CENTRAL SUSQUEHANNA INTERMEDIATE UNIT FIS - Payroll Processing Learning Guide

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT FIS - Payroll Processing Learning Guide 2016 Central Susquehanna Intermediate Unit, USA

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3 INTRODUCTION This Learning Guide will review the steps to process and verify a Payroll. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 1

4 Table of Contents Introduction... 1 Steps to processing a payroll... 3 The Role of the Pay Period Calendar... 4 Group Term Life Calculation... 4 Processing a Payroll... 4 Step 1. Update Staff Records... 4 Step 2. Select Start New Payroll... 4 Step 3. Update and Save the Start New Payroll Parameters... 5 Step 4. Verify the Initial Payroll Report... 5 Step 5. Select Payroll Entry... 5 Step 6. Payroll Entry Search Screen... 6 Step 7. Time Clock File Entry option... 7 Step 8. Timesheet Entry option... 8 Step 9. Substitute Entry option... 8 Step 10. Manual Entry option... 8 Step 11. Payroll Entry edit screen... 9 Step 12. Adding a new Payroll Entry record Step 13. Process Payroll Parameters Step 14. Verify the Process Payroll Parameters Step 15. Process the Payroll Step 16. Verifying the Payroll Step 17. Addressing issues found in processing the payroll Step 18. Committing the payroll to Pay History Step 19. Post Processing reports Step 20. Post to Fund Accounting Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 2

5 STEPS TO PROCESSING A PAYROLL The Steps to Process a payroll are listed below. Detailed explanation of these steps will follow. 1. Update Staff Payroll records 2. Select the PAYROLL PROCESS>START NEW PAYROLL menu item 3. In the Start New Payroll Parameters screen, update the information for the payroll to be processed. 4. Select the Initial Payroll Report Link, review the salary and payment types that will be included for the selected Pay Date. 5. Select the Payroll Entry button or from the Payroll Process menu select Payroll Entry. 6. From the Payroll Entry Search screen, restrict information to the desired information for updating. 7. The Time Clock Entry File option can be selected to import a file based on a layout that is already established. Refer to documentation on setting up a Time Clock File in the Payroll Directory learning guide. 8. The Timesheet Entry option can be selected to import any timesheets entered through the Staff Portal. Refer to documentation regarding use of the Staff Portal and electronic timesheets. 9. The Substitute Entry option can be selected to import any payroll information for staff with substitute history information. Refer to documentation on Substitute Payroll Worksheet. 10. Manual Entry can be performed by selecting the Staff and account information for updating in the Edit screen or Units can be entered for existing account records in the view screen. 11. Click on the staff's name to access the Payroll Entry Edit screen to update existing information other than the Units 12. Optionally, add a new Payroll Entry record. 13. Select the Process Payroll Parameters menu and ADD a new record for the payroll to be processed. 14. Verify the starting Check number and SAVE the completed record. 15. Click the Process button. 16. When Processing is completed, verify the Processing Reports and correct an exceptions found that are not notifications. 17. Verify the information on the reports. If changes are needed, update any information as needed until you are ready to commit the Payroll by posting it to Pay History. 18. When Processing and Verification are completed and the Payroll is ready to be moved to Pay History, select the Post to History button. 19. Generate the Post Processing reports. These reports include the ability to print checks and stubs and create the Direct Deposit submission file. 20. Use the Post to Fund Accounting button to Post the payroll to Fund Accounting and create the Payroll Payable entries. Double Entry is done at the same time. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 3

