taxes, and net pays. Payroll Verification Report The Payroll Verification Report, PAY00025, shows payroll warning messages, such as employees who are part of the payroll but have no time records entered. Task Warning Message Report The Pay Run Task Warning Message Report, PAY00029, highlights per employee payroll warnings, such as deductions halted due to exceeding the adjusted limit amount. Time Entry Pay Code Report The Time Entry Summary Pay Code Report, PAY00014, groups time entry by pay earnings code. Time Entry Summary Report The Time Entry Summary Report, PAY00010, displays a summary of the time entry information for the selected payroll. Time Entry Summary Report If the payroll calculation is not correct, click on the Back button to reset the pay run and perform any necessary time entry edits or employee maintenance changes. When you reset, complete the following actions as needed to correct the payroll, such as make changes to time or to employee details. Once completed, you can return to the Payroll Wizard, select the payroll, reset the payroll, and continue through each step to re-process the Gross-to-Net calculation. Alternatively, if the payroll has been balanced and verified as correct, to continue, click on Next. Payroll Wizard's Step 4: Signoff Payroll verification warnings are listed. These include general payroll verification warnings, such as incomplete tax agency setup, and employee payroll verification warnings, such es employees with SUI for multiple states or multiple work states PeopleGuru, Inc.

21 Verification Before Payroll Signoff Review any displayed warnings. If changes are needed, use the menu to leave the Payroll Wizard and resolve issues as needed before returning to the payroll wizard. Verification Messages Payroll should not be processed if any of the following verifications indicate a set up or data issue. A continue button is provided, but the recommendation is to reset the payroll from gross-to-net status, and make corrections. Contact your payroll service provider if there is an issue that you don't have access to correct. General Payroll Verification Verifies stored procedures for all active SQL payroll accumulators have been applied Verifies no blank tax agencies are on tax codes Verifies no blank bank codes and payment account numbers are on tax agencies Verifies the check date is less than today s date. If the check date is less than today s date, then only a Payroll Calendar marked as Adjustment or Prior Compensation can be processed. Verifies no blank account values are on the Company Codes table for: EE check account EE ACH account deduction ACH account CHAPTER 2 Guru Guide 21

22 tax ACH account tax escrow ACH account Employee Payroll Verification To limit the number of employees who can have the same bank account for direct deposit in a pay group, a default warning and processing threshold will be applied when payrolls are processed. By default, a processing warning will display during payroll processing when more than one employee has the same account. Also by default, if more than two employees have the same account for direct deposit, processing cannot continue until that setup can be corrected. These default thresholds can be adjusted from the Web Administrator role on the System Settings screen. Verifies no invalid Net Pay bank codes is assigned to any employee in payroll Verifies no invalid Net Pay account numbers is assigned to any employee in payroll Verifies no blank or invalid Company Code is assigned to any employee in payroll Verifies no blank or invalid Location Code is assigned to any employee in payroll Verifies no blank Labor 1 Code exists for any employee in payroll Verifies no blank Check Code in pay entry records Verifies no blank Earning Code in earning pay entry records Verifies no blank Deduction Code in deduction pay entry records Verifies there are no missing primary positions, organization records, and/or assignment records On-Screen Instructions: Review the pay run and approve to post process. Read and verify the payroll funding information. Please be sure you have verified payroll Gross-to-Net reports and the pay run is balanced prior to going to the next step which will post and finalize this payroll run for creation of payments and liabilities PeopleGuru, Inc.

23 Signoff Payroll If you were authorized to post the payroll, wait while payroll processes and posts. If you were not authorized to post, then the wizard closes without showing the payroll posting process and your payroll service provider is responsible for completing posting. On the authorization panel, by filling out the authorization, you are certifying that you have reviewed the payroll reports and the following are correct and balanced: tax liabilities, net pays, and all payroll information. Review the payroll information. To complete signoff and post, select the checkbox for "Yes, I have reviewed the above payroll information for accuracy", and enter your first and Last name as the authorizer, and type in your system password in the Password field. Click on Next. Post Payroll Confirmation To continue, click on Yes. Payroll Wizard's Step 5: Post Payroll Post and finalize the payroll run to create employee and vendor payments and create tax liability payments CHAPTER 2 Guru Guide 23

24 based on your deposit rules. This step will close the current payroll run. Posting Process Review the payroll information. To complete signoff and post, select the checkbox for "Yes, I have reviewed the above payroll information for accuracy", and enter your first and Last name as the authorizer, and type in your system password in the Password field. Click on Next. Payroll Wizard's Step 6: Payroll Reports On-Screen Instructions: Please review the post processing reports. Preview and/or print these payroll reports for distribution or filing. Reports depict processing and payment transactions relating to the payroll run processed. All of these reports can be re-printed at any time in the future using the system Report Navigator and Payroll report category PeopleGuru, Inc.

