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| Q: Payroll Procedures |
A: The following is an abbreviated list of procedures for completing the payroll process. There may be some unusual situations requiring a variation from this routine; normally the procedure is defined as follows:
1. From the Payroll Processing Menu, select Set Payroll Dates. Enter the appropriate dates for the Current Check Date and Pay Period Ending Date. You may choose to 'Copy Earnings Records' from a prior payroll run number and/or a single employee type. If you do not wish to use timelog records from a prior payroll run, you will be required to enter the earnings information for each employee for the current period.
2. From the Payroll Processing Menu, select Timelog Regular Earnings Entry. The first employee will appear and you will be allowed to 'scroll' through your employees and enter the appropriate hours information. The order in which employees will appear on this screen is determined by the system indicator PR_ENTRY_BY_NAME. If this indicator is set to 'N' (No), employees will scroll by employee number, if set to 'Y' (Yes), they will scroll by last name.
3. When you have all the timelog records entered, you will run the Transaction Edit List to verify the hours and earnings information is correct. If there are errors, return to Timelog Regular Earnings Entry, correct the error(s), then run the edit list again. You may also use the Delete Timelog Records (from the Payroll Utilities menu) to delete the record(s) and re-enter earnings information.
4. When all records are correct, select Calculate Payroll Withholdings from the Payroll Processing Menu. Enter the appropriate options and output to the screen. It is not necessary to print this routine, as the display will only show the number of records that were calculated.
5. From the Payroll Processing Menu, select Payroll Register. The Payroll Register report will print out check information for verification before actually printing the checks. If you need to edit records, you may do so at Timelog Regular Earnings Entry; the Calculate Payroll Withholding will need to be run again after editing any timelog records.
6. When the Payroll Register is correct, run the Payroll Posting Proof to verify there will be no AUTOPOST errors during the posting routine. Running the Proof at this time is REQUIRED in the new payroll system.
7. After you have verified that the posting will complete successfully, select Print Payroll Checks/Stubs. If you have employees that have their earnings direct deposited, you are required to run this option twice, once for the actual check, and again for the deposit stub.
NOTE: If the value of the Direct Deposit field on the Employee Master record is set to 'Y' for ANY of your employees, you will have to 'print' deposit stubs before you can post the payroll. This is true even if those employees are not being paid on this payroll.
8. The last option on the Payroll Processing Menu will allow you to print the Payroll Check Register.
9. After the Payroll Check Register has been printed, you must return to the Payroll Posting/Proof and select to actually post your payroll to the General Ledger.
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