6 THE ROLE OF THE PAY PERIOD CALENDAR The Pay Period Calendar serves several functions in HR/Payroll. Some of those functions are identified below: 1. It specifies the Pay Period, Pay Date and Lock Dates for Staff and Supervisors when accessing electronic timesheets in the Staff Portal. 2. It defaults the Pay Date to the next valid Pay Date when starting each Payroll and recognizes the Pay Period for payroll entry for each pay. 3. It works with the Absence module to update Payroll Entry with any negative time off for absences identified to Transfer to Payroll. 4. It takes into account any course credit reimbursements entered in the Staff Professional information records that were assigned to be paid on the selected Pay Date. 5. When scheduling any user defined payment types or a system defined payment type, such as Group Term Life, the Pay Period Calendar restricts the dates that can be used to schedule payments based on the Pay Dates listed for the calendar. GROUP TERM LIFE CALCULATION It is recommended that Group Term Life is processed on a monthly basis because it is a monthly benefit. You can select the GTL Benefit Calculation option to run the calculation and update Staff Payroll Wage Information records before you process that payroll each month. Information is selected based on Insurance Type = Group Term Life and the Staff s Coverage amount is in excess of the Non Taxable Limit. The rate information found in the Group Term Life Tax Rates directory and the Age of the staff is used to calculate the taxable portion of this benefit. Account information must be identified in Staff Wage information to be updated automatically. PROCESSING A PAYROLL Step 1. Update Staff Records Prior to adding a new staff member or changing information for an existing staff member, you must make sure you have all of the information necessary to complete the addition or change. Update directory information if needed Have all payroll related change information together for adds and updates Add New Staff Payroll records and Update existing Staff Payroll records with information related to the payroll being processed. Temporary amount changes to deductions and withholdings need to be entered based on a number of pays to be included in the payroll process. Identify the number of pays needed for each adjustment and the temporary amount If including GTL in the payroll to be processed, run the GTL benefit Calculation process to update the G Payment type amounts to be used in the payroll Step 2. Select Start New Payroll Go to the menu option PAYROLL PROCESS>START NEW PAYROLL. The information entered here selects the Payroll information that should be included in this payroll s process. If the Pay Period Calendar is set up the date should default correctly. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 4

7 When appropriate, include IP payment types or designate that this payroll will include Lump Sum Pays. When Lump Sum Pay is selected the Lump Sum Pays tab is enabled and requires updating. Identify which Pay of the Month is used to process the lump sums Identify which Payment Types are to be included and if GTL is to be included in the lump sum processing more than once, the number of pays needs to be entered Step 3. Update and Save the Start New Payroll Parameters When the Start New Payroll Parameters record is saved, records are added to Payroll Entry for nonsalaried payment types. Select the Initial Payroll Report to review all salary and auto added payments prior to beginning manual entry. Payment Types that were scheduled for the selected pay date and those that were identified to be included in this payroll will be added with units as information is available. Information that needs to be added from another HR Module where enough information is not available, will be identified for you to manually enter. For example: when a Pay Period Calendar is used and an absence is set up to Transfer to Payroll information for Lost Time that occurred during that Pay Period, information is selected to be included for that Pay Date. When the Daily Rate is not found on the Staff Job Title record or the account information is missing, manual entry will be required. You will be notified of the staff name and units that need to be entered for that pay date. Then we recommend that you update the Staff s information so that future needs to auto add information for this staff will be successful. Step 4. Verify the Initial Payroll Report The Include Salary Details option will include each salaried staff and their account and rate information for verification purposes. The salary total is summarized and displays below the detail. When this option is not selected only the summarized salary total is provided. Non Salaried information is always provided and grouped by payment type with both detail and summarized totals. The Grand Total is the last item on the report and reflects the salary and non-salary amounts that will be included in Payroll Processing. This report option remains available throughout the payroll process and will include the non-salaried information that is found in Payroll Entry at the point in time that the report is generated. Step 5. Select Payroll Entry After reviewing the Initial Payroll Report, select the Payroll Entry button on the screen or access the Payroll Entry screen from the menu PAYROLL>PAYROLL PROCESS>PAYROLL ENTRY to add or update the non-salaried records that need to be included in the payroll being processed. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 5

8 Step 6. Payroll Entry Search Screen The Entry Type will provide you with a list of Entry Types that are available for selection. Initially the only type of entry available will be Manual Entry. If you use one of the other options they will be available for selection to restrict the records you want to work with. Manual Entry identifies information that was updated by selecting one record at a time using the screens available. Time Clock File Entry identifies information that was imported using the Time Clock File Entry process. Timesheet Entry identifies information that was imported using the Staff Portal Timesheet information and pulled in and reviewed in the Timesheet Worksheet for the pay date. Substitute Entry identifies information that was pulled in using the Substitute Payroll Worksheet process for information that was entered in the Substitute History screen for the pay date. Payment Type options display based on payment types that are loaded for staff matching the Entry Type selected and allow you to limit the records you see in the grid to those that match the selected payment type(s). Use the Name and Name History options to search for one Staff record based on their name or a prior name. Class, Building and Position are also standard search options. Additional Search Options: To search for additional information click on the + sign and these options are available for you to find records in Payroll Entry. When the fields needed to be included in the search have been updated, click on Search and the records matching your Additional Search Options will be returned to the screen and displayed in the grid. The report options on this screen provide you with sort options and include all information based on the run option selections per report and not the Search Options. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 6

