Payroll. Checklists. Komputrol 10/30/2014

Transcription

1 Payroll Checklists

2 Table of Contents Processing Payroll... 3 Posting/Updating Payroll... 7 Posting Payroll to the Budgetary Module... 9 Voiding a Payroll Check or Deposit Advice Adding a Manual Check Cancellation of Old Checks Performing Payroll Quarterly Procedures Performing Payroll Fiscal Year-End Procedures (June 30th) Updating Payroll Leave Day Information Performing Payroll Contract Year-End Procedures Performing Payroll Calendar Year-End Procedures (December) Performing Form 100R Procedures... 24

3 PA - 3 Processing Payroll Allows you to enter employee information, print checks and/or deposit advices, and print the proper reports. Note: For further information, see the Operations Manual. Files Maintenance Menu Option 1 - Employee File. Add or change employee information. Note: When adding new deduction or distribution codes, remember to also add/link them in the Budgetary Module (Budgetary Master Menu, Option 9 - Miscellaneous Menu, Option 4 - Budget/Payroll Linking Maintenance). Periodic Procedures Menu [If applicable] Option 8 - Life Insurance Calc/Over $50K. Select this option and answer prompts appropriately, if life insurance should be taxed on this payroll. Preparation/Process Menu Option 1 - Enter Attendance/Hours [Optional] Option 20 - Detail Attendance Menu. Do any of the following: Option 1 - Attendance Entry/Maintenance Option 2 - Attendance Listing Option 3 - Substitute Listing Option 2 - Enter Payroll Exceptions Option 3 - Enter Payroll Prompts [Optional] Option 4 - Check Message Maintenance Option 5 - Create Earnings Exceptions. Do any of the following & check the printer for reports that automatically print: Create Earning Exceptions from Time Clock. Available for Time Clock users. Create Earning Exceptions for Substitutes. Do this one time per check date. Create Earning Exceptions for Deductions. Do this one time per check date. Create Earning Exceptions for Holiday/Additional Pay. Available for Time Clock users. Create Earning Exceptions from Remote Payroll. Available for Remote Payroll users. Create Earning Exceptions for Every Pay Earnings. Do this one time per check date. [Optional] Option 6 - Print Exception File Continue to the next page.

4 PA - 4 Option 7 - Create Paythis File Note: This option gathers the payroll. Check printer for any report that might print. If selected, you must print the trial journal. Option 8 - Print Trial Journal Note: Review the trial journal. If an employee should be added or deleted, make the necessary changes, then recreate the Paythis File and reprint the trial journal. Do not recreate earning exceptions for substitutes. [Optional] Option 9 - Correct Trial Journal Note: If the trial journal is incorrect, make necessary changes and run correct trial journal for appropriate employee(s). You may also need to print the Trial Journal with Grand Totals. Option 10 - Print Deduction Report. Each Deduction Report can be printed to meet your specific needs. Option 1 - Print Deduction Report Option 2 - Print Fund Deduction Report. Salary totals will print for each deduction/ withholding on the report. The salary information is based on the employee s BASE distribution code from the Employee File - Distribution screen. Split distribution and distribution exceptions will not be reflected in the salary breakdown. Option 3 Print Deduction Transmittal Option 11 - Print Distribution Report. Each Distribution Report can be printed to meet your specific needs. Option 1 - Print Distribution Report Option 2 Print Distribution Report - Fund [If applicable] Option 21 - Bank Direct Deposit Menu Note: You can create and send the direct deposit file to the bank before or after printing the deposit advice forms. Option 1 - Print Direct Deposit File Report Option 2 - Create Direct Deposit File. This option creates the file pramtp.d in the root directory (which is typically the K: drive). [Optional] Option 3 Copy Direct Deposit File Diskette. You may want to save to your flash drive before submitting the file to the bank. Submit the Direct Deposit File to the bank. Continue to the next page.

