Payroll. Checklists 10/26/2016

Transcription

1 Payroll Checklists 10/26/2016

2 Table of Contents Preparation/Process Processing Payroll... 1 Post/Update Posting/Updating Payroll... 6 Posting Payroll to the Budgetary Module... 8 Check Correction Voiding a Payroll Check or Deposit Advice... 9 Adding a Manual Check Cancellation of Old Checks Quarterly Procedures Performing Payroll Quarterly Procedures Fiscal Procedures (June 30 th ) Performing Payroll Fiscal Year-End Procedures Leave Day Information Updating Payroll Leave Day Information Contract Year-End Procedures Performing Payroll Contract Year-End Procedures Calendar Yr-End Procedures (December) Performing Payroll Calendar Year-End Procedures (December) R Procedures Performing Form 100R Procedures Backup / Print Preview / Save as.pdf KBACKUP Procedures Print Preview Reports Save Print Preview as a.pdf File **Additional information is available in the Operations Manual. Contact Support for the link to download to your desktop. Note: Enhancements since 2004 are not reflected in this document.

3 PA - 1 Processing Payroll Allows you to enter employee information, print checks and/or deposit advices, and print the proper reports. 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). Preparation/Process Menu [Optional] Option 1 Enter Attendance/Hours [Optional] Option 20 Detail Attendance Menu Do any of the following: 1. Attendance Entry/Maintenance 2. Attendance Listing 3. Substitute Listing Option 2 Enter Payroll Exceptions Option 3 Enter Payroll Prompts [Optional] Option 4 Check Message Maintenance [If Applicable] Option 5 Create Earnings Exceptions Do any of the following & check the printer for reports that automatically print: From Time Clock. For Time Clock users. Overwrites each time it is run. For Substitutes. Do this one time per check date. For Deductions. Do this one time per check date. Life Insurance Calc/Over $50,000. Do this one time per check date. For Every Pay Earnings. Do this one time per check date. ECA Every Pay Earnings. Do this one time per check date. For Holiday/Additional Pay. For Time Clock users. Do this one time per check date. From Remote Payroll. For Remote Payroll users. Do this one time per check date. [Optional] Option 6 Print Exception File Continue to the next page

4 Preparation/Process Menu - Continued PA - 2 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 any of the options listed. Note: If it is the 1st pay of the New Year and YTD totals have not been cleared, verify on the All Locations totals page that the SOC SEC MAX CNT equals = 0. If it isn t, you may need to contact Komputrol Support for assistance on how to fix this before proceeding with the payroll. [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: 1. Print Deduction Report 2. Print Fund Deduction Report 3. Print Deduction Transmittal Option 11 Print Distribution Report Each Distribution Report can be printed to meet your specific needs: 1. Print Distribution Report 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. 1. Print Direct Deposit File Report 2. Create Direct Deposit File This option creates the file pramtp.d in the root directory (typically the K:). 3. [Optional] 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 KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) PA - 3 Make sure no one else is working in the Payroll Files at this time. Note: Label the backup Payroll Files, Before Checks, Month, Year/Today s Date. Preparation/Process Menu [If applicable] 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 Ret. Gross Report - Fund Option 16 Print FICA Gross Report - Fund Option 17 Print Payroll Claim Listing Print with payroll claim detail. Option 19 (ERM) Wage & Contrib. Process 1. Build (ERM) Work File TRF [If Applicable] If you process multiple payrolls on the same check date, this option can allow you to add the 2 nd payroll to the 1 st payroll s (ERM) Work File TRF Maint., (rather than delete/build a new work file). If you have done the one time setup; this option will prompt you to, Press ENTER if it is the first payroll processed for this Check Date or 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: Complete the prompt on 2 nd screen of the Payroll Processing Profile Maintenance in the User Profile Menu, Enter Y For Multiple Payrolls on the Same Check Date = Y. [Optional] Option 21 Adjustment/Settlement Menu 1. TRF This option allows you to make all records in the file either Adjustment or Settlement records. 2. (ERM) Work File TRF Report 3. [Optional] (ERM) Work File TRF Maint. Make necessary changes. Reprint the (ERM) Work File - TRF Report. Continue to the next page

