MARATHON FINANCIAL ACCOUNTING PAYROLL PROCESSING

Transcription

1 The following pages will provide the user with detailed steps for processing payroll. Each step will guide the user to the correct menu path and will help them to determine if the step is needed for their district. The user will become very familiar with the Marathon Payroll Processing procedures by following these steps. Once the user is familiar with the detailed information contained here they may want to use the condensed payroll process checklist. A Payroll Process Checklist, which includes all of the following steps, is listed as a separate chapter under the Payroll documentation. Print a copy of the checklist and date it each time the payroll process is started. Following the steps in the order listed and marking off each step when completed will provide you with a ready starting point when interrupted. #01 Are You Ready to Begin a New Payroll Process Before starting a new payroll you must be sure that the previous payroll has been posted. If the previous payroll has not been posted, you will not be able to make changes to any existing records. The Post Payroll process automatically clears the current period by adding the amount that resides in the current column to the month (Mtd), quarter (Qtd), fiscal year (Ftd) and calendar year (Ytd) columns. (Only records with a check number in the Unposted Check # field will be posted.) An easy way to determine that the previous payroll has been posted is to run a Payroll Input report. Payroll Process Payroll Input The Payroll Input Report will only list employees with current period totals. Preview the report to screen. Do not proceed to calculate payroll if any employee is listed on this report. Investigate each employee to determine why they have current period information that did not get posted. 07/11/03 1

2 #02 Reset Current Payroll Date Setup System Settings Current Payroll Date Select the Current Payroll Date setting by clicking in the gray square immediately to the left of the line. Change the Value 1 field on the current payroll date setting once it is displayed on the bottom portion of your screen. You must enter the forward slashes between each date field as shown. Before each pay period change the payroll date in the system settings. This payroll date will be the default date on the following options; Calculate payroll process, Payroll Register reports, GL Preview report, Check Payroll Input report, Post Payroll Transactions process and the PERS Update Wages and Contributions Reporting Date. 07/11/03 2

3 #03 Changes to Employee Folders Payroll Employees Add Or Browse New employee folders may be added at any time. However, changes can be made to an existing employee folder only until payroll is calculated. If changes need to be made after calculating, you must clear the current period information. Then you may make changes and re-calculate. Once checks have been printed no changes can be made until the current payroll has been posted or until a check is voided. Personnel responsible for updates must be aware of all payroll cut-off dates. Below is a list of some potential changes A. Add new employees since the last payroll period. B. Change employee status to inactive if they are no longer to receive pay. C. Make changes to an existing employee folder a. Address b. Tax withholding changes c. Benefit/deductions d. Jobs/account distributions e. Direct Deposit information f. PERS g. Other 07/11/03 3

4 #04 Termination Notice Report Human Resource Module Employees Termination Notice The Termination Notice Report is in the Human Resource Module. If you have Remote Link users or a separate Human Resource Department you may want to run the Termination Notice Report before beginning each payroll. If you have a Human Resource department, you must work very closely with them and you must be granted rights in order to print this report. The Termination Notice Report lists employees with a termination notice which could help to calculate their final pay in a timely manner. The beginning and ending effective dates should correspond with your current payroll date. The Unprocessed Records selection will list any notices that have been entered since the last payroll. Someone from either the Human Resource department or Payroll Department will need to mark any record found as being processed after the payroll has been completed. This can be done within the individual s folder in the Human Resource module. 07/11/03 4

5 #05 Job Frequency Check Account Distribution Job Frequency Check An employee must have the same pay frequency on all jobs. They cannot have a monthly job and a semi-monthly job. For districts with more than one payroll per month, the Job Frequency Check should be run before calculating each payroll. This report will identify employees that may have jobs with different pay frequencies. 07/11/03 5

6 #06 Expensed Insurance Edit Report The Expensed Insurance Edit Report will note any potential problems with the employer paid portion of insurances. Before running this report for the first time, you will need to go to your deduction setup file and add general ledger codes to the desired deductions. Setup Deduction Deduction Codes Within each deduction is an option to enter the expensed insurance object code. On the deduction code used for the employer paid expense (those used on an employee account distribution benefit line) add the correct object code, (e.g. 210 to health insurance code, 215 to life insurance code). Note: You will need to do this setup step one time only. Once this step has been completed you will be ready to print the Expensed Insurance Edit Report. 07/11/03 6