5 PA - 5 Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup Payroll Files, Before Checks, Month, Year/Today s Date. Preparation/Process Menu Option 12 - Print Payroll Checks [If applicable] Option 13 - Print Deposit Advices. [If using paperless (electronic) stubs, this option creates the file apprdp.txt] [If applicable] Submit the paperless (electronic) stub file to Doculivery. Option 14 - Print Check Register [Optional] Option 15 Print Retirement Gross Report - Fund [Optional] Option 16 Print FICA Gross Report - Fund [Optional] Option 17 Print Payroll Claim Listing Option 19 - (ERM) Wage & Contrib. Process Option 1 - Build (ERM) Work File TRF Note: [If Applicable] If you process multiple payrolls using the same check date, this option allows you to add employees to the existing (ERM) TRF Work File (rather than delete/create a new work file). Press Enter if it is the first payroll processed for this Check Date. Press F1 to Add Employees to the existing work file if it is NOT the first payroll for this Check Date. One time set up-must complete the prompt in 2 nd screen of the Payroll Processing Profile Maintenance, Enter Y For Multiple Payrolls on the Same Check Date = Y Option 2 - (ERM) Work File TRF Report [Optional] Option 3 - (ERM) Work File TRF Maint. Make necessary changes. Reprint the (ERM) Work File - TRF Report. Option 4 - Create (ERM) Submission File TRF. This option creates the file that must be submitted for TRF. The file name is based on the Submission Unit No entered in option 1 Build (ERM) Work File TRF. The file is created in the root directory (typically this is the K: drive). If the Submission Unit No is entered as , then the file to submit is: txt. Continue to the next page.

6 PA - 6 Option 5 Copy (ERM) Submission File TRF To Disk Submit the TRF file to ERM. Option 6 - Build (ERM) Work File - PERF Note: [If Applicable] If you process multiple payrolls using the same check date, this option allows you to add employees to the existing (ERM) PERF Work File (rather than delete/create a new work file). Press Enter if it is the first payroll processed for this Check Date. Press F1 to Add Employees to the existing work file if it is NOT the first payroll for this Check Date. One time set up-must complete the prompt in 2 nd screen of the Payroll Processing Profile Maintenance, Enter Y For Multiple Payrolls on the Same Check Date = Y Option 7 - (ERM) Work File PERF Report [Optional] Option 8 - (ERM) Work File PERF Maint. Make necessary changes. Reprint the (ERM) Work File PERF Report. Option 9 - Create (ERM) Submission File PERF. This option creates the file that must be submitted for PERF. The file name is based on the Submission Unit No entered in option 6 Build (ERM) Work File PERF. The file is created in the root directory (typically this is the K: drive). If the Submission Unit No is entered as , then the file to submit is: txt. Option 10 Copy (ERM) Submission File PERF To Disk Submit the PERF file to ERM. [Optional] Option 20 - Detail Attendance Menu: Option 4 - Substitute Payroll Check Insert. [If using paperless (electronic) sub inserts, this option creates the file apsubi.txt] [If applicable] Submit the paperless (electronic) sub insert file to Doculivery. Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup - Payroll Cycle or All Files. Note: Label the backup Payroll Files, After Checks, Month, Year/Today s Date. You have completed the payroll process; go to the Updating Payroll checklist to Post/Update the payroll.

7 Posting/Updating Payroll Allows you to post/update your payroll to the appropriate files after printing your payroll checks and/or deposit advices. Note: For further information, see the Operations Manual. Post/Update Payroll Menu PA - 7 Stop & Read! If this is the first payroll of a new quarter, complete the Performing Payroll Quarterly Procedures first before selecting Options 1 & 2. If this is the first payroll of a new month, complete the Performing Budgetary Month-End Procedures before selecting Option 5. Option 1 - Post Payroll to Employee File. (Nothing prints.) Option 2 - Post Payroll to Employee History File. (Nothing prints.) Option 3 - Employee Trial Balance with employee detail. Attention! Make sure the previous trial balance plus (+) the current check register equals (=) the current trial balance (all totals). Option 4 - Post Payroll to Outstanding Checks File. The Checks New to the Check File report prints, and the Post Direct Deposits to Bank may also print. (Can post this any time.) Option 5 - Update Payroll Totals to Budget and Revenue Transaction Files Note: Before selecting this option, verify the Accounting Period on the Budgetary side; and verify the Revenue and Budget Edits are empty. Option 6 - Update Employer FICA Matching to Voucher System. This option will post the employer s portion of FICA to the voucher area based on the Gross Pay-OASDI and Medicare data in the Budget/Payroll Linking Maintenance option on the Budgetary Miscellaneous Menu - Revised Chart of Accounts. The Employer Matching FICA Report prints. (A voucher will still need to be entered through the voucher process to pay the employee s portion out of the clearing accounts.) (Can post this any time.) Option 7 - Update Employer Share of Retirement to Voucher System. This option will post the employer s share of retirement to the voucher area based on the Gross Pay-Retirement Matching data in the Budget/Payroll Linking Maintenance option on the Budgetary Miscellaneous Menu Revised Chart of Accounts. The Employer Share of Retirement Report prints. (If retirement is deducted from your employee s pay, then you will need to enter a voucher to pay the employee s portion out of the clearing accounts.) (Must post to the Employee History File first.) Note: REVIEW the Employer Share of Retirement Report and VERIFY the information with the (ERM) TRF Report and the (ERM) PERF Report. Continue to the next page.

