Payroll Checklists November 2, 2018

Transcription

1 Payroll Checklists November 2, 2018

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3 Table of Contents Processing Payroll... 1 Voiding a Payroll Check or Deposit Advice... 6 Void/Replace a Payroll Check or Deposit Advice... 7 Adding a Manual Check... 8 Performing Payroll Quarterly Procedures... 9 Performing Payroll Fiscal Year-End Procedures (June) Performing Payroll Calendar Year-End Procedures (December) Performing Form 100R Procedures... 14

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5 Processing Payroll Allows you to enter employee information, print checks and/or deposit advices, process direct deposit, and print the proper reports. Maintenance Employee o Add or change employee information. Periodic Note: When adding new salary accounts, remember to also add/link them to OASDI and Medicare accounts and Retirement accounts in the Accounting Module Life Insurance Calculation Over 50K o [If Applicable] Select this option to calculate the life insurance amount. Process Preparation o Enter Prompts o [If Applicable] Import Attendance / Substitutes o [If Applicable] Create Earnings Create Time Clock Earnings. Select this option to import from time clock. Select the KTime Time and Attendance File Click on Import File(s) Click on Create Earnings once the import is complete The following reports will print at this time: Time Clock Earnings Work Detail From Time Clock Time Clock Employees Outside of Variance Attendance Update From Time Clock o [Optional] Print Exceptions Verify information imported correctly from time clock. o Enter Exceptions o [Optional] Exception Quick Entry Continue to next page 1

6 o [Optional] Enter Attendance o Create Earnings. Select applicable options. Create Substitute Earnings. This option may be selected multiple times without duplication. Create Additional Earnings. o [Optional] Print Exceptions o Calculate Payroll Select this option to calculate payroll then Preview Trial Journal. Note: Review the Trial Journal. If the Trial Journal is incorrect, make any necessary changes, and recalculate the payroll and reprint the Trial Journal. You may select to print the Trial Journal for an Individual employee o [Optional] Remove Negative Payroll Records Select this option to remove any Negative Net Pay records. Reports Note: Verify the following reports are correct for the payroll. o Deductions/Withholdings o Benefits o Distributions o Direct Deposit Preview Report Detail Attendance [Optional] o Print Emp Days Substituted o Print Attendance Report o Print Substitute Report o Print Sub Check Inserts. If using paperless Inserts, select this option to create the file to be uploaded to Doculivery. Print Checks Print Advices o If using paperless (electronic) stubs, this option creates the file to be uploaded to Doculivery. This file can be saved to a specified location. Continue to next page 2

7 Create ACH File Note: The Deposit Advice forms must be printed before creating the Direct Deposit ACH file. This option creates the ACH file to be submitted to the bank. This file may be saved to a specified location. o Preview Report. Verify direct deposit information is correct. Submit the Direct Deposit File to the bank. [If Applicable] Submit the paperless electronic stub file to Doculivery. Reports o Print Check Register o [Optional] Deduction Transmittal Report o [Optional] Benefit Transmittal Report o [Optional] Print FICA Gross Report Fund o [Optional] Print Payroll Voucher Register ERM Wage & Contribution Process o Create ERM Work File Can create for TRF and/or PERF at the same time or select to create each separately. Complete prompts appropriately for TRF and PERF. Verify FSP funds and Voluntary Retirement deduction codes are correct. o ERM Work File Report Print for TRF and PERF at the same time or separately. o ERM Work File Maintenance Make necessary changes. Reprint the ERM Work File Report for TRF and/or PERF. o Create ERM Transmittal File Select to create for TRF and PERF separately. This option creates the files to be submitted for TRF and PERF. The file name is based on the TRF and PERF Submission Unit No. If the Submission Unit No is entered as , then the file created is txt. This file may be saved to any location you select. o Submit the TRF and PERF files to ERM. Continue to next page 3

8 Create Vouchers [Optional] Note: Vouchers may be created at this time or After Completing Payroll. Select any of the following options to automatically create vouchers in accounts payable. Vouchers may be created multiple times. Each time the voucher is created, if the same Due Date is used, the previous voucher is automatically deleted from Voucher Maintenance in Accounts Payable. o Federal Withholding and FICA Matching This option creates the voucher for the Employees Withholding amounts for Federal and FICA taxes and the Employer s portion of FICA in Voucher Maintenance in the Accounting module. The Employer Matching FICA Report prints with the information updated to voucher maintenance. o Retirement This option creates the vouchers for PERF and/or TRF for the employee and employer s portion of retirement. If any Voluntary Retirement is withheld, this will need to be manually added to the voucher in Voucher Maintenance. The Employer Share of Retirement Report prints with the information updated to voucher maintenance. Note: REVIEW the Employer Share of Retirement Report and VERIFY the totals with the (ERM) TRF Report and the (ERM) PERF Report. o Employee Paid Deduction This option creates the vouchers for the employee s withholding portion of voluntary deductions. This option may be used for Standard Checks, EFTs, and ACH payments made to vendors for the employee s withholding amounts. A report will print listing the information updated to voucher maintenance. o State Withholding This option creates the voucher for the employees withholding for State and Local taxes. The voucher amount is for the state and county taxes for a specific check date. A report will print listing the information updated to voucher maintenance. Note: To Complete the Voucher Process and to print/post vendor checks, follow the Processing Vouchers checklist. This may be completed at this time or after Complete Payroll has been selected. Payroll Backup Back Up Database On Demand. Complete a back up at this time. Note: Label the backup All Files, After Payroll Update, Month, Year/Today s Date. Continue to next page 4