7 #06 Expensed Insurance Edit Report Continued Once the setup described above has been completed you will be ready to print the Expensed Insurance Edit Report. Deduction Expensed Insurance Edit The following is a list of potential errors: 1. Expensed Insurance Benefit Code is missing This indicates that the employee has an account distribution with a 200 object code but it is not marked as a benefit line. 2. Object is less than 200, but has a Benefit Code This indicates that the employee has an account distribution benefit line but the object code is a salary object code. 3. Object Code in Deduction Look Up Does Not Match Acct Distribution This indicates that a specific object code was designated on the deduction code setup but a different object code was used on the account distribution line. 4. No Deduction to Match Benefit code This indicates that the employee has an account distribution benefit line but the deduction code has not been added to the employee folder deduction tab. 07/11/03 7

8 #07 Inactive Job Edit Report Human Resource Module Employees Inactive Job Edit Report The Inactive Job Edit Report is located in the Human Resource Module. The Inactive Job Edit report can help to identify active employees that should receive a paycheck but would not because of an inaccurate check start or end date. You may enter the beginning date of the current month payroll or the ending date of the current month payroll into the Inactive Date field. This report will also list active employees that do not have a job record. 07/11/03 8

9 #08 Inactive Deduction Edit Deduction Inactive Deduction Edit The Inactive Deduction Edit is part one of a two part procedure. The Inactive Deduction Report will list employees who have active deductions that have either met the limit amount or the deduction end date has expired. Enter the current payroll date in the Deduction Date field and print the report. You will want to verify that the deduction should be stopped before proceeding to the next part of this step. 07/11/03 9

10 #08 Inactive Deduction Edit Continued Setup Utilities Deduction/Benefit Inactivate Employee Deduction Utility Enter the current payroll date The Inactivate Employee Deduction Utility is the second part of the process started on the previous page. You must select the same criteria that you used in the first part of Step 8 before pressing the Begin button. This process will automatically change the status of the deductions from active to inactive for any employee listed on the report from part one. 07/11/03 10

11 #09 Add Leave Records Leave records may be entered directly into the payroll module or at a remote link site. Leave records should be entered on a daily basis if done at a remote link site. Leave records can be entered into Marathon at anytime until payroll is calculated. Once payroll has been calculated you will be restricted from adding or changing leave records. Payroll Leave Add Leave Records 1. Only active employees will be available in the employee drop down box. Type the first few letters of the last name in the employee field. The first name that matches will be displayed. If that is not the desired employee, you may use the down arrow key until the correct employee is displayed or use the drop down feature to select the employee. If the bar above the employee name is red you will not be able to add the record or make changes to an existing record. The red bar indicates that payroll has already been calculated for this employee. 2. Tab from the employee field to the Job field. Enter the job number to which the leave should be attributed. If the job number is not known, use the drop down box to see a list of all jobs for the employee. 3. Click the No Substitute box if a substitute was not employed for the absent employee. 07/11/03 11

12 #09 Add Leave Records Continued 4. If a substitute was employed, tab to the Substitute name field. Only those employees that have a Substitute/Daily payroll calculation method will be available in this field. Use the same method describe in Step 1 to select the substitute. 5. Tab from the substitute field to the Job field. From the drop down list, select the appropriate job. The Leave process is designed so that the substitute s pay will be charged to the same account as the absent employee. The only requirement is the substitute must have one account distribution line with your district s sub daily rate of pay. If the employee s account does not already exist, the system will add the account distribution line to the substitute folder with an object code The Override Account Distribution feature can be used when the substitute cannot be paid from the same account as the absent employee. All of the substitute s account distribution lines can be seen in the drop down box once the Override box is marked. Select the appropriate account and continue adding the leave record. 7. Enter the date of the absence in the Date Absent field and tab to next field. 8. The Excused box should only be marked when a person has taken a day for which they will not lose pay or have their available leave balances reduced. An example of an excused leave record could be Professional Leave. 9. You must select a Leave Reason Type. You may type in the first few letters or select a reason from the drop down box and tab from field. 10. If a substitute is included on the leave record you must indicate the number of days to pay the substitute in the Pay Sub For field. The substitute will not be paid if this field is left blank. 11. The Comment field is optional. Information entered here will be included on the Leave History Report. 12. You must enter the day of leave in the Reported column. If you do not mark the proper leave pool then the employee will not be charged. Their leave balance would not be decreased when the leave is posted nor would they be docked if they have no leave available. 07/11/03 12