9 Step 7. Time Clock File Entry option The Time Clock File Entry button allows you to select files for importing based on predefined parameters you create. Refer to the Payroll Directory learning guide on setting up the Time Clock Parameters. This screen displays when selecting that option. The Pay Date is displayed and the Time Clock File Import button is available to select a file to import After selecting the button, this screen displays allowing you to select from the predefined parameters and then select the data file to be imported. Select the Import button to review the results. A report is displayed and records are returned to the screen with any exceptions identified. The Post button is now available for you to keep these records or if exceptions are reported you can fix the file and reimport the information prior to continuing. During the import process, records in the file are evaluated and then are saved into the Time Clock file review area. Records that are posted from the review screen into the Time Clock Entry screen can be manually updated by selecting the staff s name or all records can be posted to Payroll Entry. The Time Clock Entry Listing will provide a review of all information that will be posted to Payroll Entry prior to doing so. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 7

10 Step 8. Timesheet Entry option This process works in a similar manor once information has been posted to the Timesheet Entry review, records can be updated if needed. If this option is accessed and records exist in the Timesheet Worksheet that have not been posted to Payroll Entry the screen will display with the information to complete the process. Review and processing of timesheets entered into the Staff Portal are done using the Payroll Timesheet review and the Payroll Timesheet Worksheet to review and edit and summarize information for the selected Pay Date. Payroll can review information as it is being entered by staff by selecting the Timesheet Review menu option and verify that staff and supervisor progress for the current payroll cycle is being made or review history information. When the Pay Period Range has ended and all timesheets have been submitted the Payroll Timesheet Worksheet process is used. Refer to the Staff Portal Timesheet Process learning guide for more information. Step 9. Substitute Entry option The Pay Date identifies the payroll being processed. The Date Range is the selection of Substitute History records that have been pulled into the Substitute Payroll Worksheet process. This should represent your pay period. Please note the issue with the data selected in the sample below is not a good representation of information you should see. When a date range displays but no records display in the grid the process has not yet been used to post the records to Payroll Entry. Select the button to access the Substitute Payroll Worksheet and complete the post to Payroll Entry. Records available in the grid can be reviewed and a Substitute Entry listing report is available as well. When the review is complete they should be posted to Payroll Entry where they become a part of the Payroll s totals. Step 10. Manual Entry option To perform manual entry you can either click in the Regular Unit or Overtime Units column for each staff Account record you want to update and enter the amount needed or you can click on the staff Name and go to that staff s Payroll Entry record to update more than just the Units. The Payroll Entry Type column shows you the method of entry used to create the information and allows you to review information based on how it was entered. When existing records can be updated here, use the filter options on fields on the columns to make manual entry of records faster when manually updating units here is an option. To add a new record, select the button. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 8

11 Step 11. Payroll Entry edit screen Records that were found in the Staff Wage information in Payroll for Payment Types other than Salary payments, are copied into the Payroll Entry records for updating. Payment Types that are scheduled for the Pay Date being processed are included with units entered. Those scheduled for a different Pay Date are not included. Regular Units and Overtime Units are typically the only fields needing to be updated on existing records to identify wage information that needs to be included in a payroll. Staff Wage information records that are identified with a checkmark in the Exists in Staff Payroll field are permanent records coming from Staff Wage Information and changes made to fields other than units will be saved automatically to those Staff Wage records. Records without that designation will allow you to click on the Save Payment Info button to add this information to the Staff Payroll Wage Info record for the selected Staff. Update information as needed and enter a message for this specific payment when applicable. All fields are described by their labels and will work as expected with only one new option. Based upon the sequence number on the record being greater than 1 the Use Supplemental % checkbox is enabled to show the default that will be used for the calculation of federal income tax and allow you the option to override it to the other option. The All button in the upper right of the screen will allow you to review all of the entry for that staff. Select this option if you need to review the information for purposes of Overtime calculations or just a simple review of what has been entered. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 9