8 PA - 8 If errors exist on the Employer Share of Retirement Report, data can be corrected in payroll and budgetary files, and the update can be completed again. (Make sure you delete the incorrect voucher using Correct Vouchers on the Accounts Payable Menu.) Komputrol Master Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in Komputrol at this time. Use the appropriate option to perform a backup. Note: Label the backup All Files, After Payroll Update, Month, Year/Today s Date. Preparation/Process Menu [Optional] Option 22 - Deduction Checks Menu Option 1 - Deduction Checks Edit Option 2 - Print Vendor Checks Note: Printing the Deduction Checks Edit after printing the vendor checks removes the check numbers. Checks can be printed again on paper or PP to get the check numbers back. Option 3 - Update Deduction Checks to Budget Transaction File Note: Before selecting this option, you first must verify the Accounting Period on the Budgetary side, and verify the Budget Edit is empty or contains only gross payroll transactions. To complete the posting to the Budgetary Module, go to the Posting Payroll to the Budgetary Module checklist.

9 Posting Payroll to the Budgetary Module PA - 9 Allows you to post your payroll information to Komputrol s Budgetary Module. All menus shown below are found in the Budgetary Module. Note: These instructions are also part of the Budgetary Checklists. Note: For further information, see the Operations Manual. Budgetary Accounting Menu Revenue Menu Option 3 - Revenue Transaction Edit. Verify totals with the Deduction Report. [Optional] Option 4 - Correct Revenue Transactions. Make necessary changes. Reprint the edit. Make sure no one else is working in the Revenue or Fund Files at this time. Option 5 - Post Revenue Transactions. The Deposits New to Bank File report prints and should equal the amount of the transactions entered with a bank number. The Fund Transaction Posting report prints and should equal the Revenue Transaction Edit. Note: Transactions that are entered with dates outside the Current Accounting Period will not post when this option is selected. The Current Accounting Period can be displayed from the Accounting Period Menu. Budget Appropriation Menu Option 3 - Budget Transaction Edit. Verify totals with the Distribution Report. If applicable, you may also need to add the Deduction Checks Edit to verify totals. [Optional] Option 4 - Correct Budget Transactions. Make necessary changes. Reprint the edit. Make sure no one else is working in the Budget Appropriation or Fund Files at this time. Option 5 - Post Budget Transactions. The Checks New to the Check File report prints, and should equal the amount of the transactions entered with a bank number. The Fund Transaction Posting report prints. Verify it equals the Budget Transaction Edit. Note: Transactions that are entered with dates outside the Current Accounting Period will not post when this option is selected. The Current Accounting Period can be displayed from the Accounting Period Menu. When you are finished processing for the day, perform a backup from the Komputrol Master Menu by selecting the Back Up Procedures Menu or by using the KBACKUP method. Make sure no one else is working in Komputrol at this time.