13 #09 Add Leave Records Continued 13. While you may mark each record Verified as they are added, it is a better practice to wait and perform a Mass Verification after all records are added. This will ensure that all records within a specific date range are verified and ready for calculating payroll. Only verified records will be processed when calculating payroll. 14. The Process Information is generated when payroll is calculated. 15. If it is determined after calculating payroll that the wrong substitute is being paid, you must clear current period on both the employee and the incorrect sub. Then you may change the substitute on the leave record and recalculate payroll for both the employee and the correct sub. 07/11/03 13

14 #10 Mass Change Leave Verification Leave Utilities Mass Change Verification Whether the leave is entered at a remote site or at the Central Office you will need to perform a mass verification process before calculating payroll. (Only verified records will be used in calculating payroll.) The verification process takes away the remote link users ability to modify or delete a leave record. Only Marathon payroll users can make changes to a leave record once the verification process is completed. You will need to enter a starting date and an ending date for the records that you wish to verify. Most districts have an established date each month when all leave records are to be turned in for payroll processing. Use the current month s cutoff date as the ending date and the beginning of the current fiscal year as the starting date. Using the beginning of the fiscal year as the starting date each time ensures that records that were inadvertently omitted from the prior month s payroll will be a part of the current month s payroll. 07/11/03 14

15 #11 Leave Dates in Conflict Report The Leave Dates in Conflict Report should be run immediately after verifying leave records. Leave Leave Dates in Conflict Enter the absence date range for the current payroll and run the report. The report will list both employees and substitutes who have multiple leave records with the same date. This will allow for corrections before calculating payroll. Below is a sample report. From this report we can determine that the employee, Faith Ann Able, has two leave records with the same date and two different substitutes. This may not be a problem as long as each leave record is for half a day. The substitute, Jane Leigh, will be paid twice for the same day for two different employees. Again, this may not be a problem as long as each leave record is for half a day. You must investigate each individual listed on the report. 07/11/03 15

16 #12 Leave Verification Report Leave Verification Print a Leave Verification Report after mass verifying the leave records. You will need to enter the same date range that was used in the mass verification process, select the Verified Leave Status and print the report. A partial sample is shown on the next page. 07/11/03 16

17 #12 Leave Verification Report Continued This is a display of the totals section only of the Leave Verification Report which is found on the last page of the report. You will use this information to help reconcile payroll totals later on in the payroll process. 07/11/03 17

18 #13 Add Time Records Time records are required for all hourly paid employees. Like the leave records, time records may be entered within the payroll module or at a remote link site. Time records can be entered into Marathon at anytime until payroll is calculated. Once payroll has been calculated you will be restricted from adding or changing time records. Payroll Weekly Time Reported Add Weekly Time Reported 1. Only active employees will be available in the employee drop down box. Type the first few letters of the last name in the employee field. The first name that matches will be displayed. If that is not the desired employee, you may use the down arrow key until the correct employee is displayed or use the drop down feature to select the employee. If the bar above the employee name is red you will not be able to add the record or make changes to an existing record. The red bar indicates that payroll has already been calculated for this employee. 2. Tab from the employee field to the Job field. Enter the job number to which the time should be attributed. If the job number is not known, use the drop down to see a list of all jobs for the employee. 07/11/03 18