6 (ERM) Wage & Contrib. Process Continued PA 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 the K:). If the Submission Unit No is entered as , then the file to submit is: txt. 5. Copy (ERM) Submission File TRF To Disk Submit the TRF file to ERM. 6. Build (ERM) Work File PERF [If Applicable] If you process multiple payrolls on the same check date, this option can allow you to add the 2 nd payroll to the 1 st payroll s (ERM) Work File PERF Maint. (rather than delete/build a new work file). If you have done the one time setup, this option will prompt you to, Press Enter if it is the first payroll processed for this Check Date or 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: Complete the prompt on the 2 nd screen of the Payroll Processing Profile Maintenance in the User Profile Menu, Enter Y For Multiple Payrolls on the Same Check Date = Y. [Optional] Option 21 Adjustment/Settlement Menu 2. PERF This option allows you to make all records in the file either Adjustment or Settlement records. 7. (ERM) Work File PERF Report 8. [Optional] (ERM) Work File PERF Maint. Make necessary changes. Reprint the (ERM) Work File PERF Report. 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 the K:). If the Submission Unit No is entered as , then the file to submit is: txt. 10. Copy (ERM) Submission File PERF To Disk Submit the PERF file to ERM. [Optional] Option 20 Detail Attendance Menu 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. Continue to the next page

7 KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) PA - 5 Make sure no one else is working in the Payroll Files at this time. Note: Label the backup Payroll Files, After Checks, Month, Year/Today s Date. You have completed the payroll process; go to the Posting/Updating Payroll checklist.

8 Posting/Updating Payroll Allows you to post/update your payroll to the appropriate files after printing your payroll checks and/or deposit advices. Post/Update Payroll Menu PA - 6 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 and verify the Revenue and Budget Edits are empty. Remember to follow the Posting Payroll to the Budgetary Module checklist to complete the posting process. Option 6 Update Employer FICA Matching to Voucher System This option will post the employer s share of FICA to the Voucher Edit based on the Gross Pay-OASDI and Medicare accounts in the Budget/Payroll Linking Maintenance option on the Budgetary Miscellaneous Menu. The Employer Matching FICA Report prints. (A voucher must still be entered 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 Edit based on the Gross Pay-Retirement Matching data in the Budget/Payroll Linking Maintenance option on the Budgetary Miscellaneous Menu. The Employer Share of Retirement Report prints. (If retirement is deducted from your employee s pay, a voucher must still be entered to pay the employee s portion out of the clearing accounts.) (First post to the Employee History File.) Note: The Employer Share of Retirement Report should MATCH the information on the (ERM) TRF Report and the (ERM) PERF Report. If errors exist on the Employer Share of Retirement Report, data can be corrected in payroll and the update can be completed again. (You first must delete the incorrect voucher using Correct Vouchers on the Accounts Payable Menu.) Continue to the next page

9 Post/Update Payroll Menu Continued PA - 7 [Optional] Option 8 Update Employee 1095-C Maintenance Monthly Note: Selecting this option will update information to the Employee 1095-C Maintenance, Part II Employee Offer and Coverage and Part III Covered Individuals. For additional information, refer to the Affordable Care Act (ACA) Setup & Processing Form 1095-C Checklists. KBACKUP from Komputrol Master Menu (Or, use Backup Menu at Komputrol Master Menu) Make sure no one else is working in Komputrol at this time. Note: Label the backup All Files, After Payroll Update, Month, Year/Today s Date. Preparation/Process Menu [Optional] Option 22 Deduction Checks Menu 1. Deduction Checks Edit 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. 3. Update Deduction Checks to Budget Transaction File Payroll Reports Menu 2 Note: Before selecting this option, verify the Accounting Period, and verify the Budget Edit is empty or only contains gross payroll transactions. [Optional] Option 14 New Hire Reporting Menu 1. Build New Hire Work File 3. New Hire Work File Edit 2. New Hire Work File Maintenance Make necessary changes. Reprint the New Hire Work File Edit. 4. Create and Copy New Hire Submission File to Disk This option creates the submission file. You must enter the Path & File Name. If you enter, K:NEWHIRE.TXT then the file is created in the root directory (typically this is the K: drive). The file name is NEWHIRE.TXT. 5. [Optional] New Hire Report Submit the New Hire file to the state. To complete the posting to the Budgetary Module, go to the Posting Payroll to the Budgetary Module checklist.