10 Voiding a Payroll Check or Deposit Advice Allows you to void a Payroll Check/Deposit Advice that has been posted to the payroll, budgetary, and bank files. The void can be updated to the employee file, history file, and/or budgetary files and bank. Note: Use this checklist to only void CURRENT YEAR checks. See the Cancellation of Old Checks checklist to complete this process for checks dated in a prior calendar year. Note: For further information, see the Operations Manual. Check Corrections Menu PA - 10 Option 2 - Void Check or Deposit Advice Note: The system date is used as the void date. Be aware of this if you are voiding payroll information from a different month, quarter, or year than the check date. Check the Accounting Period on the Budgetary side, as well as the month being reconciled in the Komputrol bank as Voids automatically clear. Highlight the appropriate function keys. This is a critical step. If you have questions, please contact Komputrol Support. F1- Update Budget Files. If this is highlighted, the void will update to the Revenue Transaction Edit and the Budget Transaction Edit files. Both will need to be posted. To remove the highlight, press the F1 key. If F1-Update Budget Files is not highlighted, then the void will not update to the Budgetary Module. F10-Both. Allows you to update the employee master and history files. F11-Master. Allows you to update the employee master files. F12-History. Allows you to update the employee history files. Complete the following prompts: Employee Number Check Date Check or Deposit Advice Number Is This a Direct Deposit Advice? (Y,N) If Y, Do You Want To Update Bank? (Y,N) If Y, Adjustment Date To Use In Bank After the prompts have been completed, press Enter to display the pay stub information. Enter a comment to explain the reason for the void. Enter a bank number if the bank files should be updated. Press Enter to Void the transaction and return to the prompt screen. When the F7-End key is pressed, a Payroll Check Void report will print. Keep this report. Note: There may be a delay before the menu returns when the F7-End key is pressed. Please be patient as multiple files may be updated in this process. Reminder: If Budget Files were updated, refer to the Posting Payroll to the Budgetary Module checklist to complete the posting process.

11 PA - 11 Adding a Manual Check Allows you to enter and update a manual (hand written) check that can update to the employee file, history file, and/or budgetary files and bank. Allows you to enter a correction entry to an employee to update to the employee file, history file, and/or budgetary files. Note: For further information, see the Operations Manual. Check Corrections Menu Option 1 - Manual Check Entry Select the appropriate function keys. This is a critical step. If you have questions, please contact Komputrol Support. F1- Update Budget Files. If this is highlighted, the entry will update to the Revenue Transaction Edit and the Budget Transaction Edit files. Both will need to be posted. To remove the highlight, press the F1 key. If F1-Update Budget Files is not highlighted, then the transaction will not update to the Budgetary Module. F10-Both. Allows you to update the employee master and history files. F11-Master. Allows you to update the employee master files. F12-History. Allows you to update the employee history files. Complete the prompt screen and press Enter to display the screen that allows the detail information to be entered relating to the payroll transaction or manual check. When the applicable information has been typed, press Enter to update the transaction and return to the prompt screen. When the F7-End key is pressed, a Manual Check Entry report will print. Keep this report. Note: There may be a delay before the menu returns when the F7-End key is pressed. Please be patient as multiple files may be updated in this process. Reminder: If Budget Files were updated, refer to the Posting Payroll to the Budgetary Module checklist to complete the posting process.