19 #13 Add Time Records Continued 3. Tab from the job field to the Item/Acct field. All of the account lines and subsequent rates of pay can be seen in the drop down box. Select the account required for the record being added. You must enter a record for regular hours and a separate one for overtime hours if different object codes are used. 4. After selecting the account line tab to the appropriate slot and enter the information. Time records may also be used to add overtime hours, a docked record, an other amount record and a daily time record. Hourly slots Daily slots For hourly paid employees Contract slots For daily paid employees For contract paid employees 5. Each time record must have a week ending date. 6. The Process Information is generated when payroll is calculated. 7. While you may mark each record Verified as they are added, it is a better practice to wait and perform a Mass Verification after all records are added. This will ensure that all records within a specific date range are verified and ready for calculating payroll. Only verified records will be processed when calculating payroll. 07/11/03 19

20 #14 Time Record Verification Payroll Weekly Time Reported Utilities Mass Change Verification Whether time records are entered at a remote site or directly into the payroll module you will need to do a mass verification before calculating payroll. The verification process takes away the remote users ability to modify or delete a time record. Only Marathon payroll users can make changes to a time record after it has been verified. The Added Dates refer to the date that the records were keyed into the system. You will need to enter a date range that would include all records added since the last payroll whether through remote link or Marathon. 07/11/03 20

21 #15 Weekly Time Reported Summary Weekly Time Reported Summary After verifying the records, print the Summary report for all Verified records making sure to use the same verified date range that was used in the mass verification process. Note: When the Location/Name order is selected you will have the option to Page Break by location and also include a Sub Total. A partial sample report is shown on the next page. 07/11/03 21

22 #15 Weekly Time Reported Summary Continued This is a display of the totals section only of the Time Summary Report which is found on the last page of the report. You will use this information to help reconcile payroll totals later on in the payroll process. 07/11/03 22

23 #16 Calculate Payroll It is recommended that payroll should be calculated and reconciled by smaller location groups for a district with more than 20 pay locations. Payroll Process Calculate Payroll After selecting the desired criteria press the Begin button. During the calculation process, the number of employees being calculated will be displayed on the status bar. Along with this number will be the employee name and ID number. Once the calculation is complete a box will appear with the message Complete No Errors. However, if an employee(s) cannot be calculated you will automatically be taken to a Calculate Error Log Report at the completion of the calculation process. See next page. 07/11/03 23

24 #16 Calculate Payroll Continued Preview or print the report. The Calculate Error Log Report will identify the employee(s) and the potential problem. It should be noted that payroll was not actually calculated for the employees listed on the Error Log Report. If any adjustments need to be made to an individual after the mass calculating process, you will want to work within their employee folder. You may clear current period and re-calculate within their folder. 07/11/03 24

25 Reconcile Payroll After the mass calculating process has been completed; you must reconcile all parts of payroll before printing checks. Steps 17 through 25 describe the reconciling process. #17 Monthly Substitute Report Leave Substitute The Monthly Substitute Report can help to identify potential problems with the pay calculated for your substitutes. Use the same date range that was used in Step 10 and select the Verified leave status. Because you are checking for problems you will not print one employee per page at this point in time. 07/11/03 25

26 #17 Monthly Substitute Report Continued Sample report An asterisk printed by the Substitute Id Number indicates there are duplicate dates for that substitute. You will need to be sure that the sub is not being over paid for the date in question. An asterisk printed by the Earnings amount indicates that the substitute will not be paid for the date in question because they do not have a daily rate of pay on their first account distribution line. You will need to clear current period for both the employee and the substitute before corrections can be made to the leave records. Recalculate for both after corrections have been made. After making any needed corrections, you may want to print the Monthly Substitute Report again. This time select Print One Employee Per Page. The page could then be attached to the substitute s check as a supporting document. The report will list the date and the individual whose absence required the services of the substitute. 07/11/03 26

27 #18 Payroll Edit Summary Payroll Process Payroll Edit Summary Report The Payroll Edit Summary Report will list any employee whose last check is different from the current calculations. The summary report should be run immediately after payroll has been calculated. You will want to work primarily with Contract employees. Enter the Previous Check Date and print the report. Only employees that have a difference in pay will be listed along with their gross pay, net pay, and the amount of the difference. Make any necessary corrections. 07/11/03 27

