Payroll Checklists 02/01/2017

Transcription

1 Payrll Checklists 02/01/2017

2

3 Table f Cntents Prcessing Payrll... 1 Viding a Payrll Check r Depsit Advice... 6 Vid/Replace a Payrll Check r Depsit Advice... 7 Adding a Manual Check... 8 Perfrming Payrll Quarterly Prcedures... 9 Perfrming Payrll Fiscal Year-End Prcedures (June) Perfrming Payrll Calendar Year-End Prcedures (December) Perfrming Frm 100R Prcedures... 14

4

5 Prcessing Payrll Allws yu t enter emplyee infrmatin, print checks and/r depsit advices, prcess direct depsit, and print the prper reprts. Maintenance Emplyee Add r change emplyee infrmatin. Prcess Nte: When adding new salary accunts, remember t als add/link them t OASDI and Medicare accunts and Retirement accunts in the Accunting Mdule Preparatin Enter Prmpts [If Applicable] Imprt Attendance / Substitutes [If Applicable] Create Earnings Create Time Clck Earnings. Select this ptin t imprt frm time clck. Select the KTime Time and Attendance File Click n Imprt File(s) Click n Create Earnings nce the imprt is cmplete The fllwing reprts will print at this time: Time Clck Earnings Wrk Detail Frm Time Clck Time Clck Emplyees Outside f Variance Attendance Update Frm Time Clck [Optinal] Print Exceptins Verify infrmatin imprted crrectly frm time clck. Enter Exceptins [Optinal] Exceptin Quick Entry [Optinal] Enter Attendance Create Earnings. Select applicable ptins. Create Substitute Earnings. This ptin may be selected multiple times withut duplicatin. Create Additinal Earnings. Cntinue t next page. 1

6 [Optinal] Print Exceptins Calculate Payrll Select this ptin t calculate payrll then Preview Trial Jurnal. Nte: Review the Trial Jurnal. If the Trial Jurnal is incrrect, make any necessary changes, and recalculate the payrll and reprint the Trial Jurnal. Yu may select t print the Trial Jurnal fr an Individual emplyee. Reprts Nte: Verify the fllwing reprts are crrect fr the payrll. Deductins/Withhldings Benefits Distributins Direct Depsit Preview Reprt Detail Attendance [Optinal] Print Emp Days Substituted Print Attendance Reprt Print Substitute Reprt Print Sub Check Inserts. If using paperless Inserts, select this ptin t create the file t be upladed t Dculivery. Print Checks Print Advices If using paperless (electrnic) stubs, this ptin creates the file t be upladed t Dculivery. This file can be saved t a specified lcatin. Create ACH File Nte: The Depsit Advice frms must be printed befre creating the Direct Depsit ACH file. This ptin creates the ACH file t be submitted t the bank. This file may be saved t a specified lcatin. Preview Reprt. Verify direct depsit infrmatin is crrect. Submit the Direct Depsit File t the bank. [If Applicable] Submit the paperless electrnic stub file t Dculivery. Cntinue t next page. 2

7 Reprts Print Check Register [Optinal] Deductin Transmittal Reprt [Optinal] Print FICA Grss Reprt Fund [Optinal] Print Payrll Vucher Register ERM Wage & Cntributin Prcess Create ERM Wrk File Can create fr TRF and/r PERF at the same time r select t create each separately. Cmplete prmpts apprpriately fr TRF and PERF. Verify FSP funds and Vluntary Retirement deductin cdes are crrect. ERM Wrk File Reprt Print fr TRF and PERF at the same time r separately. ERM Wrk File Maintenance Make necessary changes. Reprint the ERM Wrk File Reprt fr TRF and/r PERF. Create ERM Transmittal File Select t create fr TRF and PERF separately. This ptin creates the files t be submitted fr TRF and PERF. The file name is based n the TRF and PERF Submissin Unit N. If the Submissin Unit N is entered as , then the file created is txt. This file may be saved t any lcatin yu select. Submit the TRF and PERF files t ERM. Cntinue t next page. 3