12 PA - 12 Cancellation of Old Checks Allows you to receipt into the funds any payroll check that has not cleared the bank and is over two years old. See *NOTE at the bottom of the page per the State Board of Accounts. Note: Do NOT use the Void Check or Deposit Advice option to void checks dated in a prior year. Revenue Menu (from the Budgetary Master Menu) Option 2 - Enter Revenue Transactions. Complete the following fields: Fund Account Cost - use the appropriate revenue account number Date - use current date Receipt Number - optional Revenue - amount of check. Enter the NET PAY if it is a pay check. Do not enter the gross pay amount. Reference - reference the check number and name of the vendor/employee Do Not enter a Bank Number. Option 3 - Revenue Transaction Edit. [Optional] Option 4 - Correct Revenue Transactions. Make necessary change. Reprint edit. Make sure no one else is working in the Revenue or Fund Files at this time. Option 5 - Post Revenue Transactions. The Deposits New to the Bank File report prints and should be blank. The Fund Transaction Posting report will print and should equal the Revenue Transaction Edit. Bank Reconciliation Menu Option 3 - Check Maintenance. Complete the prompt screen: Bank #; Check #; Check Type and press Enter. Once the check is displayed, press F1 to Void the check. Option 4 - Outstanding Check Report. Verify the check is no longer listed as an outstanding check. *NOTE: CANCELLATION OF OLD CHECKS per Public School Corporations Manual; Part 8-9 All warrants or checks, outstanding and unpaid for a period of two or more years as of December 31 of each year, shall be declared void, IC Not later than March 1 each year, the treasurer shall prepare or cause to be prepared a list in duplicate of all checks outstanding for two or more years as of December 31 last preceding, IC The original is to be filed with the board of finance of the school corporation and the duplicate shall remain with the school corporation treasurer. Contents of the list shall be as required by IC The treasurer shall enter the amounts so listed as a receipt to the fund or funds upon which they were originally drawn and remove the checks from the list of outstanding checks. If the fund on which the checks were originally drawn is not in existence, or cannot be ascertained, the amount of such checks shall be receipted to the General Fund, IC

13 PA - 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: For further information, see the Operations Manual. 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. Quarterly Procedures Menu Option 1 - Employee Trial Balance Option 2 - Employee History Listing. Print for the quarter and year to verify totals to the Trial Balance report. Option 4 - Employer s 941 Report. Prints a worksheet to complete quarterly federal tax return. Option 5 - Employee FICA Gross Report. No one should print on this report when entering a $1.00 Difference Limit. [Optional] Option 3 - Distribution History Report. Information pulls from payroll history. [Optional] Option 9 - Prior ERM Reporting Menu. This contains the menu options and reports used for retirement reporting prior to the addition of ERM. Unemployment Reporting Menu Electronic Reporting Process: Option 2 - Create Unemployment File. For electronic reporting. This option creates the file uiwage.txt in the root directory (which is typically the K: drive). Option 3 - Unemployment Edit Report [Optional] Option 4 - Unemployment File Maintenance. Make necessary changes. Reprint the Unemployment Edit Report. Option 7 Save Unemployment File - Diskette. Save & submit the unemployment file. The file is named uiwage.txt. [Optional] Option 5 Multiple Worksite Report BLS 3020 Submit Paper Copy: Option 1 - Unemployment Report. Prints the UC-5A and UC-1. Continue to the next page.

14 PA - 14 Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup - Payroll Files, - Quarter End, Month, Year/Today s Date If you are balancing June, go to the Performing Payroll Fiscal Year-End Procedures checklist to finish quarter-end and complete fiscal-end. If you are balancing December, go to the Performing Payroll Calendar Year-End Procedures checklist to finish quarter-end and complete year-end. If you are balancing March or September, continue with the following instructions. Quarterly Procedures Menu Make sure no one else is working in the Payroll Files at this time. Option 7 - Clear Payroll Totals Option 8 - Remove Transaction Files Note: If it is March quarter end, enter Month Day range as: 1001 to Note: If it is September quarter end, enter Month Day range as: 0401 to Option 1 - Employee Trial Balance - without detail. Change the prompts Current Quarter Beginning and Ending Dates to the new quarter dates. Verify quarter-to-date totals are zero. Your Quarterly Procedures are now complete for the end of March and September.

15 PA - 15 Performing Payroll Fiscal Year-End Procedures (June 30th) Allows you to process for the end of the fiscal year. Note: The Performing Payroll Quarterly Procedures checklist must be completed first, before beginning this checklist. Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup - All Payroll Files, Fiscal Year End, Month, Year/Today s Date If you participate in Komputrol s Disaster Recovery program, complete the following backup and send to Komputrol with the appropriate form. Komputrol Master Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in Komputrol at this time. Use the appropriate option to perform a backup. Note: Label the backup All Files, Disaster Recovery/Off-site Backup For Fiscal Year End/Today s Date Note: If budgetary files are not balanced at this time, label the ALL FILES backup Payroll Only. When the budgetary files are balanced, perform another ALL FILES backup and label it Budget Only. Fiscal Year-End Procedures Menu Make sure no one else is working in the Payroll Files at this time. Option 1 - Update Retirement History Option 2 - Clear Fiscal Totals. Clear quarter-to-date and fiscal-to-date totals. Quarterly Procedures Menu Option 8 - Remove Transaction Files Note: If it is June quarter end, enter Month Day range as: to Payroll Reports Menu 1 Option 4 - Employee Trial Balance - without detail. Change the prompts Current Quarter Beginning and Ending Dates to the new quarter dates. Verify quarter-to-date and fiscal-to-date totals are zero. The Quarterly and Fiscal Year-End Procedures are now complete for the end of June.