10 Posting Payroll to the Budgetary Module PA - 8 Allows you to complete the payroll posting process of your Revenue and Budget Edits that contain gross pay and withholding amounts. All menus shown below are found in the Budgetary Accounting Menu. Note: These instructions are also part of the Budgetary Checklists. Budgetary Master Menu Revenue Menu Option 3 Revenue Transaction Edit. Verify totals with the Deduction Report. Note: Enter a date range of 0-9s unless you only need a specific date to print on the edit. [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 Note: 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: Enter a date range of 0-9s unless you are limiting what should post at this time. Note: Transactions 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. Note: Enter a date range of 0-9s unless you only need a specific date to print on the edit. [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: Enter a date range of 0-9s unless you are limiting what should post at this time. Note: Transactions 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.

11 Voiding a Payroll Check or Deposit Advice Allows you to void a Payroll Check/Deposit Advice that has been posted to the payroll employee file, history file, budgetary files, and bank files. The circumstance may, or may not, require the void to affect all of these files. Note: Use this checklist to void only CURRENT YEAR checks. See the Cancellation of Old Checks checklist to complete this process for checks dated in a prior calendar year. Check Corrections Menu Option 2 Void Check or Deposit Advice Note: The Void As Of Date will be used in Payroll History, as well as, the Bank Reconciliation Menu as the Clear Date. Note: This option will recognize if a line of earnings was coded as an Every Pay ECA or an Auto Pay ECA, and will Void that amount from the Used field in Personnel ECA Contract Maintenance, F5-Contract Used. This will work for items posted after loading 2016 enhancements. Highlight the appropriate function keys that follow. This is a critical step. If you have questions, please contact Komputrol Support. PA - 9 F1 Update Budget Files If this is highlighted, the void updates to the Revenue Transaction Edit and the Budget Transaction Edit. Both must be posted. To remove the highlight, press the F1 key. F10 Both Allows you to update the payroll employee master and history files. F11 Master Allows you to update the payroll employee master files. F12 History Allows you to update the payroll employee history files. Complete the following prompts: Employee Number Check Date Void As Of 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 are 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 prints. Keep this report. Note: When the F7-End key is pressed, there may be a delay before the menu returns. Please be patient as multiple files may be updated in this process. Reminder: If Update Budget Files is highlighted, refer to the Posting Payroll to the Budgetary Module checklist to complete the posting process.

12 PA - 10 Adding a Manual Check Allows you to enter a manual check that can update to the employee file, history file, and/or budgetary files and bank. Allows you to enter a correction entry to update to the employee file, history file, and/or budgetary files. Check Corrections Menu Option 1 Manual Check Entry Highlight the appropriate function keys that follow. This is a critical step. If you have questions, please contact Komputrol Support. F1 Update Budget Files If this is highlighted, the entry updates to the Revenue Transaction Edit and the Budget Transaction Edit. Both must be posted. To remove the highlight, press the F1 key F10 Both Allows you to update the payroll employee master and history files. F11 Master Allows you to update the payroll employee master files. F12 History Allows you to update the payroll employee history files. After the prompts are completed, press Enter to display the entry screen. Enter the information that pertains to the manual check or correcting transaction. Note: The earnings amount with an ECA Code beside it will automatically post to the Used field in Personnel ECA Contract Maintenance, F5-Contract Used. If an Earnings Code was entered in the E.C.A Codes option in Personnel Files Maintenance, it will update to Payroll Employee History File if highlighted to update when this option is selected. Once the applicable information is entered, press Enter to update the transaction and return to the prompt screen. When the F7-End key is pressed, a Manual Check Entry report prints. Keep this report. Note: When the F7-End key is pressed, there may be a delay before the menu returns. Please be patient as multiple files may be updated in this process. Reminder: If Update Budget Files is highlighted, refer to the Posting Payroll to the Budgetary Module checklist to complete the posting process.

13 PA - 11 Cancellation of Old Checks Allows you to receipt into the funds any Payroll check that is over two years old, per State Board of Accounts. See *NOTE at the bottom of the page. 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 - the date must be in the Current Accounting Period. 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 an Adjustment amount. Do not enter a Bank #. Option 3 Revenue Transaction Edit Note: Enter a date range of 0-9s unless you only need a specific date to print on the edit. [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 Note: The Deposits New to the Bank File report prints and should be blank. The Fund Transaction Posting report prints and should equal the Revenue Transaction Edit. Note: Enter a date range of 0-9s unless you are limiting what should post at this time. Bank Reconciliation Menu Option 3 Check Maintenance Complete the prompt screen: Bank #; Check #; Check Type and press Enter to display the check to be voided. Once the check is displayed, press F1 to Void the check. Enter the Date Voided and press Enter. 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