12 View All and Weighted Average Calculation You can perform a weighted average calculation by selecting at least 2 hourly records with regular units totaling more than and having different rates with no overtime units entered and then selecting the Weighted Average Calculation button in the upper right of the screen. This will create a new Overtime record based on the account and assign the Overtime rate and units accurately. Step 12. Adding a new Payroll Entry record To add a new record for Payroll Processing, select the Entries grid. button found both above and below the Payroll The Add Payroll Entry screen will display and you then need to complete the information needed to accurately pay the selected staff member. Fields identified with the * are always required and other fields are conditionally required. The year will default based on the year identified in the Payroll Parameters. Update the year if needed to correctly identify the year wages are earned for PSERS reporting and employer share contributions. NAME: Enter the last name of the staff to be paid and tab. If only one staff has that last name the full name will be entered and selected. If more than one staff have the same last name, a lookup screen will display all staff with the name matching what was entered and you can select them from the list. Clicking on the magnifying glass will allow you to search for staff by name based on letters entered. UNITS: Enter the Regular Units and/or Overtime Units needed to pay the selected staff. RATE: Rate is required when units are not left empty. OVERTIME FACTOR: This is required when Overtime Units are entered. When Payment type selected allows for OT this is defaulted to 1.5. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 10

13 PAYMENT TYPE: Select the Payment Type for this payment. This value defaults sequence #, Overtime Factor and Retirement Exempt values. POSITION: Select the position for PSERS reporting related to this payment type when Retirement Exempt is empty. MESSAGE: Enter a message for this Payment Type to track information supporting the reason for this payment. Messages per Payment Type are combined to create a single check message. OVERRIDE CHECK TYPE: Select this checkbox to create a check instead of a direct deposit for the selected staff and sequence #. Staff without Direct Deposit information cannot be updated with an override. ACCRUAL TYPE: When Pay Period Accruals is true on the Parameters screen and the pay date is within the months of July and August this field will be enabled for identifying payments that are to be expensed back to the prior fiscal year. USE SUPPLEMENTAL %: This checkbox is enabled when the Sequence # is greater than 1. When selected the federal tax rate of 25% is used when calculating federal tax withholding. Otherwise, this payment will be added to all other payments for this staff to determine the rate of withholding. This defaults based on the Parameter setting and is used as an override. SABBATICAL: When Staff are on sabbatical this field is available to identify if a payment made in Payroll Entry is also to be processed as a sabbatical payment. SAVE PAYMENT INFO: This button is enabled when Exists in Staff Payroll is not selected. Select this button to make the information entered on the displayed record a permanent record in the Staff Payroll Wage Info tab for use in future payrolls. Step 13. Process Payroll Parameters The Process Payroll Parameters screen will show you the Pay Dates and basic information for those dates for the selected year. The Year is defaulted to the highest calendar year found for a Process Payroll record. The Start New Payroll Process must be performed prior to adding a record here or the Add buttons are disabled. Select the button to add the information needed to begin processing a new payroll. The Pay Group, Pay Date, and Pay of the Month default based on the information found in the Start New Payroll Parameters. If lump Sum Pay information is found for that record, Lump Sum information is also added automatically. Verify the Pay of the Month and Payment Type information needed to process Deductions and include Payment Types appropriately for the payroll calculations. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 11