9 Complete Payroll This option will Complete (Post/Updated) the Payroll. A report will print indicating what has been updated to Accounting for deductions, withholdings, and wages. This option updates payroll totals to the Payroll Earnings/Withholdings, Check History, Accounting Expenditure accounts for wages and withholdings. No other posting option is necessary. Reports Employee Trial Balance. Verify the previous trial balance plus the current check register equals the current trial balance. This completes your payroll processing. 5

10 Voiding a Payroll Check or Deposit Advice Allows you to void a Payroll Check/Deposit Advice that has been Completed in payroll. This will void the check or advice in payroll, accounting and bank files. Note: Use this checklist to only void CURRENT YEAR checks. Note: The check or deposit advice must be outstanding in the bank transactions in order to void. Maintenance Employee o Select an appropriate employee o Click Check History tab o Click View Detail next to the check or advice that is to be voided. o Click Void o Enter a Void Date The void date should be in the current month in which you are working. o Enter Void Reason o Click Void Note: The check will be voided throughout the system. It will be voided in Accounting, Bank, and the Payroll employee file and history file. 6

11 Void/Replace a Payroll Check or Deposit Advice Allows you to void a Payroll Check/Deposit Advice that has been Completed in payroll and print a new replacement check. This will void the check or advice and update the new check in payroll, accounting and bank files. Note: This option may be selected to void/replace a deposit advice with a payroll check. Note: The check or deposit advice must be outstanding in the bank transactions in order to void/replace. Maintenance Employee o Select appropriate employee o Click Check History tab o Click View Detail next to the check or advice that is to be voided/replaced. o Click Void Replace o Enter the following fields: Void Date. The void date should be in the current month in which you are working. Void Reason New Pay Check Date The date of the replacement check. Use Same Check Number Check this box if the replacement check should be printed with the same original check number. Leave this box unchecked if assigning a new check number. Confirm Password o Click Void & Print Replacement Check A new check will print at this time. Note: The check will be voided throughout the system. It will be voided in Accounting, Bank, and the Payroll employee file and history file. The Replacement check will be updated in Accounting, Payroll, and Bank. 7

12 Adding a Manual Check Allows you to enter, print, and update a manual payroll check. The Manual check will be updated in Accounting, Payroll, and Bank files. Check Corrections Manual Check Entry o Click Cancel / Add New o Enter Check Date the date to be printed on the check. o Employee o Enter Manual Check Reference o Enter additional applicable fields. o Click Update Changes. o Click Earnings tab to add pay amount. Note: The Normal earnings will automatically pull on this screen. This amount may be changed or a new line of earnings may be added and the Normal earnings can then be deleted. Note: If changing this amount, and the amount is connected to a contract or salary, you may or may not want the amount to be updated to the Contract / Salary amount. Answer prompt accordingly. o [If Applicable] Select any additional tabs to enter override amounts for the manual check. o The system will automatically calculate taxes on the manual check. You may override the taxes by selecting the appropriate tab. o Click Preview to display the manual check calculation totals. o If changes need to be made, click Cancel and make necessary corrections. o Click Print/Post to print the payroll check. The check will be posted to payroll, accounting, and bank files at this time. 8

13 Performing Payroll Quarterly Procedures Allows you to print reports and process for the end of the quarter. You also create your unemployment file. Note: All payrolls for the quarter should be posted before beginning this checklist. Note: Be sure to proof and balance each report before you continue to the next step. Period End Quarterly Procedures o Employee Trial Balance Print for the quarter and verify totals are correct. o Employee History Print for the quarter and year to verify totals to the Trial Balance report. o Employer s 941 Report Prints a worksheet to complete quarterly federal tax return. o [Optional] Distribution History Report Information pulls from payroll history. o [Optional] OASDI/Medicare Report Information pulls from payroll history. Unemployment Reporting Note: The Unemployment process will create the Electronic file to be submitted to the Unemployment office. o Create Unemployment Work File. o Unemployment Report. Prints an edit report of the unemployment file. The UC-1 also prints at this time. o [Optional] Maintain Unemployment Work File. Make necessary changes. Reprint the Unemployment Report. o [Optional] Multiple Worksite Report BLS 3020 o Create Unemployment Transmittal File. Save & submit the unemployment file. The file is named uiwage.txt. Payroll Backup Backup Database On Demand Note: Label the backup - Payroll Files, - Quarter End Date and Current Date Your Quarterly Procedures are now complete for the end of the quarter. 9