14 Performing Payroll Quarterly Procedures Allows you to process end of quarter balancing for 941 taxes and also create your unemployment file. PA - 12 Reminder: Reports can be printed to the screen and saved as a PDF. 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. Preparation/Process Menu Option 20 Detail Attendance Menu 2. Attendance Listing Complete ALL prompts with 0 s to 9 s. Note: The only check dates that should print are ones that have not yet been posted. There may be junk that needs to be deleted. If so, delete these check dates through Option 1 Attendance Entry/Maintenance. Whatever prints on this report affects when detail attendance is being entered, and the system checks if an employee has time available. Deleting can be done any time and should not delay completing your Quarterly Procedures. If you have questions, contact Komputrol Support. 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 Difference Limit of $1.00. [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. Continue to the next page

15 Unemployment Reporting Menu PA - 13 Electronic Reporting Process: Option 2 Create Unemployment File This option creates the file uiwage.txt in the root directory (typically the K:). 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. KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) Make sure no one else is working in the Payroll Files at this time. 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. Do not clear totals at this time. If you are balancing December, go to the Performing Payroll Calendar Year-End Procedures checklist to finish quarter-end and complete year-end. Do not clear totals at this time. 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 Continue to the next page

16 PA - 14 Quarterly Procedures Menu - Continued 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.

17 Performing Payroll Fiscal Year-End Procedures (June 30th) Allows you to process for the end of the fiscal year (July 1 to June 30). Reminder: Reports can be printed to the screen and saved as a PDF. PA - 15 Note: Follow the Performing Payroll Quarterly Procedures checklist before beginning this checklist. KBACKUP from Komputrol Master Menu (Or, use Backup Menu at Komputrol Master Menu) Make sure no one else is working in Komputrol at this time. Note: Label the backup - All Files, Fiscal Year End, Month, Year/Today s Date. If you participate in Komputrol s Disaster Recovery program, complete a 2 nd Backup and send to Komputrol with the appropriate form. Note: For the 2 nd Backup: 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 Option 3 Fiscal Retirement Report May be beneficial for INPRS audit. 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 (QTD) and fiscal-to-date (FTD) 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.

18 PA - 16 Updating Payroll Leave Day Information Allows you to transfer, clear, and update leave day information for your employees. Note: All payrolls for the leave day year should be posted before beginning this checklist. Note: Contact Komputrol Support to obtain Transferring and Updating Leave Days documentation. KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) Make sure no one else is working in the Payroll Files at this time. Note: Label the backup - Payroll Files - Leave Day Update, Month, Year/Today s Date. Contract Year-End Procedures Menu Note: How the prompt is completed, Leave Time Unit Description (i.e. Days, Hours, Units, etc.) from the 4th screen of the Payroll Processing Profile Maintenance on User Profile Menu is what 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. You now have completed updating new Leave Day Information.

19 PA - 17 Performing Payroll Contract Year-End Procedures Allows you to prepare for the new contract year, including clearing contract totals for limited deductions in the payroll employee file. 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. KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) Make sure no one else is working in the Payroll Files at this time. Note: Label the backup - 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 Personal Information screen for the contract groups you specify. Option 6 Clear Days Worked This clears the Days Worked field in the Personal Information screen for the contract groups you specify. You can use this option to clear specified groups. For example, substitutes. Option 7 Clear Contract Totals This option can clear by contract group the Contract Used and the Other Amount, in the Personal Information screen, as well as the Contract YTD totals for deductions and annuities that have reached their limits in the Voluntary Deductions screen. Note: Select this option before you begin processing the first payroll of the new contract year. Note: You must 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 are cleared correctly. Periodic Procedures Menu [Optional] Option 1 Change Ded. Amounts and Limits This option allows you to change the Amount and Limit fields in the Voluntary Deductions screen of those employees that match the criteria on the prompt screen. Continue to the next page