16 PA - 16 Updating Payroll Leave Day Information Allows you to transfer, clear, and update leave day information for your employees. Note: For further information, see the Operations Manual. Note: All payrolls for the leave day year should be posted before beginning this checklist. Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup - All Payroll Files - Leave Day Update, Month, Year/Today s Date Contract Year-End Procedures Menu Note: The Leave Time Unit Description (i.e. Days, Hours, Units, etc.) from the fourth screen of the User Profile - Payroll Profile Maintenance will display where applicable on the options that follow. The default is Days. Option 4 - Employee Days Used Listing. Use this report as a reference while you update the leave day information. Option 1 - Update Leave Day Allotment If leave day allotment has changed for the new year, use Option 1 to update your leave day allotment. If no changes have been made, do not select this option. Note: This updates the Days field on the employee leave day screen. Option 2 - Transfer Leave Days This option transfers days from and to the specified leave day types. There are three screens. The following information is needed on these screens: Screen One: Specify the leave day type you want to transfer unused days from and which leave day type you want to transfer these days to. Screen Two: Enter the number of transfer days in the Transfer Days and Transfer Maximum fields that are being transferred from a leave day type to another leave day type. Enter the maximum balance allowed for the leave day type. Screen Three: Specify the contract groups to include in the leave day transfer. You can print an edit listing to verify your selections prior to updating. Once the edit listing is correct, you can then update the leave day information to the employee file, leave day screen. Option 3 - Clear Leave Days This updates or clears the Used and Balance fields in the employee file Leave Days screen for the new contract year. Option 4 - Employee Days Used Listing. Verify the new totals and balances.

17 PA - 17 Performing Payroll Contract Year-End Procedures Allows you to print the appropriate reports for the contract year-end. You also prepare for the new contract year. Note: All payrolls for the contract year should be posted before beginning this checklist. Note: For instruction on updating leave day balances, see the Updating Payroll Leave Day Information checklist. Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup - All Payroll Files - Contract Year-End, Month, Year/Today s Date Contract Year-End Procedures Menu Option 5 - Update Years of Experience This increments the Years Experience field in the payroll employee file by one year for the contract groups you specify. Option 6 - Clear Days Worked This clears the Days Worked field in the Employee File for the contract groups you specify. You can use this option to clear certain groups. For example, substitutes. Option 7 - Clear Contract Totals This option can clear by contract group the Contract Used and the Other Amount, on the personal information screen, as well as the Contract YTD totals for deductions and annuities that have reached their limits. Note: This option must be selected before you begin processing the first payroll of the new contract year. Note: You need to know when to clear Contract YTD totals for Deductions that have reached their limits. [If applicable] Option 8 - Clear Contract Amount This clears the contract amount for the contract groups you specify. For example, lay coaches. Payroll Reports Menu 3 Option 5 Payroll Rates And Contract Amounts Report. Print to verify Contract Amount and Contract Used has been cleared correctly. Continue to the next page.

18 Periodic Procedures Menu PA - 18 [Optional] Option 10 - Emp. Ded. Work File Process, choose Option 6 - Update Deductions To Employee File This updates new deduction and annuity amounts that have been entered using the Employee Deduction Work File Process, and will be withheld during the new contract year. [Optional] Option 1 - Change Ded. Amounts and Limits This option allows you to change the Amount and Limit fields in the employee files of those employees that match the criteria on the prompt screen. Payroll Reports Menu 1 Option 7 Employee Deduction Listing 1. By Employee. Verify new amounts. 2. By Deduction. Verify new amounts. Periodic Procedures Menu [Optional] Option 3 - Change Pay Rates or Pays/Year. This option allows you to change the Rate 1 field in the employee files of those employees that match the criteria on the prompt screen. If applicable, the Employee File - Time Clock screen can be updated for the first job type with the new pay rates. [Optional] Option 4 - Calculate Rate 1 by Contract Amt. This option can be selected for salaried employees. The Contract Amount and Rate 1 fields in the employee file are updated. If you printed contracts using the Personnel Module, you will update through the Personnel options. Your Contract Year-End Procedures are now complete. You can now process the first payroll of the new contract year.