8 Create Vuchers [Optinal] Nte: Vuchers may be created at this time r After Cmpleting Payrll. Select any f the fllwing ptins t autmatically create vuchers in accunts payable. Vuchers may be created multiple times. Each time the vucher is created, if the same Due Date is used, the previus vucher is autmatically deleted frm Vucher Maintenance in Accunts Payable. Federal Withhlding and FICA Matching This ptin creates the vucher fr the Emplyees Withhlding amunts fr Federal and FICA taxes and the Emplyer s prtin f FICA in Vucher Maintenance in the Accunting mdule. The Emplyer Matching FICA Reprt prints with the infrmatin updated t vucher maintenance. Retirement This ptin creates the vuchers fr PERF and/r TRF fr the emplyee and emplyer s prtin f retirement. If any Vluntary Retirement is withheld, this will need t be manually added t the vucher in Vucher Maintenance. The Emplyer Share f Retirement Reprt prints with the infrmatin updated t vucher maintenance. Nte: REVIEW the Emplyer Share f Retirement Reprt and VERIFY the ttals with the (ERM) TRF Reprt and the (ERM) PERF Reprt. Emplyee Paid Deductin This ptin creates the vuchers fr the emplyee s withhlding prtin f vluntary deductins. This ptin may be used fr Standard Checks, EFTs, and ACH payments made t vendrs fr the emplyee s withhlding amunts. A reprt will print listing the infrmatin updated t vucher maintenance. State Withhlding This ptin creates the vucher fr the emplyees withhlding fr State and Lcal taxes. The vucher amunt is fr the state and cunty taxes fr a specific check date. A reprt will print listing the infrmatin updated t vucher maintenance. Nte: T Cmplete the Vucher Prcess and t print/pst vendr checks, fllw the Prcessing Vuchers checklist. This may be cmpleted at this time r after Cmplete Payrll has been selected. 4

9 Sftware Administratin Functins Back Up Database On Demand. Cmplete a back up at this time. Nte: Label the backup All Files, After Payrll Update, Mnth, Year/Tday s Date. Cmplete Payrll This ptin will Cmplete (Pst/Updated) the Payrll. A reprt will print indicating what has been updated t Accunting fr deductins, withhldings, and wages. This ptin updates payrll ttals t the Payrll Earnings/Withhldings, Check Histry, Accunting Expenditure accunts fr wages and withhldings. N ther psting ptin is necessary. Reprts Emplyee Trial Balance. Verify the previus trial balance plus the current check register equals the current trial balance. This cmpletes yur payrll prcessing. 5

10 Viding a Payrll Check r Depsit Advice Allws yu t vid a Payrll Check/Depsit Advice that has been Cmpleted in payrll. This will vid the check r advice in payrll, accunting and bank files. Nte: Use this checklist t nly vid CURRENT YEAR checks. Nte: The check r depsit advice must be utstanding in the bank transactins in rder t vid. Maintenance Emplyee Select an apprpriate emplyee Click Check Histry tab Click View Detail next t the check r advice that is t be vided. Click Vid Enter a Vid Date The vid date shuld be in the current mnth in which yu are wrking. Enter Vid Reasn Click Vid Nte: The check will be vided thrughut the system. It will be vided in Accunting, Bank, and the Payrll emplyee file and histry file. 6

11 Vid/Replace a Payrll Check r Depsit Advice Allws yu t vid a Payrll Check/Depsit Advice that has been Cmpleted in payrll and print a new replacement check. This will vid the check r advice and update the new check in payrll, accunting and bank files. Nte: This ptin may be selected t vid/replace a depsit advice with a payrll check. Nte: The check r depsit advice must be utstanding in the bank transactins in rder t vid/replace. Maintenance Emplyee Select apprpriate emplyee Click Check Histry tab Click View Detail next t the check r advice that is t be vided/replaced. Click Vid Replace Enter the fllwing fields: Vid Date. The vid date shuld be in the current mnth in which yu are wrking. Vid Reasn New Pay Check Date The date f the replacement check. Use Same Check Number Check this bx if the replacement check shuld be printed with the same riginal check number. Leave this bx unchecked if assigning a new check number. Cnfirm Passwrd Click Vid & Print Replacement Check A new check will print at this time. Nte: The check will be vided thrughut the system. It will be vided in Accunting, Bank, and the Payrll emplyee file and histry file. The Replacement check will be updated in Accunting, Payrll, and Bank. 7

