Operational Procedures:  Payroll

DAILY

• Daily/Mileage Pay Selector-Daily Time Card Entry
• Daily/Mileage Pay Selector-Daily Time Card Report
• Daily/Mileage Pay Selector-Mileage Compensation Entry
• Daily/Mileage Pay Selector-Mileage Compensation Report
• Daily/Mileage Pay Selector-Pay Maintenance From Ticket Billing
• Daily/Mileage Pay Selector-Pay Report From Ticket Billing

WEEKLY

• Payroll Initialization
  • You may have to change the period end date, check date, Time Card Cycle and Salary Cycle.

• Time Card Entry
• Time Card/Expense Register
• Gross To Net Processing (For All Check Dates)
  • Check dates are listed on the Check Print Edit Lists.

• Check Print Edit Lists
  • This is a preliminary review of what the checks will print. At this point, changes can still be made.
  • If check dates are wrong, from the Payroll Selector select 13 (GLOBAL CHANGE SELECTOR) and then select 1 (CHANGE DATES ON PROCESSED WORK RECORDS).

• Check Print
• Check Register
• Payroll Initialization
  • You may have to change period ending date and check date.

MONTHLY

• Payroll Listing Selector-Employee Listing
• Payroll Listing Selector-401K Listing
• Payroll Listing Selector-Pension Plan Based On Hours
• Payroll Listing Selector-Weekly Ded./Pay Analysis
• Payroll Listing Selector-Monthly Ded./Pay Analysis

QUARTERLY

• Payroll Listing Selector-Unemployment Compensation Listing
• Payroll Listing Selector-Department Quarterly Listing
• Payroll Listing Selector-941 Detail Listing
• Payroll Listing Selector-941 Quarterly Tax Liability
• Payroll Listing Selector-Wisconsin Wage Report
• QTR/YEAR End Selector-QTR/YEAR End Update

YEARLY

• QTR/YEAR End Selector-Print W2's
• QTR/YEAR End Selector-QTR/YEAR End Update

AS REQUIRED

• Payroll Listing Selector-Employee Master File Change Log
• Payroll Listing Selector-Personnel Allocation Listing
• Payroll Listing Selector-Available Clock Number Listing
• Payroll Listing Selector-Employee Detailed History Listing
• Payroll Listing Selector-Selective Summary Listing
• Payroll Listing Selector-Company Summary Listing
• Payroll Listing Selector-Comparative Hours Listing
• Payroll Listing Selector-Salary Reduction List
• Manual/Reverse Payroll Check-Enter Manual/Reverse Payroll Check
• Manual/Reverse Payroll Check-Print Manual/Reverse Payroll Check Register

• Payroll System Maintenance options
• Payroll System Inquiry options
• Terminate Employee

PAYROLL PROCEDURES

1. 1. Payroll Control file (screen numbering 6.12.13) KEY = C1.
   
   Field 16 UPDATE SALARIED EMPLOYEES should always be Y.
   
   Field 17 SALARIED EMPLOYEES UPDATED should be N when beginning each payroll cycle. If the entry is Y, the previous payroll cycle has not been completed. DO NOT CHANGE THIS FIELD! Print the Payroll Check Register and update.
   
   
2. In order for salary employees to automatically update, each salaried employee in the Employee Master file (screen numbering 6.12.1) must have a PAY CYCLE CODE (Field 18) beginning with S and a dollar amount in field 19 SALARY.
   
   
3. Payroll Initialization (screen numbering 6.1) KEY = C1.
   
   Change field 6 PD END DATE to the payroll ending date using the MMDDYY format.
   
   Change field 7 CHECK DATE to the date you want printed on the checks using the MMDDYY format.
   
   Field 8 and 9, TIME CARD CYCLE: You may pay two types of hourly wages in one payroll cycle. Example: HS for Hourly Semimonthly and HW for Hourly Weekly. Enter one Pay Cycle Code in each field. If there is a Pay Cycle Code entered in one of the fields and you do not wish those employees to get a check, select that field number and press the space bar then the RETURN key so the display is blank.
   
   Field 10 and 11, SALARY CYCLE: You may pay two types of salary wages in one payroll cycle also. Example: SS for Salary Semi-monthly and SM for Salary Monthly. Enter one Pay Cycle Code in each field. If there is a Pay Cycle Code entered in one of the fields and you do not wish those employees to get a check, select that field number and press the the space bar then the RETURN key so the display is blank.
   