19 PA - 19 Performing Payroll Calendar Year-End Procedures (December) Allows you to print the appropriate reports and process for the end of the calendar year. You also create your W-2 work file, print W-2s, and create the transmittal file. Note: For further information, see the Operations Manual. Note: The Performing Payroll Quarterly Procedures must be completed first before beginning this checklist. Note: Be sure to proof and balance each report before you continue to the next step. Disk File Maintenance Menu [Optional] Option 7 - Update Search Name - History File Make sure no one else is working in the Payroll Files at this time. Option 1 - Remove Deleted Records - Employee File Calendar Year-End Procedures Menu Make sure no one else is working in the Payroll Files at this time. Option 1 - Build W-2 Work File. This must be built in order to print calendar year-end reports, print W-2s, and create the W-2 submission file. The prompts are used if you have employees who have had state taxes withheld for multiple states this year. Enter Y in the prompt to build this file. Option 3 - Employee Trial Balance. Verify YTD Totals match the Trial Balance printed at Quarter-End. Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup - Payroll Year-End, Before Clearing Totals, Month, Year/Today s Date Continue to next page.

20 PA - 20 If you participate in Komputrol s Disaster Recovery program, complete the following backup and send to Komputrol with the appropriate form. Komputrol Master Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in Komputrol at this time. Use the appropriate option to perform an All Files backup. Note: Label the backup-disaster Recovery/Off-site Backup-Calendar Year End/Today s Date Note: If budgetary files are not balanced at this time, label the ALL FILES backup Payroll Only. When the budgetary files are balanced, perform another ALL FILES backup and label it Budget Only. Calendar Year-End Procedures Menu Make sure no one else is working in the Payroll Files at this time. Option 18 - Clear Payroll Totals. Clear quarter-to-date and year-to-date totals. Option 20 - Remove Transaction Files. Note: For December quarter end, enter Month Day range as: 0701 to Note: You may want to select Clear Contract Totals at the Contract Year-End Menu to clear Contract YTD totals for any deductions that have reached their limits before the first payroll in January. Payroll Reports Menu 1 Option 4 - Employee Trial Balance - without detail. Change the prompts Current Quarter Beginning and Ending Dates to the new quarter dates. Verify quarter-to-date and year-to-date totals are zero. You can now process payrolls for the new Calendar Year. Calendar Year-End Procedures Menu Option 2 - W-2 Work File Maintenance. Enter information for employees who have fringe benefits, travel allowance, third party sick pay, or health care costs. Note: The IRS requires reporting the value of health care coverage on the W-2 Form. Option 3 - Employee Trial Balance. Verify totals are correct for W-2 printing. Option 4 - OASDI/Medicare Gross Report Continue to next page.