25 Payroll Reports from the Payroll Wizard Now that the payroll is finalized and posted, a list of Payroll Reports displays so that you can print payment forms and other payroll reports. Click on a report s title to view it. Later, you can view payroll reports. If you have access to print checks, to print checks, click on the check report: Print Payroll Checks. Don t mark Checks as Printed (unless you printed payment forms including live checks). When checks have been printed, click on the checkbox to "Mark Checks As Printed". If you don't print checks, leave the checkbox to "Mark Checks As Printed" clear, and click on Finish when you are ready to close the wizard. To exit the Payroll Wizard, click on the Finish button. Special Pay Runs For special pay runs, such as a separate bonus payroll, or for an adjustment payroll, a special Payroll Calendar needs to be defined. Please contact your payroll account representative if you need a Payroll Calendar created for a special pay run. Restore a Posted Payroll (Access is Restricted) In some cases, a posted payroll may need to be reset. This should only be completed if the direct deposit file has not been sent, payment forms haven't been distributed, and liabilities related to the payroll have not yet been paid. Separate authorization is required to be able to reset a posted payroll. CHAPTER 2 Guru Guide 25

26 Restore Payroll 1. To reset a posted payroll, on the Payroll Wizard, click on the Restore Payrolls icon. 2. Filter by year and month, and click on Get Payroll List. 3. Select the Payroll, and click on Restore. PeopleGuru creates and sends the ACH file or files for your organization as part of its payroll fulfillment services PeopleGuru, Inc.

27 Create General Ledger General Ledger Process Map Complete general ledger (GL) processing after payroll posting and before producing general ledger reports. Process GL General ledger processing groups and distributes processed dollars for accounting purposes according to the GL Account Codes and according to the selected processing options. General ledger processing includes the selected archived payroll information, processes it based on active GL Account Codes, and creates a temporary work file that supplies the information for GL reporting. Each time that GL processing completes, the source of the GL reporting and export information is refreshed according to the most recent processing parameters and settings on active GL Account Codes, allowing GL reports to report on the most recent settings. General Ledger Processing 1. To create the GL work file after final payroll posting is complete for a pay run, first open the General Ledger Processing screen. 2. Optionally, filter payroll calendars by check date. CHAPTER 2 Guru Guide 27

28 a. Start Date. Optionally, choose a start date to filter payroll calendars by check date. b. End Date. Optionally, choose an end date to filter payroll calendars by check date. c. Filter. Click on the Apply Filters button. 3. Payroll Code. Choose the Payroll Calendar or calendars that you want to include. To speed your selection of a Payroll Calendar or calendars, Select All and De-Select All buttons are on the window. 4. Create Accrual Accounts? Define accrual processing, if any. Only create accrual accounts or enter an accrual percent under the advice of your corporate accountant. a. Create Accrual Accounts? To create accrual accounts, select the Create Accrual Accounts checkbox. b. Accrual Payroll. For accrual processing, you may designate the accruals for a specific Payroll Calendar Id from the Accrual Payroll drop-down list. c. Accrual Percent. To define a specific accrual percent for the selected Payroll Calendar (s), enter a value in the Accrual % field. This value should pertain to the Payroll Calendar or calendars selected for General Ledger Processing. If a different Accrual % is entered on a GL Account Code, the accrual percent entered on the GL Account Codes Table will override and nullify the accrual percentages. 5. Run Process. Click on the Run Process button. A process message displays, and the General Ledger Processing screen closes and re-directs to another screen when the system completes processing. General Ledger Reports General ledger reports include information for financial accounting. Open the Report Navigator and open the Finance category. Generate general ledger reports as needed, such as the General Ledger Account report, PAY00601, and the Generate General Ledger Account Summary, PAY Process GL first. GLFILEMGSI, GL ASCII Output File report, can be exported to produce a generic general ledger interface. PAY00600, the Payroll General Ledger Distribution Report, reports on general ledger distributions by Labor Segment 1-4 Codes. PAY00601, the Payroll General Ledger Account Report, sorts GL Account information by labor segments, listing all accounts according to labor segment. Verify the last page is in balance, with equal debit and credit amounts. Popular to process after GL processing. Compare to the last page of the REG00002, Payroll Register Summary report, for the Payroll Calendar. PAY00602, the Payroll General Ledger EE Distribution Report, displays per employee GL Account information by labor distributions. PAY00603, the Payroll General Ledger EE Account Report, provides a report on employee labor distributions per employee and per GL Account PeopleGuru, Inc.

