CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll Payroll Standard Reports Learning Guide Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 1

2 Table of Contents Payroll Standard Reports... 4 Check Register... 4 Check Summary... 5 Direct Deposit Reporting... 6 Distribution Reports... 6 Distribution Summary... 8 Employer Payments... 9 New Hire Reporting Print Checks & Stubs Voluntary Deductions Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 2

3 Introduction This learning guide will review the reports available from the Payroll Standard Reports menu. These reports provide payroll information related to a single pay date. These 9 reports include the Check Register, Check Summary, Direct Deposit Reporting, Distribution Reports, Distribution Summary, Employer Payments, New Hire Reporting, Print Checks & Stubs, and Voluntary Deductions. These reports are additionally available either for accessing as a Processing report or a Post Processing report from the Process Payroll Parameters screen for the selected pay date. Reports that are available as a Processing report are to be used for verifying your payroll prior to the pay date being posted to Pay History. Those reports are identified as a Payroll Processing Report. Reports that are available as a Post Processing report are able to be used immediately upon the completion of the payroll being posted to Pay History without needing to be accessed from the side Standard Reports menu. Those reports are identified as a Post Processing Report. All reports included in this guide are also available from the side menu Standard Reports for Any Pay Date found in Pay History. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 3

4 PAYROLL STANDARD REPORTS Follow this sequence: HR/PAYROLL > PAYROLL > STANDARD REPORTS Check Register The Check Register report is additionally included as a Post Processing Report. Select from the list of Pay Dates found in Pay History. If more than one payroll was processed for the same date but for a different Pay Group the Pay Group selection option will allow you to restrict the report to one of the pay groups available. If there is only one it will be defaulted for you. You may Sort the Check Register report by Name or Check Number. Name is the defaulted option. You are able to include the year to date totals by marking the Include YTD box and you can also include any messages that may be attached to these checks by marking the Include Messages box. Totals are provided at the end of the report. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 4

5 Check Summary The Check Summary report is additionally included as a Payroll Processing Report. Select from any Pay Date that has been posted to Pay History. If more than one payroll was processed for the same date but for a different Pay Group the Pay Group selection option will allow you to restrict the report to one of the pay groups available. If there is only one it will be defaulted for you. This report will show you summary information for all the staff being paid and include amounts for gross wages, taxes and deductions as well as the net pay amount per check number for the selected Pay Date. Totals are provided at the end of the report. This report additionally includes a Process Date range option to include changes to consider that happened outside of the normal payroll. Entering the date the prior payroll was processed to the current date will allow you to see those changes. The Process Date range allows you to see the Payroll Changes and Additions report which will only pop up when you enter a date range to be processed. The Payroll Changes and Additions report will show you any voided checks or any checks that have been added/changed in the date range that was entered. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 5

6 Direct Deposit Reporting The Direct Deposit report is additionally included as a Payroll Processing Report. The Direct Deposit File is additionally included as a Post Processing Report only. The Direct Deposit Reporting allows you to see staff who are receiving a direct deposit for the Pay Date selected and optionally create the file for the bank by checking the Create File box. The report will show the staff members Gross Pay, Net Pay, Routing #, Account #, and identifies if it was recorded as a Prenote. You have the option to Sort the report by the staffs Name or by Bank. If you only want to include certain direct deposits, you can enter a check number into the Individual Numbers box. If you want to see multiple direct deposits, enter all of the check numbers you wish to see and separate them with a comma. If you want to include a range of direct deposits, enter the lowest number first in the Starting Number box. Then, enter the greatest number in the Ending Number box. This will only include the range of direct deposits that you entered. NOTE: To create a Direct Deposit file made up of only pre-noted records outside of a payroll process select the option from Directories>Parameters>Direct Deposit and select from All Staff Direct Deposit to create a file for all staff or Prenote Only if you want to Prenote individual staff prior to a payroll being processed. Distribution Reports The Distribution Reports are additionally included in both the Payroll Processing Report and the Post Processing Reports for verification purposes before and after the payroll is posted to Pay History. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 6

7 The Distribution Reports allow you to run the report either by Account or by Name. The information on this report shows the Employer expenses for the selected Pay Date. Select the Pay Date/Pay Group you want to run the report for. If you decide to run the report By Account, Account Totals are provided at the end of each account group. The By Name option will group and provide totals per Staff. both can be selected to run at the same time. This report will show employer expenses for Gross Wages, Retirement, Social Security, Medicare, Unemployment, and Workers Comp totals. The * shown to the left of the Soc Sec and Medicare amounts show that the staff has an adjusted gross for those taxes. This is typically due to a Section 125 deduction amount. If there are any invalid accounts, this will show under the Invalid Accounts tab. The totals page breaks out the Federal and Non Federal totals and the Regular and Accrued Totals as well as all Retirement information per Fiscal Year for verification. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 7