20 Periodic Procedures Menu - Continued PA - 18 [If Applicable] Option 10 Emp. Ded. Work File Process 6. Update Deductions To Employee File This updates the Voluntary Deductions screen with new deduction and annuity amounts to be withheld during the new contract year if entered using the Employee Deduction Work File Process. Payroll Reports Menu 1 Option 7 Employee Deduction Listing Select one or both of the following: 1. By Employee. Verify new amounts/limits. 2. By Deduction. Verify new amounts/limits. Periodic Procedures Menu [If Applicable] Option 11 Pay Rate Work File Process 7. Update Pay Rates To Employee File This updates new Rate 1, Rate 2, Rate 3, Rate 4, Contract Amount, Contract Used, and Pays Per Year that was entered if the Pay Rate Work File Process was used. [Optional] Option 2 Change Pay Rates or Pays/Year This option allows you to change the Rate 1 field in the Personal Information screen 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 5 Calculate Rate 1 by Contract Amt This option can be selected for salaried employees. The Contract Amount and Rate 1 fields in the Personal Information screen are updated. Note: If you printed contracts using the Personnel Module, you will update through the Personnel Contract options. For details, refer to the applicable Personnel Contract printing checklist; Teacher Contract Printing, ECA Contract Preparation and Printing, or Late Settlement Teacher Contract Processing and Printing. Payroll Reports Menu 3 Option 5 Payroll Rates And Contract Amounts Report Print to verify new Rates and Contract Amounts are correct, and Contract Used is cleared. Your Contract Year-End Procedures are now complete. You can now process the first payroll of the new contract year.

21 Performing Payroll Calendar Year-End Procedures (December) PA - 19 Allows you to balance and print year-end reports, print W-2s, and create a transmittal file for governmental reporting. Reminder: Reports can be printed to the screen and saved as a PDF. Note: Follow the Performing Payroll Quarterly Procedures before beginning this checklist. Note: Please refer to the Payroll Year-End Booklet for more detail when completing these steps. Note: Be sure to proof and balance each report before you continue to the next step. Important Note: If you begin processing the 1 st payroll of the New Year before clearing YTD totals, VERIFY no one reached the OASDI Limit. The SOC SEC MAX CNT should equal 0 on the All Locations totals page of the Trial Journal. If it isn t, you may need to contact Komputrol Support for assistance on how to fix this before proceeding with the payroll. 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. These 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. KBACKUP from Komputrol Master Menu (Or, use Backup Menu at Komputrol Master Menu) Make sure no one else is working in the Payroll Files at this time. Note: Label the backup Payroll Files, Payroll Year-End, Before Clearing Totals, Month, Year/Today s Date. Continue to next page

22 If you participate in Komputrol s Disaster Recovery program, complete a 2 nd Backup and send to Komputrol with the appropriate form. PA - 20 For the 2 nd Backup: Label the backup All Files, 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 15 Clear Payroll Totals Clear QTD and YTD totals. Option 16 Remove Transaction Files Note: For December quarter end, enter Month Day range as: to Note: From the Contract Year-End Menu you may want to select Clear Contract Totals 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 QTD and YTD totals are zero. Once QTD and YTD totals are cleared, payrolls for the new Calendar Year can be posted. 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: You may want to refer to the Payroll Yr-End Booklet for detail about entry into the W-2 Work File Maintenance for these tax items that must print on the W-2s. Note: The IRS requires reporting the value of health care coverage on the W-2 Form. Continue to next page

23 Calendar Year-End Procedures Menu Continued PA - 21 Option 3 Employee Trial Balance Verify totals are correct for W-2 printing. Option 4 OASDI/Medicare Gross Report Option 6 Employee History Listing Verify all totals trace to the Employee Trial Balance, including deductions. Option 7 State/Local Reports Menu 1. Local Income Tax Report 2. State Income Tax Report 3. Employees With No Local Tax Withheld Hint: These reports may be beneficial to check state and local breakdown for Doculivery. Option 8 Employee FICA Gross Report Enter 100 (=1.00) in the Difference Limit prompt. Your goal is to have NO ONE print on the report Option 9 Employees - Mult. States List Option 10 Deduction Reports Menu 1. Employee Deduction Listing By Deduction 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 Deductions screen for applicable employees. 2. Negative Y-T-D Withholding or Deduction Report Print to verify negative deduction amounts that may print on the W2 form. 3. Tax Sheltered Voluntary Retirement Deductions If you have Voluntary Pre-tax 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 Pre-tax PERF and TRF deduction totals from being combined with the annuity totals that print in Box 12 of the W2 s. Continue to next page