14 TAX TABLE: This will be defaulted based on information in the Parameters screen. Only update when needed to use a different Federal Tax table for the selected Pay Date. TAKE LST/OPT: This will be selected by default when Municipalities are found with LST withholding information for your Work Locations because LST is to be withheld each payroll. DIRECT DEPOSIT: This will be selected by default when Direct Deposit information is found in your Payroll Bank Account. STARTING CHECK NUMBER: This will be defaulted to the next available check number for the payroll Bank Account. STARTING DD NUMBER: This is defaulted and not editable but shows the next available direct deposit number for the payroll Bank Account. CHECK MESSAGE: This is the message that will print on all staff s Check and Direct Deposit Stubs. ABSENCE BALANCE AS OF: Update this field with a date that reflects the date that balance information is accurate and can be included on the staff s pay check information. LUMP SUM PAY: when selected complete the Lump Sum Pays tab for this payroll. POST TO HISTORY: After the payroll processing reports have been reviewed and all errors or exceptions addressed as needed, select the post to History button that will be available after processing has been completed. Do not post to history prior to verification as there is no restore option. POST TO FA: This button is available after the Payroll has been posted to history and is used to record the expenses and the accounts payable items that are designated for payment and performs double entry for all transactions included in the process. Step 14. Verify the Process Payroll Parameters Review all of the information that was defaulted and update anything as needed. This is the information that will be used to assign check and direct deposit numbers and calculate federal tax. If Lump Sum information is included it determines how many times to include a payment into payroll processing. Deductions are determined by the pay of the month and when lump sum pay is true those payments additionally are designated with deduction information for the lump sum additional payments. Step 15. Process the Payroll The button is available on Pay Date records that are in the future and have not been posted to Pay History. Once a payroll has been processed and posted to Pay History it cannot be processed again and there is no restore option. A restore option is not needed since reports are available immediately after processing to verify the results and check for exceptions. If something happens that a check is destroyed during printing and would need to be printed on a new check #, there is a void/reissue button that is available up to the date of the payroll to allow for checks to be renumbered or the pay date to be corrected. Updating the Pay Date should not be needed if using the Pay Period Calendar. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 12

15 Step 16. Verifying the Payroll After the payroll is processed, report links appear on the right side of the screen by the button. Select the reports to review your information and verify totals. The Exceptions report displays automatically. The Processing Reports provide you with run options. To view them all, select the Select All checkbox, or check the box to the right of the report(s) you want to review. Sort and display options are available to the right of the selected reports with default values that can be updated. Step 17. Addressing issues found in processing the payroll When exceptions are identified or totals are not as expected Staff Payroll records and Payroll Entry records can be updated as needed and then the payroll can be reprocessed. A restore option is not needed or provided. Reprocess the payroll and rerun the reports until the expected results are reported. You may continue to review the Payroll Entry reports and the Initial Payroll Report as well as the processing report options available in the Process Payroll Parameters screen to verify prior to posting the payroll to History. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 13

16 Step 18. Committing the payroll to Pay History After reviewing and verifying the information available in the reports stated above, the payroll is ready for the Post to History process. This moves the calculated information you have reviewed to the permanent Pay History record for each staff paid during this process. Once the information is posted to history, any changes needed are stored as part of the staff s history. You can void history records but you can t modify anything related to the net pay. When successful the date and time that the payroll was posted is displayed on the screen. Step 19. Post Processing reports After the payroll is posted to history the processing reports are removed from the screen and the Post- Processing Reports link is available. The Post-Processing Reports provide you with run options. To view them all, select the Select All checkbox, otherwise, check the box to the right of the report(s) you want to review. Sort and display options are available to the right of the selected reports with default values that can be updated. These reports can also be generated from the Standard Reports menu with the Pay Date selected. Step 20. Post to Fund Accounting Posting the Payroll to Fund Accounting is the final Payroll step. Select the button to complete the Payroll process. During this process the expense information for the Employer and the withholding amounts for the Staff are transferred to the designated accounts. All of the account information must be valid to allow the payroll to be transferred. The user posting the information must have access to the accounts being updated (this is done in their user settings). All of the payroll withholding information must have an account identified as a partial payroll will also stop the post process from occurring. When successful the date and time that the payroll was posted is displayed on the screen. Additionally as an option, payable information can be recorded on deductions and withholdings to create an AP or OD transaction. (Refer to the Payroll Directories learning Guide for more information on setting up the payables) As the payroll is being posted to Fund Accounting double entry is also ran automatically for you. When this process completes all that remains for that payroll is the payables in Fund Accounting need to be processed with wires and checks needing to be remitted to the appropriate vendor and any periodic reporting that may be required for payroll reporting. Created: 12/15/ Central Susquehanna Intermediate Unit, USA Page 14