29 PAY00604, the Payroll General Ledger Distribution Summary Report, summarizes employee labor distributions per labor distribution. PAY00605, the Payroll General Ledger Report Summary, summarizes employee labor distributions per GL Account. CHAPTER 2 Guru Guide 29

30 For double-sided printing purposes: This page intentionally left blank to ensure new chapters start on right (odd number) pages PeopleGuru, Inc.

31 Quick Reference Payroll Essentials Quick Reference Checklist This provides the client Guru with a quick reference guide to creating and processing payroll. Checklist for Payroll Processing Step Task Description Completed? 1 Employee Maintenance 2 Time & Labor, Timesheets 3 Report on time entry 4 Complete employee payroll entry 5 Process Gross-to-Net 6 Verify pay run reports and GTN totals 7 Reset pay run (if needed) Complete maintenance of employee information: all new hires, terminations, and re-hires. Complete all payroll details, salary, compensation, shift, and/or position changes. Prepare employees who are new to the system for Payroll by completing the New Hire and payroll details. Simplify the process by selecting the correct Benefit Profile and tax locations during the New Hire process. Import time, process hours for weekly timesheets, and/or create auto pays for the Payroll Calendar according to the pay group s time entry method. If the company does not use one of these time entry methods, skip to Step 3. Time entry reports are available from the Report Navigator's Payroll Verification category. Filter the list by Time Entry or filter to the PAY00010, the Time Entry Summary Report, and generate it. Go to Employee Payroll Entry. Make any adjustments or key any additional pays. 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. Generate reports to help verify and balance your payroll. From the Payroll Wizard, the step after gross-to net displays pay run verification reports. Optionally, go to the Report Navigator's Payroll Verification category and generate another Pay run report such as the Pay Run Task Warning Message (PAY00029), Pay Run Register Summary (REG0004) and other pay run reports for verification. If you are satisfied that the pay run and GTN totals are correct, skip to Step 8. If adjustments are needed, continue to Step 7. If you need to reset the payroll and still have the Payroll Wizard open to the step for Pay Run Reports, click on the Back button. Otherwise, open the Payroll Wizard. If a payroll has already been run to Gross-To-Net, click on its Reset button. A message displays this prompt, "Are you sure you wish to reset this payroll?" Click Yes. The GTN resets. 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. 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 Payroll Wizard, the step after posting displays the payroll reports. CHAPTER 3 Guru Guide 31

32 Step Task Description Completed? 10 PeopleGuru, Inc., creates ACH file(s) and transmits The assigned PeopleGuru, Inc. administrator creates ACH files for direct deposits and needs to transmit ACH files according to the standard method for the organization. 11 Checks and advices PeopleGuru typically prints any live checks that weren t printed off cycle and ships the checks to your location PeopleGuru, Inc.

33 Payroll & HR Enterprise Menu Reference My Office Access key office tasks on-the-go: your daily feed, transaction approvals, memberships, out-ofoffice setup for approvals. Company Setup options, organizational charts and E-Verify Dashboard Employee Access employee-related menus to setup and tie out payroll and HR related details ACA Access ACA Healthcare Reform manager actions and setup Benefit Enrollment Access benefit enrollment setup and management tools Payroll Access time entry, payroll processing tools, post-payroll, and pay calendar setup Salary-Budgeting Administer salary-budgeting information Performance Administer performance management Reporting Access reporting tools CHAPTER 3 Guru Guide 33

34 For double-sided printing purposes: This page intentionally left blank to ensure new chapters start on right (odd number) pages PeopleGuru, Inc.