14 Performing Payroll Fiscal Year-End Procedures (June 30th) Allows you to process for the end of the fiscal year. Period End Fiscal Year End Procedures [Optional] Employee Retirement History - Fiscal Payroll - Backup Backup Database On Demand Note: Label the backup - All Payroll Files, Fiscal Year End Date, Current Date The Fiscal Year-End Procedures are now complete. 10

15 Performing Payroll Calendar Year-End Procedures Allows you to print the appropriate reports and process for the end of the calendar year. You also create your W2 employee file, print W2s, and create the transmittal file. Note: The Performing Payroll Quarterly Procedures must be completed first before beginning this checklist. Be sure to proof and balance each report before you continue to the next step. Maintenance - Descriptions Box 14 on W2. o Enter descriptions that need to print in Box 14 on the W2 if necessary. Deduction Tax Type. o Verify any deduction tax type that is considered a retirement plan for W2 printing has the prompt Qualifies As W2 Retirement Plan checked. The Annuity tax type should have this box checked. Benefit. o Verify benefits have been set up with the correct box number for W2 printing. Deduction o Verify deductions have been set up with the correct box number for W2 printing. (Examples of deductions to be coded for W2 printing: Annuities, Health Savings Accounts, Roth IRA, and 457 Def Comp.) Payroll Backup Backup Database On Demand Note: Label the backup Payroll Year-End, Before W2 Processing, Year/Today s Date Period End Calendar Year-End Procedures W2 Box Report. o Print to verify deductions and benefits have been coded with the correct box number for W2 printing. (Examples: Annuities, HSA s, Roth, 457 Def Comp, Life Ins over $50,000, etc.) Create Employee W2 Records. o This option must be selected to print year-end reports, print W2s, and create the W2 submission file. Employee W2 Combine More Than 1 County. o This option should be selected to correct any employee who has had county taxes withheld for more than 1 county during the year. 11

16 [Optional] Maintain and Adjust W2 Employee Records. o This option allows you to Add, Edit or Delete information in the Employee W2 History file. This option may be used to enter fringe benefits, third party sick pay, health care costs, health savings accounts, etc. [Optional] Update W2 Records Based on Deductions/Benefits. o This option may be used to Mass update W2 amounts based on a current deduction or benefit amount per pay. This option may be used to mass update W2 Health Care Costs. [Optional] Quick Entry Employee W2. o This option allows for Quick Entry of W2 amounts for a specific deduction or benefit. This option will add the amount, the deduction or benefit, and the corresponding box number to the Employee W2 History file. W2 Maintenance Report. o Print to verify totals are correct for W2 printing. W2 Box Report By Employees. o Verify totals for specific boxes on the W2 are correct for W2 printing. [Optional] Update W2 Record s Box Numbers. o If a box number is incorrect on a deduction, benefit, or earnings code this option will allow you to change it to the correct box number on the Employee W2 file. Employee Trial Balance. o Verify totals are correct for W-2 printing. Employee History Listing State / County Income Tax Report Income Tax Report Employee Gross Wages Report [Optional] Employees Multiple States List [Optional] Employee Deductions Negative Year To Date Deduction Report. o Print to verify negative deduction amounts that may print on the W2 form. Verify all reports are balanced and correct. Note: Before printing W2 s on the form, verify all information, including employer ID numbers, SSN, addresses, and totals are correct. The W2s can be printed as many times as necessary. Print Employee W2s Continue to next page. 12

17 Create Employee W2 Transmittal File. o Save a copy of the W2 file on an external drive and keep in a safe place. This is the file that will be submitted to the IRS. Print W2 Transmittal Report. o Verify information and totals are correct. Note: The due date for submitting the W2 file electronically is January 31 st. Payroll Backup Backup Database On Demand Note: Label the backup Payroll Year-End, After W2 Processing, Year/Today s Date To process your Form 100R File, use the Performing Form 100R Procedures checklist. Calendar Year-End Procedures are now complete. 13

18 Performing Form 100R Procedures Allows you to create the 100R Work File and the 100R Transmittal File to export from Komputrol and import to Gateway. Note: The 100R must be submitted to Gateway between January 1 and January 31 for the previous calendar year totals. Period End Calendar Year-End Procedures Indiana 100 R o Create Indiana 100 R Work File o Indiana 100 R Report o [Optional] Maintain Indiana 100 R Work File. Make necessary changes. Reprint the Indiana 100R Report. o Create Indiana 100 R Transmittal File. This option creates the file that must be submitted to Gateway. The file can be saved to a specified drive. The file name is: gateway100r.csv. o Submit the Form 100R to Gateway. 14