24 Payroll Master Menu PA - 22 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. Files Maintenance Menu Option 15 State Tax Codes Verify the state code identification number. Option 16 County Tax Codes Verify the spelling of your county tax codes. KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) Make sure no one else is working in the Payroll Files at this time. Note: Label the backup Pay Files, 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 12 Print W-2 s Be sure to verify the total of all 941s balances to the W-2 totals. Note: For Doculivery Users when selecting the Print W-2 s option, a file is created named, doculiveryemployees.csv and is located in Komputrol s root directory (typically K:). This file can be updated to Doculivery to give any employee that receives live payroll checks access to their tax forms. Contact Komputrol Doculivery Support if you plan to upload this file. Option 14 Post W-2 Earnings to W-2 Totals This copies W-2 totals into the Employee File W-2 Earnings History screen. Continue to next page

25 Calendar Year-End Procedures Menu - Continued PA - 23 If you are reporting W-2 information electronically, follow the steps below to create the file: Option 13 W-2 Submission File Menu 1. 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. 2. Print W-2 Submission File Edit Verify header information and totals are correct. 3. Copy W-2 Submission File to Diskette Note: Make 2 copies---keep! Store one off-site. Note: The due date for submitting the W-2 file electronically is January 31 st. KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) Make sure no one else is working in the Payroll Files at this time. Note: Label the backup Pay Files, 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: If you delete an employee file, it will delete its history as well. Note: Komputrol highly 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 Nothing prints when this option is selected. [Optional] Option 2 Delete Payroll History Records Note: Use caution when selecting this option. You may want to keep several years history before deleting. Continue to next page

26 [Optional] Option 3 Delete W-2 History Records PA - 24 Note: This deletes information in the Employee File Employee W-2 Earnings History screen. [Optional] Option 10 Terminate Employees Note: This deletes in mass terminated employees who have not been paid since the date specified on the prompt screen. Payroll History is used to determine employees that should be terminated. To process your Form 100R File, use the Performing Form 100R Procedures checklist. To process your ACA Year-End Procedures, use the Affordable Care Act (ACA) Setup & Processing Form 1095-C Checklist. The Quarterly Procedures and Calendar Year-End Procedures are now complete for the end of December.

27 Performing Form 100R Procedures PA - 25 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 the K:). The file name is: gateway100r.csv. Option 5 Copy Form 100R Submission File To Disk Submit the Form 100R to Gateway. KBACKUP from Komputrol Master Menu (Or, use Payroll Backup Menu) Make sure no one else is working in the Payroll Files at this time. Note: Label the backup Pay Files, 100R Files, Year/Today s Date. This completes the 100R Procedures.

28 KBACKUP Procedures PA - 26 Allows you to back up different Komputrol modules and rename KFILES.zip so that multiple backups can be stored on one USB Flash drive. Note: You must rename the backup file (KFILES) before you make another backup or your data will be replaced with the new backup file. Please contact Komputrol Support if assistance is needed to rename your backup files. Note: If backups are made by selecting the Komputrol Backup option from the menu, the ENTIRE disk/usb Flash drive is erased and then the backup runs. Note: Backups should be completed when no one else is in Komputrol Software. Files will be skipped if someone is in a file, or another session is open, when a backup is taking place. Komputrol Master Menu Type KBACKUP and press ENTER. COMMAND KOMPUTROL MASTER MENU MASTER Revised Chart of Accounts 1. Payroll Processing Menu 2. Budgetary Accounting Menu 3. Bank Reconciliation Menu 4. Personnel Management Menu 5. Utilities Management Menu 6. Fixed Assets Menu 7. Annual Financial Report Menu 8. Administrators Menu 9. Investment Menu 10. Supplies Inventory Menu 11. Transportation Costs Menu 12. Fringe Benefit Menu 13. Cash Flow Management Menu 14. Prior 2008 Software Menu 21. Back Up Procedures 24. Sign Off All Programs and Related Materials are Proprietary to Komputrol KBACKUP

29 PA - 27 ALWAYS verify that the Format Diskette Drive box is NOT checked. If this box is checked, the ENIRE disk is erased even if the files were renamed! This box is not displayed in this example. Select Data Folder to Backup: Select from the drop-down list the appropriate folder to save your data. Typically, the DATA folder should be selected. If you have multiple databases on your network (e.g., you have separate co-op or food service data), then select All Data Folders. Zip File Names: This field should say KFILES; it displays by selecting a data folder. Diskette Drive to Backup To: Enter the letter of the removable Zip Disk or USB Flash Drive of the machine completing the backup. If an invalid or unavailable drive is entered, warning messages will appear. This is a required field. Backup to Network: This will place a copy of the backup on the network as well as on the backup media. If space is limited on your network, uncheck this option. This backup will overwrite with a new backup each time the backup is completed unless it is renamed on the network. Select Modules to Backup: All Files is selected by default. A specific module can be chosen by selecting one from the drop-down list. This is a required field. Komputrol recommends the daily backup include ALL FILES. Format Diskette Drive: This box may/may not display. If this box is checked, the ENTIRE disk is erased even if the files were renamed! DO NOT CHECK THIS BOX! Backup Button: Clicking the Backup button will check to see if the fields are completed properly and then initiate the backup procedure. Help Button: Clicking the Help button will open a document for the KBACKUP procedure. Close Button: Clicking the Close button will close the KBACKUP program.