28 #19 State Insurance Edit Import the State Insurance Billing and run the State Insurance Billing edit if this is the last payroll for the month. You must have received your billing information via the internet before you can use this option. Payroll State Insurance Billing Import Billing Disk If you received the billing information on a diskette place it in your A:\ drive, change the drive number accordingly and replace the question marks with your district number before beginning the import. If you downloaded the billing information through the Internet and placed it on your C:\ drive, replace the question marks with your district number and begin the import. The import file name should look like one of these, A:\PS1111.txt or C:\PS1111.txt with the 1111 representing your district number. 07/11/03 28

29 #19 State Insurance Edit Continued After importing the file you are ready to run the edit report. Deduction State Insurance Billing Edit Select the active employee status, enter the billing date, select the Order By category and mark Print Errors Only. The State Insurance Billing Edit Report will list potential errors that could affect your billing. There are three error types: On the billing but not in Marathon, in Marathon but not on billing and on both but with a difference in premium amount. Make any necessary corrections. 07/11/03 29

30 #20 Current Period Edit (Optional) Deduction Current Period Edit The Current Period Edit Report is an optional report that can help to recognize potential problems with employee deductions. The report compares an employees deduction setup with the current period data. The employee will be listed on the report only if a difference exists and an asterisk will indicate which deduction is in question. Make any necessary corrections. This report will include garnishments noted by three asterisks (***). The first person listed on the sample report above is active but on extended leave. She will not be paid this time so her current period is zero. She would need to send a personal check to cover her voluntary deductions. The second person is active with a garnishment. The setup amount is the limit of the garnishment and the current period reflects the amount that will be deducted from her check. 07/11/03 30

31 #21 Taxable Wages Report Employee Taxable Wages There are two versions of this report: Standard format and Crystal format. The standard format will print on generic text printers and the crystal format will print on laser printers only. Also, the crystal format includes a totals breakdown by location at the end of the report. Print the Taxable Wages Report using the same criteria as in the calculation process. This report will list each employee and their Gross pay, Federal taxable, FICA taxable, MEDI taxable, State taxable and Retirement taxable wages. A grand total is also listed on this report which can be used in reconciling payroll. 07/11/03 31

32 #22 Taxable Wage Verification Reports Employee Taxable Wage Verification There are two versions of this report: Standard format and Crystal format. The standard format will print on generic text printers and the crystal format will print on laser printers only. Also, the crystal format includes a totals breakdown by location at the end of the report. Print the Taxable Wage Verification report for FICA, Medicare, and Retirement (each one must be run separately). Scan through the report for employees with an asterisk beside their record. The asterisk indicates that the amount withheld does not compute to the exact required percentage. You will need to investigate any that are more than a few cents different. 07/11/03 32

33 #23 Payroll Process Reports Payroll Process Payroll Input General Ledger Preview Payroll Register-Current Period The Payroll Input Report will list each employee, their current pay amounts by job and account distribution lines and their employer paid benefits by account distribution line. The General Ledger Preview Report will list by fund all of the account distribution lines that will be expensed for the current payroll and it also provides a fund recap at the end of the report. The Payroll Register Report will list each employee along with their gross pay, all employee deductions and their net pay. Before printing a final copy to keep for your records you may want to preview these reports to your screen and only print the last page(s) of each one. Using the last page, reconcile the totals by cross-referencing each report. Do not continue until you are sure that the totals are in agreement. Once totals are in agreement you can print a full report for all three. There are two versions of these reports: Standard format and Crystal format. The standard format will print on generic text printers and the crystal format will print on laser printers only. The Crystal format of the Payroll Input report can be run for a specific payroll calculation method, (e.g. Hourly, Daily Substitute). If an employee has current period in an hourly paid job, a daily paid job and a contract job but you request only hourly paid employee totals, the Crystal Payroll Input report will exclude the daily paid job and contract paid job. Sample Payroll Input recap (found on the last page of the report) 07/11/03 33