21 PA - 21 Option 6 - Employee History Listing Option 7 - State/Local Income Tax Report Option 8 - Employee FICA Gross Report Option 9 - Employees - Mult. States List Option 10 - Deduction Maint. and Reports Option 1 - Employees By Deduction Listing. Print the listing for your Third Party Sick Pay deduction code. ALL employees listed with the Third Party Sick Pay deduction code will be marked with an X in the Third Party Sick Pay box on the W-2 form if the prompt Print An X In The Third Party Sick Pay (Box 13) is marked with a Y when printing W-2 forms. If the listing is incorrect, add or remove the Third Party Sick Pay deduction code from the W-2 Work File Voluntary Deduction screen for applicable employees. Option 2 Negative Y-T-D Deduction or Withholding Report. Print to verify negative deduction amounts that may print on the W2 form. Option 3 Tax Sheltered Voluntary Retirement Deductions. If you have Voluntary Pretax PERF or TRF deductions, they should be listed on this report. To make changes to this report, go to the Deduction Descriptions screen from the Files Maintenance Menu. You must enter an N at the prompt Enter N if this is Tax-Sheltered, Voluntary Retirement (Blank, N) so these deductions will print on the report. This will keep the Voluntary Pretax PERF and TRF deduction totals from being combined with the annuity totals that print in Box 12 of the W2 s. Verify all reports are balanced and correct. Payroll Master Menu Type MENU UPMAST, NEWUSER to access the User Profile Menu. User Profile Menu Option 1 - User Profile Maintenance - Corporation. Verify the following fields are entered correctly: Corporation Name, Corporation Address, Employer ID, State ID, and State Code. [If applicable] Option 7 - Custom Forms and Programs. Verify the custom program name has been entered in the Payroll W-2s 1 Wide Override Proc field. LS322 is the laser W-2 command. AL322 is the Doc-e-Serve W-2 command. Continue to next page.

22 PA - 22 Files Maintenance Menu Option 16 - County Tax Codes. Verify the spelling of your county tax codes. Option 15 - State Tax Codes. Verify the state code identification number. Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup Payroll Year-End, Before W-2 Processing, Year/Today s Date Calendar Year-End Procedures Menu [If applicable] Doculivery users must follow the Doculivery Year-End Procedures booklet before printing W-2s. [Hint] Print your W-2s on paper first, to check the totals. The W-2s can be printed on paper as many times as necessary. Verify a W-2 was printed for everyone. Option 11 - Print W-2s - 1 Wide Option 16 - Post W-2 Earnings to W-2 Totals. This puts W-2 totals into the Employee File - W2 History screen. If you are reporting W-2 information electronically, follow the steps below to create the file: Option 12 - Create W-2 Submission File. This option creates the file W2Report. Note: Even if you submit paper copy W-2 forms to the federal government, you will still need to create this file in order to submit it electronically to the state if you have 25 or more employees. Option 13 - Print W-2 Submission File Edit. Verify header information and totals are correct. Option 15 - Copy W-2 Submission File to Dkt Note: Make 2 copies---keep! Store one off-site. Note: The due date for submitting the W-2 file electronically is not January 31 st. You may find it beneficial to delay submitting your federal and state W-2 file until closer to the due date. The delay allows time for your employees to receive and review their W-2 form and notify you if errors exist. Continue to next page.

23 PA - 23 Payroll Backup Procedures Menu (Or, use KBACKUP from Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Use the appropriate option to perform a backup. Note: Label the backup Payroll Year-End, After W-2 Processing, Year/Today s Date Files Maintenance Menu [Optional] Option 1 - Employee File. Use this option to terminate employees. Note: Komputrol recommends that you do not reuse employee numbers. If you keep payroll history and an employee s number is reused, then the payroll history for the deleted employee will attach to the new employee. If you use K-Time or Doculivery-Pay Stubs, Do not reuse employee numbers or old and new employee information will merge and cause problems. Disk File Maintenance Menu Option 1 - Remove Deleted Records - Employee File [Optional] Option 2 - Delete Payroll History Records [Optional] Option 3 - Delete W-2 History Records To process your Form 100R File, use the Performing Form 100R Procedures checklist. The Quarterly Procedures and Calendar Year-End Procedures are now complete for the end of December.

24 Performing Form 100R Procedures PA - 24 Allows you to build the 100R Work File and create the 100R Submission 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. Note: The Form 100R information and totals pull from the W-2 Work File Maintenance option. Calendar Year-End Procedures Menu Form 100R Menu Option 1 Build Form 100R Work File Option 2 Form 100R Work File Report [Optional] Option 3 Form 100R Work File Maintenance. Make necessary changes. Reprint the Form 100R Work File Report. Option 4 Create Form 100R Submission File. This option creates the file that must be submitted to Gateway. The file is created in the root directory of Komputrol (typically this is the K: drive). The file name is: gateway100r.csv. Option 5 Copy Form 100R Submission File To Disk Submit the Form 100R to Gateway.