30 After the Backup button is clicked, the Verify button is available. PA - 28 Verify Button: Click the Verify button after all PKZIP Windows are closed. The Verify button will check the diskette drive and network to see if all files were backed up or not. If the message DISKETTE DRIVE. or FILE NOT CREATED appears, the backup did NOT run! Determine the problem and complete another backup. Click the Close button when finished.

31 Print Preview Reports PA - 29 Allows you to preview reports on screen prior to printing them. Type PP from the bottom of any menu and press Enter to activate the Print Preview feature. Note: The screen will flash and return to the menu. When you press Enter to print a report (after completing the prompts), it will display to the screen. Note: All reports will continue to print to the screen until you do one of two things to return printing directly to your printer: 1) Type Print P1 from the bottom of any menu and press Enter. (Substitute the applicable printer ID for the printer you use. In this example, P1 is the printer ID.) 2) If you do not know your default printer ID, simply Sign Off and Sign Back On, and you will be back to your default printer. Fund Menu Revised Chart of Accounts BD Fund Maintenance 11. Fund Detail Report 2. Enter Fund Transactions 12. Cash Balance Reconciliation Rpt 3. Fund Transaction Edit 13. Fund Fiscal Report 4. Correct Fund Transactions 14. Fund Inquiry 5. Post Fund Transactions 15. Fund History Report 6. Fund Maintenance Report 16. Fund History Inquiry 7. Fund Chart of Accounts Report 17. Update Last Audit Date 8. Statement of Funds Report 18. Fund Delete Edit Report 9. Fund Report 10. Fund Information Report 23. Budgetary Master Menu 24. Sign Off PP All programs and related materials are proprietary to Komputrol Statement of Funds Report F7-End Beginning Ending Fund #... Exclude Funds With Zero Balances And No Activity...(Y,N) _ Include Active/Inactive/Both (A,I,B) _ Print Beginning / Ending Dates (Y,N) _ Print Last Activity Date...(Y,N) _ Print Prompts (Y,N) _ Number of Copies...

32 PA - 30 Click File - Three options are available: Save, Print, and Exit. SAVE: Komputrol does not recommend selecting this option. It creates an.xpi file. The.xpi files have limited printing capabilities; often the print font and report margins cause problems with the report. PRINT: When you select Print, the dialog box appears for you to select a printer. And then when you click the Print button, ALL pages that display on the screen will print. Note: If you select a printer, e.g. CutePDF Writer, that both converts and allows you to save the Print Preview as a PDF, you can choose to print individual pages while in that format. For instructions, please refer to the SAVE Print Preview Report as a.pdf File. EXIT: You may select EXIT if you do not want to print the report, or click the X in the upper right corner. Click No to the pop-up question, Do you wish to save a copy of the spool file? Sample Print Dialog Box

33 SAVE Print Preview Report as a.pdf File PA - 31 Allows you to save a report to a.pdf format once the Print Preview report is displayed on screen (using the PP command). 1. Click File in the Print Preview report. 2. Click Print. 3. Click the CutePDF Writer option in the Select Printer area. Note: You may need to scroll to find the CutePDF Writer option (or some other PDF converter option). If no PDF conversion option is available, contact your tech to assist you with downloading one. 4. Click Print button and the Save As box appears.

34 PA After the Save in field has been defined, and the File name has been typed, click Save. 6. Click X to close the Print Preview report. 7. Click No to the pop-up that displays Do you wish to save a copy of the spool file?. 8. The PDF report can be opened, through the Start icon and Computer option (My Computer), and printed, ed, etc. Komputrol Reminders: If you save Komputrol reports to your computer drives, verify with your tech that the files are consistently backed up. A Komputrol backup only backs up data files, not computer drives! Keep in mind that some reports contain sensitive data and should not be saved to a public drive.