34 #23 Payroll Process Reports Continued Sample Leave Verification Report (see page 17, Step 12) Sample Time Summary Report (see page 22, Step 15) The Total Regular Hours and Total Overtime Hours listed on the Payroll Input report must agree with the totals from the Weekly Time Summary report. The Total Days must agree with the total days from the Time Summary report and the total Substitute Paid Days from the Leave Verification Report. The Total Other Pay must agree with the Other Amounts listed on the Time Summary Report and the Total Docked Pay must agree with the Docked amounts listed on both the Time Summary Report and the Leave Verification Report. Do not continue until all of these totals agree. Sample Payroll Check Register Current Period (found on the last page of the report) Using the Payroll Input totals, shown on the previous page, add the Total Regular Amount (761,182.44), the Total Overtime Pay (76.00) and the Total Other Pay (30.00). This total (761,288.44) must agree with the Regular Earnings listed on the Payroll Check Register. The Total Regular Amount on the Payroll Input has already been reduced by the Total Docked Pay and that is why it is not used in this computation. If the regular earnings agree, move to the next report. 07/11/03 34

35 #23 Payroll Process Reports Continued Sample General Ledger Preview Report The General Ledger Preview Report provides a fund recap and an object code recap. This recap can be found on the last page of the report. From the Payroll Register add the Total Regular Earnings (761,288.44), the Total FICA Match (46,088.95), the Total MEDI Match (10,786.80), the Total Retirement Match (71,353.00) and the Total Worker s Comp amount (3,894.90). To this total add the Total Expensed Benefits (60,574.86) from the Check Payroll Input. The grand total (953,986.95) must agree with the recap total from the General Ledger Preview Report. Before leaving this step let s look at one other item. There is a total employee count on both the Payroll Input and the Payroll Check Register. In our examples, the Payroll Input lists 269 and the Payroll Check Register lists 268. Why the difference? Because the input report lists both gross pay and employer paid benefits by employee and the check register deals with gross pay and net pay only. This difference indicates that there is an employee who will not be paid but whose employer paid insurance will continue. We will address how to handle this situation in another step. If corrections or changes are made to an employee after the three reports are printed you will want to reprint reports and reconcile again. 07/11/03 35

36 #24 Reconcile Deduction Billings Deduction Single Deduction-Period to Date Withholdings/Setup By using the information from the printed Deduction Reports and the insurance provider statements you will be able to reconcile each billing. Print for active employees and active deductions. The Print Selection Options and their meanings: 1. List Only Current Withholdings When marked this will print only your current payroll data. If not marked it will print Current, MTD, QTD, FTD and CTD data. 2. List Current Setup When marked along with List Only Current Withholdings the report will list the employee setup information in one column and their current payroll data in the other. 3. Include Expensed Amounts When marked, the employer paid benefits will also be printed along with the voluntary deductions. 4. Include Involuntary Deductions When marked, the five standard deductions, Federal withholdings, State withholdings, FICA, Medicare and Retirement will also print. 07/11/03 36

37 #25 Arrearages Report (Optional) During the calculation process if any arrearages were noted on the Calculate Error Log you may want to print this report. Deduction Arrearage Use the Arrearage Report to collect from the employee. When money is collected you may note any pertinent information (check number, date, etc) on the arrearage tab in the employee folder. You may then print the arrearage report again and mark the option to print comments. The arrearage statement can then be given to the individual as confirmation of their payment. 07/11/03 37

38 Now that you have completed the reconciling process you are ready to print direct deposit statements and checks. #26 Print Payroll Direct Deposit Statements Direct Deposit Print Direct Deposit Statements Print Statements Print Statements Standard Print Laser Statements NOTE: The Direct Deposit statements MUST be printed before the ACH file can be generated. Also, if one direct deposit statement has to be voided and re-printed then you must delete all direct deposit statements and re-print each one. Select the appropriate criteria and print a mask without entering a starting check number. After proper printer alignment has been set remove the checkmark from the Print Mask field and enter the correct starting check number. You are now ready to print direct deposit statements. After the system processes all direct deposit statements to be printed, the recap fields will be populated with the corresponding totals. 07/11/03 38