   
4. Time Card Entry (screen numbering 6.2): At the CLOCK NO option, press F1 to automatically bring up the next employee within the Hourly Pay Cycle Codes you entered in the Payroll Initialization file. The cursor will advance to CHK DT. Enter the Check Date or if this employee does not have hours to enter, F4 to return to CLOCK NO.
   
   
5. After all hourly time card entries have been made, print the TIME CARD REGISTER (screen numbering 6.3.2) and check accuracy before updating. The salaried employees for the Pay Cycle Codes you entered in the Payroll Initialization file should also be on this register. If you wish to change any entries and HAVE NOT updated the TIME CARD REGISTER, go back to Time Card Entry and enter the Clock Number and Check Date of the employee you wish to change. This may be a hourly or salary person. You will see all data for this employee. At the DATA CORRECT prompt, enter N to change information or D to delete information. Reprint the Time Card Register and check accuracy before updating. Salaried employees are updated on the first run of the Time Card Register only. If missed you may enter/change them manually through Time Card Entry.
   
   
6. Gross To Net Processing (screen numbering 6.4.1) RUN PAYROLL GROSS TO NET: At DO YOU WANT THE OVERRIDE OPTION (Y/N) prompt, normally you would enter N which allows the program to calculate withholding and employee deductions automatically. The screen will display UPDATING GROSS TO NET and the employee's number as processing takes place. When processing is complete, you will return to the Payroll Selector.
   If you choose to enter Y which is the override option, as data is being processed it will be displayed on the screen and you will have to answer ARE THE ABOVE FIGURES CORRECT (Y/N) for each employee that printed on the Time Card Register. Enter Y to continue to the next employee without changes. Enter N to go to the Federal Withholding field. You will be able to enter a different dollar amount or press the RETURN key for the amount to remain the same as the program calculated. You may press the RETURN key until you get to the withholding amount you want to change. After you have made your changes, you will return to the ARE THE ABOVE FIGURES CORRECT (Y/N) prompt. Enter Y to continue to the next employee. When processing is complete, you will return to the Payroll Selector. NOTE: You will be able to change only Federal, State, FICA and Local taxes.
   
   ENTER THE WEEK OF THE MONTH (1,2,3,4,5,6): The numbers in parenthesis represents the employee's 'voluntary' deductions to be taken this pay period (1 through 5 are set up in the Deduction Schedule). Entering 6 allows calculating withholding taxes without 'voluntary' deductions (i.e. bonus check etc). NOTE: Enter only one selection per check date.
   
   
7. Check Print Edit Lists (screen numbering 6.5): This listing will show you what the check information is before printing the checks. It is EXTREMELY IMPORTANT to verify the accuracy of all edit lists printed.
   
   If you find a mistake in pay, since you have already updated the Time Card Register, go to Time Card Entry, enter the Clock Number and Check Date of the employee you wish change. What is entered now will be added to or subtracted from the employee data already updated, therefore, enter only correction information. NOTE: To subtract information from the employee data, enter a minus sign in front of the number you enter. Once the corrected information has been entered, reprint the Time Card Register and check accuracy before updating. After updating the Time Card Register, you will have to do Gross To Net Processing again and print the Check Print Edit Lists again.
   
   If there is a problem with the 'voluntary' deductions for a person, go to the Deduction Schedule (screen numbering 6.12.2) for that person, make the appropriate changes then do Gross To Net Processing again and print the Check Print Edit Lists again.
   
   If you entered the wrong week of deduction during the Gross To Net Processing, just go back to Gross To Net Processing, enter the correct week and print the Check Print Edit Lists again.
   
   
8. Check Print (screen numbering 6.6): At IS THIS CORRECT? (CR OR NEW CHK NO, the Check Number from the Payroll Initialization file will display. If this Check Number is the next Check Number to be printed, press the ENTER key. If the Check Number displayed is wrong, enter the correct Check Number.
   
   At ENTER STARTING EMPLOYEE (CR=FIRST), press the ENTER key to begin printing checks with the first Time Card Entry on file. At ENTER ENDING EMPLOYEE (CR=LAST), press the ENTER key to print checks through the last Time Card Entry on file. IMPORTANT! The only time you would actually enter an Employee Clock Number in this starting and ending range is if you are reprinting checks.
   
   
9. Check Register (screen numbering 6.7): When payroll checks are printed correctly, print the Check Register and update.