12 Adding a Manual Check Allws yu t enter, print, and update a manual payrll check. The Manual check will be updated in Accunting, Payrll, and Bank files. Check Crrectins Manual Check Entry Click Cancel / Add New Enter Check Date the date t be printed n the check. Emplyee Enter Manual Check Reference Enter additinal applicable fields. Click Update Changes. Click Earnings tab t add pay amunt. Nte: The Nrmal earnings will autmatically pull n this screen. This amunt may be changed r a new line f earnings may be added and the Nrmal earnings can then be deleted. Nte: If changing this amunt, and the amunt is cnnected t a cntract r salary, yu may r may nt want the amunt t be updated t the Cntract / Salary amunt. Answer prmpt accrdingly. [If Applicable] Select any additinal tabs t enter verride amunts fr the manual check. The system will autmatically calculate taxes n the manual check. Yu may verride the taxes by selecting the apprpriate tab. Click Preview t display the manual check calculatin ttals. If changes need t be made, click Cancel and make necessary crrectins. Click Print/Pst t print the payrll check. The check will be psted t payrll, accunting, and bank files at this time. 8

13 Perfrming Payrll Quarterly Prcedures Allws yu t print reprts and prcess fr the end f the quarter. Yu als create yur unemplyment file. Nte: All payrlls fr the quarter shuld be psted befre beginning this checklist. Nte: Be sure t prf and balance each reprt befre yu cntinue t the next step. Perid End Quarterly Prcedures Emplyee Trial Balance Print fr the quarter and verify ttals are crrect. Emplyee Histry Print fr the quarter and year t verify ttals t the Trial Balance reprt. Emplyer s 941 Reprt Prints a wrksheet t cmplete quarterly federal tax return. [Optinal] Distributin Histry Reprt Infrmatin pulls frm payrll histry. Unemplyment Reprting Nte: The Unemplyment prcess will create the Electrnic file t be submitted t the Unemplyment ffice. Create Unemplyment Wrk File. Unemplyment Reprt. Prints an edit reprt f the unemplyment file. The UC-1 als prints at this time. [Optinal] Maintain Unemplyment Wrk File. Make necessary changes. Reprint the Unemplyment Reprt. Create Unemplyment Transmittal File. Save & submit the unemplyment file. The file is named uiwage.txt. Sftware Administratin Functins Backup Database On Demand Nte: Label the backup - Payrll Files, - Quarter End Date and Current Date Yur Quarterly Prcedures are nw cmplete fr the end f the quarter. 9

14 Perfrming Payrll Fiscal Year-End Prcedures (June 30th) Allws yu t prcess fr the end f the fiscal year. Perid End Fiscal Year End Prcedures [Optinal] Emplyee Retirement Histry - Fiscal Sftware Administratin Functins Backup Database On Demand Nte: Label the backup - All Payrll Files, Fiscal Year End Date, Current Date The Fiscal Year-End Prcedures are nw cmplete. 10