39 #27 Generate and Transmit ACH File (Automated Clearing House) Payroll Direct Deposit Generate ACH File Transmission Description This description is generally set by the National Automated Clearing House Association or NACHA. Once the first ACH file is submitted to a bank, the description can only be changed after notifying NACHA in writing. PPDREG.SAL is short for Prearranged Payments and Deposits (Corporate to Consumer) for Regular Salaries. Descriptive Date This should be the month and year of the current payroll Effective Date This is the date on which the monies should be deposited to the employee s accounts. You will need to be sure that all transfers have been made to your payroll clearing fund by this date as well. You may generate the ACH File directly to a diskette or to a temporary directory on your C:\ drive. If creating a diskette, place the diskette in your A:\ drive, select the Floppy Disk option and click the Begin button. The generate process creates an ACH.Seq file on the diskette. If creating a temporary directory, select the Temporary Directory option and click the Begin button. The ACH.Seq file will be generated in your C:\Windows\Temp directory. Transmit either the ACH.Seq diskette file or the temporary directory ACH.Seq file to your bank using their instructions. 07/11/03 39

40 #28 Print Direct Deposit Register and ACH File Report After you generate the ACH file you may want to run a Direct Deposit Statement Register and an ACH File Report. Direct Deposit Register The Direct Deposit Register will list the individual records along with the statement number and date. 07/11/03 40

41 #28 Print Direct Deposit Register and ACH File Report Continued Direct Deposit ACH File Report The ACH File Report will list each individual, their account number, the bank routing number, and will list a grand total that should agree with what was transmitted to the bank. You will need to select the location of your ACH file that was generated in Step /11/03 41

42 #29 Print Payroll Checks Payroll Process Print Payroll Checks Payroll Checks Standard Payroll Checks Window Envelope Laser Payroll Checks Select the appropriate criteria and then print a mask without entering a starting check number. After the proper alignment has been set remove the checkmark from the Print Mask field and enter the correct starting check number. You are now ready to print checks. After the system processes all checks to be printed, the recap fields will be populated with the corresponding totals. 07/11/03 42

43 #30 Active Status with No Current Period Check Payroll Process Employees with No Current Check You may want to print the Employees with No Current Check Report before sending out the checks. This report can identify employees who are marked as active but for some reason a check was not printed for them. The employee may be listed on the report for a valid reason such as being on extended leave. The report will help double check employees who are not scheduled to receive a check. Do not select the Substitute/Daily calculation method when running this report. Substitutes vary from payroll to payroll. 07/11/03 43

44 #31 Print Check Register Checks Register by Check Number The Payroll Register by Check Number will include a recap at the end of the report that should match the Payroll Register that you ran in Step 23. The withholding checks will be included on this report if it is run after the withholding checks have been printed and the total net pay should match the total payroll amount found on the General Ledger Preview report. The Payroll Register by Check Number also includes a gender breakdown as a part of the end of report recap. This feature accommodates those districts that must file U. S. Department of Labor reports. 07/11/03 44

45 #32 Transfer Funds Transfer funds to the Payroll Clearing Bank Account for the amounts indicated on the last page of the Payroll General Ledger Preview. (See Step 23) #33 Print Withholding Preview Report Payroll Process Print Withholding Checks Preview The Withholding Checks Preview Report will list each vendor and the withholding check amount. You may want to reconcile the Preview Report to the deductions total listed on the Payroll Register run in Step 23. #34 Make Tax Deposits 07/11/03 45

46 #35 Print Withholding Checks Payroll Process Print Withholding Checks Print Withholding Checks Standard Print Withholding Checks Window Envelope Print Laser Withholding Checks Select the appropriate criteria and then print a mask without entering a starting check number. After the proper alignment has been set remove the checkmark from the Print Mask field and enter the correct starting check number. You are now ready to print withholding checks. After the system processes all withholding checks to be printed, it will populate the number of checks printed, the last check number written and the total of the checks. This total should agree with the total employee deductions plus the employer paid deductions less any Earned Income Credit (EIC) amount. Notice that you also have the capability to print a single vendor withholding check. This allows you to re-print one vendor check in the event that corrections have to be made. 07/11/03 46