8 Distribution Summary The Distribution Summary Report is additionally included as a Post Processing Report. This report will give you similar information as the Distribution Report does, but in a summarized view per account without names. You must select a Pay Date/Pay Group for this report as described earlier. The Sort option on this report is by Account or ASN. By default Account is selected. The Process Date range option is also provided on both of the Distribution reports and this Distribution Summary option. You can see if accounts were reallocated in addition to seeing voided checks or additional checks processed outside of the regular payroll. The Payroll Changes and Additions will only show if you enter a date range under the Process Date If there are any invalid accounts, this will show under the Invalid Accounts tab. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 8

9 Employer Payments The Employer Payments Report is additionally included as a Post Processing Report. The Employer Payments report shows you employer expenses and employee payables that the employer must pay through Fund Accounting. You can set up the Payroll Disbursement information to pay these expenses in Fund Accounting and create transactions automatically when the pay date is posted to Fund Accounting or they can be manually entered. This report will provide all of the totals related to the pay date and if the Process Date option is used it will additionally provide information that happened outside of the regular payroll that may need to be addressed with the selected pay dates remittances. The Run Options for this report will need a Pay Date/Pay Group to pull the information. The Process Date is where you are able to put a range of dates to see if there was any Payroll Changes and Additions during this time period. The Employer Expenses portion of the report shows the Fund and the total wage expense for that fund along with the amounts for both the Gross and Expense for each employer benefit per fund. The Employee Payables portion of the report shows the amounts that have been collected for each deduction and tax via payroll withholdings. These amounts must be paid through Fund Accounting. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 9

10 New Hire Reporting The New Hire Report is additionally included as a Post Processing Report. This report allows you to select by Pay Date which staff should be included in the reporting based on their start date and their last paid date. If you want to exclude staff from reporting due to a period they were not paid due to their class and use the Class Exclusion list box. Selecting a Class to be excluded will only exclude them based on last paid date. They will still be included based on Start Date selection criteria. If you wish to have your employees social security numbers on the report, make sure to mark the Print SS# box. If you want to create a file for this report, make sure to select the Create File box. The New Hire Report requires that new hire information that is reported by employers must include a valid date of hire (within 3 years of the date of the new hire report) for every new hire being reported. Here are excerpts from the Pennsylvania New Hire Reporting Program: An employee must be reported as a new hire under the following conditions: a new employee starting their initial employment with an employer, or a former employee who is: rehired following termination; rehired following separation; returning to work following a layoff; or returning to work following a requested leave of absence without pay greater than 30 consecutive days. Please note that teachers on contract (including substitute teachers) do not need to be re-reported as a new hire unless their contract ends and the employer/employee relationship for wages or other forms of compensation is terminated. For all other temporary employees not under contract and with intermittent employment with the school if the break in employment is greater than 30 days, the person must be rereported as a new hire. If the staff s start date is older than the 3 year maximum it will reflect the pay date on the file created to be used for reporting purposes without altering your staff s information. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 10

11 Print Checks & Stubs The Print Checks and Stubs options are additionally included as a Post Processing Report. Select from the list of Pay Dates/Pay Group found in Pay History. The checkboxes for Checks and Direct Deposits are both selected by default. Deselect one if you don t want to print for both. In the Checks section: Select to Print in Reverse Order if you have a reverse feed printer with check stock that is normal sequential order. By default Print All is selected. Remove the checkmark from the box if you only want to print a specific check(s). Enter the check number(s) in the Individual Check Numbers box if they are not in sequential order. Separate check numbers with a comma when printing more than one. Or enter a range of check numbers by entering the Starting Check Number and then the Ending Check Number for the range you would like to view. You can also print one staff s check from their Pay History record without needing to know the check number. In the Direct Deposit Stubs section: Select Print All Portal Stubs if you have not yet fully implemented the Staff Portal for staff to receive their pay stubs. Print All is selected by default and will include stubs for those staff who are identified on their Direct Deposit record to Print the Stub. If you only want to print a specific stub(s), enter the direct deposit number(s) in the Individual Direct Deposit Numbers box if they are not in sequential order. Separate numbers with a comma when printing more than one. Or enter a range of Direct Deposit numbers by entering the Starting Direct Deposit Number and then the Ending Direct Deposit Number for the range you would like to view. You can also print one staff s stub from their Pay History record without needing to know the direct deposit number. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 11

12 Voluntary Deductions The Voluntary Deductions report is additionally included as a Payroll Processing Report. Select the Pay Date/Pay Group for this report and select Run. The Voluntary Deductions report identifies the amounts and staff contributing into each deduction for a pay date and identifies the Calendar Year to Date and Deduction Year to Date amounts per staff with totals per deduction. Created: 9/18/ Central Susquehanna Intermediate Unit, USA Page 12