15 Perfrming Payrll Calendar Year-End Prcedures Allws yu t print the apprpriate reprts and prcess fr the end f the calendar year. Yu als create yur W-2 emplyee file, print W-2s, and create the transmittal file. Nte: The Perfrming Payrll Quarterly Prcedures must be cmpleted first befre beginning this checklist. Be sure t prf and balance each reprt befre yu cntinue t the next step. Maintenance - Descriptins Bx 14 n W2. Enter descriptins that need t print in bx 14 n the W2 if necessary. Deductin Tax Type. Verify any deductin tax type that is cnsidered a retirement plan fr W2 printing has the prmpt Qualifies As W2 Retirement Plan checked. The Annuity tax type shuld have this bx checked. Benefit. Verify benefits have been set up with the crrect bx number fr W2 printing. Deductin Verify deductins have been set up with the crrect bx number fr W2 printing. (Examples f deductins t be cded fr W2 printing: Annuities, Health Savings Accunts, Rth IRA, and 457 Def Cmp.) Sftware Administratin Functins Backup Database On Demand Nte: Label the backup Payrll Year-End, Befre W-2 Prcessing, Year/Tday s Date Perid End Calendar Year-End Prcedures W2 Bx Reprt. Print t verify deductins and benefits have been cded with the crrect bx number fr W2 printing. (Examples: Annuities, HSA s, Rth, 457 Def Cmp, Life Ins ver $50,000, etc.) Create Emplyee W-2 Recrds. This ptin must be selected in rder t print year end reprts, W-2s and create the W-2 submissin file. Emplyee W2 Cmbine Mre Than 1 Cunty. This ptin shuld be selected t crrect any emplyee wh has had cunty taxes withheld fr mre than 1 cunty during the year. 11

16 [Optinal] Maintain and Adjust W2 Emplyee Recrds. This ptin allws yu t Add, Edit r Delete infrmatin in Emplyee W2 Histry file. This ptin may be used t enter fringe benefits, third party sick pay, health care csts, health savings accunts, etc. [Optinal] Update W2 Recrds Based n Deductins/Benefits. This ptin may be used t Mass update W2 amunts based n a current deductin r benefit amunt per pay. This ptin may be used t mass update W2 Health Care Csts. [Optinal] Quick Entry Emplyee W2. This ptin allws fr entry f W2 amunts fr emplyees with a specific deductin r benefit set up in their emplyee file. W2 Maintenance Reprt. Print t verify ttals are crrect fr W2 printing. W2 Bx Reprt By Emplyees. Verify ttals fr specific bxes n the W2 are crrect fr W2 printing. Emplyee Trial Balance. Verify ttals are crrect fr W-2 printing. Emplyee Histry Listing State / Cunty Incme Tax Reprt Emplyee Grss Wages Reprt [Optinal] Emplyees Multiple States List [Optinal] Emplyee Deductins Negative Year T Date Deductin Reprt. Print t verify negative deductin amunts that may print n the W2 frm. Verify all reprts are balanced and crrect. [Hint] Befre printing W2 s n the frm, verify all infrmatin, including emplyer ID numbers, SSN, addresses, and ttals are crrect. The W2s can be printed as many times as necessary. Print Emplyee W2s Cntinue t next page. 12

17 Create Transmittal Emplyee W2 File. Save a cpy f the W2 file n an external drive and keep in a safe place. This is the file that will be submitted t the IRS. Print Transmittal Emplyee W2 File. Verify infrmatin and ttals are crrect. Nte: The due date fr submitting the W-2 file electrnically is nt January 31 st. Yu may find it beneficial t delay submitting yur federal and state W-2 file until clser t the due date. The delay allws time fr yur emplyees t receive and review their W-2 frm and ntify yu if errrs exist. Sftware Administratin Functins Backup Database On Demand Nte: Label the backup Payrll Year-End, After W-2 Prcessing, Year/Tday s Date T prcess yur Frm 100R File, use the Perfrming Frm 100R Prcedures checklist. Calendar Year-End Prcedures are nw cmplete. 13

18 Perfrming Frm 100R Prcedures Allws yu t create the 100R Wrk File and the 100R Transmittal File t exprt frm Kmputrl and imprt t Gateway. Nte: The 100R must be submitted t Gateway between January 1 and January 31 fr the previus calendar year ttals. Perid End Calendar Year-End Prcedures Indiana 100 R Create Indiana 100 R Wrk File Indiana 100 R Reprt [Optinal] Maintain Indiana 100 R Wrk File. Make necessary changes. Reprint the Indiana 100R Reprt. Create Indiana 100 R Transmittal File. This ptin creates the file that must be submitted t Gateway. The file can be saved t a specified drive. The file name is: gateway100r.csv. Submit the Frm 100R t Gateway. 14