47 #36 EIC Report (Optional) Employee EIC The Earned Income Credit (EIC) Report will list the employees and the EIC amounts that they have received. Be sure to mark Print Only Employees with EIC Amounts. 07/11/03 47

48 #37 Account Distribution Reports (Optional) The following reports can provide further supporting documentation for the current payroll. The Account Summary report includes a grand total which should tie back to the Check Payroll Input report run in Step 23. All of these reports are optional. However, once payroll has been posted, the current period information will no longer be available. Account Distribution General Information/Period to Date Distribution Summary Account Summary General Information/Period to Date The General Information/Period to Date report is the only one that will list just current period data. It also has the option to Page Break by Employee which would allow you to attach this information to the paychecks to show the breakdown by job. The report will also include the job position description by each job. The Period to Date report does not include a grand total. Distribution Summary The Distribution Summary Report list each period and it does not include a grand total. 07/11/03 48

49 #37 Account Distribution Reports Continued Account Summary The Account Summary Report lists a breakdown by period and it includes a total for each account, each fund and a grand total at the end of the report. #38 Backup Data Make a backup using the Database Backup/Restore Module found on the main Marathon Menu screen. Label the backup using the step number and the date as the description. 07/11/03 49

50 #39 Post Payroll Before posting payroll you will need to determine if you have employees that did not receive a check in the current payroll but the employer paid insurance was computed and is in current period. Payroll Process Employees with Expensed Insurance Without a Check If employees were identified in the step above you must complete the step in order for the information to be posted correctly in the General Ledger. 07/11/03 50

51 #39 Post Payroll Continued Payroll Process Prepare Special Expensed Insurance for Post The Prepare Special Expensed Insurance for posting process marks the employee folder so that it will be posted along with all other records. Once this process is complete you will be ready to post payroll. 07/11/03 51

52 #39 Post Payroll Continued Payroll Process Post Payroll Transactions Select the appropriate criteria and enter the just completed payroll date as the Post Date. Click the Begin button. A message box will appear asking if the previous month s payroll has been posted. Do not continue if you are not sure. Stop and confirm that last month s payroll totals have been cleared then return to this step. 07/11/03 52

53 Immediately after posting payroll you must post leave records and time records. #40 Post Leave Payroll Leave Utilities Post Leave The Post Leave process uses the Payroll Date and not the Absence Date range The Post Leave process uses the Payroll Dates and not the Absence Dates. To post the leave records use the first day of the payroll month just completed as the starting date and the last day of the payroll month as the end date. Immediately after the post process is complete return to the leave menu and browse leave records. 07/11/03 53

54 #40 Post Leave Continued It is critical that you confirm that the leave records posted correctly. If you forget to post the records or if for some reason some of them do not post, the records will be pulled into the next payroll and processed again. Payroll Leave Browse Leave Records Use the beginning of the fiscal year as the Begin Date and the last day of the payroll month as the End Date. Then select the Verified Status and UnPosted Status and click the Set Filter button. You will need to investigate any records that are listed to determine why they did not post. 07/11/03 54

55 #41 Post Time Records Payroll Weekly Time Reported Utilities Post Weekly Time Records The Post Time process uses the Payroll Date and not the Added Date The Post Time process uses the Payroll Dates and not the Added Dates. To post the time records use the first day of the payroll month just completed as the Starting Date and the last day of the payroll month as the Ending Date. Immediately after the post process is complete return to the time menu and browse time records. 07/11/03 55

56 #41 Post Time Records Continued It is critical that you confirm that the time records posted correctly. If you forget to post the records or if for some reason some of them do not post, the records will be pulled into the next payroll and processed again. Payroll Weekly Time Records Browse Weekly Time Records Use the beginning of the fiscal year as the Begin Date Added and the end of the current payroll month as the End Date Added. Then select the Verified Status and UnPosted Status and press the Set Filter button. You will need to investigate any records that are listed to determine why they did not post. This completes the Payroll Processing instructions. Proceed to the End of Month instructions if this is the last payroll of the month. 07/11/03 56