Payroll Process



PAYROLL PROCESSThis document describes the process for reviewing and approving each employee's hours worked for a given time period and then submitting and retrieving payroll files from ADP. These tasks are completed on a weekly basis. It is the responsibility of the Finance Manager, or designee, to prepare the payroll.Day 1 (Typically Monday or Tuesday)Make Sure that Supervisor/Manager Approves All Time Sheets.Supervisors/Managers must approve all time sheets by 11am each Monday, unless otherwise noted.Log into the ADP Portal using the appropriate Admin user ID/password.Click on PEOPLETIME & ATTENDANCETIMECARD EXCEPTIONS.Be sure the Current Pay Period is selected.If there are still exceptions listed, click on the red hyperlink (listed at the bottom of the page (!)) for that exception and make note of the employees listed. Go through each hyperlink until you have a complete list of all employees with exceptions. Contact the appropriate Manager/Assistant Manager/Supervisor and request that he/she clear all plete step (4) until all exceptions are cleared.Monthly: At the beginning of each month, Counseling will submit their monthly incentive bonuses for the prior month. If you do not receive this by the second week of the new month, email them for a status.Quarterly: At the beginning of each quarter, Client Services will submit their quarterly incentive bonuses for the prior quarter. If you do not receive this by the second week of the new quarter, email them for a status.Confirm That No Employees Have Gone Into the Negative With PTO or Vacation Time.Click on REPORTSSTANDARD REPORTSTIME & ATTENDANCE.Click the circle icon to the left of the report called “Timecard Report,” select Run.Under Filters select Pay Code. Select “+”to add criteria and select Sick and Vacation and then Submit. Next click on Add Filter and Run the report at the bottom of the page. You will then be redirected to the Output tab under reports while the system is generating the report. When the status is “completed” select the circle icon to the left of the report called “Timecard Report” and select View as PDF. Next, click on REPORTSSTANDARD REPORTSPERSONAL & EMPLOYMENT. Click the circle icon to the left of the report called “Allowed/Taken,” select Run.Under Selection Options, select QR7 – American Consumer Co and move that over to the Selected box. Then select (in the third section) QR7 – V – PTO & QR7 – V - Vacation and move that over to the Selected box. Under Sorting Options, select Name from the dropdown menu beside “2” under Sort Order. Click the Run as PDF button.When the status is “completed” select the circle icon to the left of the report called “Allowed/Taken” and select View as PDF. When you receive the File Download window, click the “Open” button. Match the employee’s “subtotal hours” in the “Timecard Report” against the “balance amount” in the “Allowed/Taken” report to double check that no employee has gone into the negative for their Sick/Vacation PTO unknowingly. If this situation occurs notify the HR Manager.If the HR Manager does not have an “Advanced Vacation” form for an employee that has gone into the negative you will need to go to the employee’s individual timecard under PEOPLETIME & ATTENDANCEINDIVIDUAL TIMECARD and change their “Sick” or “Vacation” time to Unpaid. Close the reports. Run the Late Pay Differential Process.Login to TimeBank online: the “Processing” tab click on “1. Import Link Auto,” the click on “Process ImportLinkAuto.”Once it has finished processing you will receive a successfully completed message; logout. In ADP, click on PEOPLETIME & ATTENDANCETIMECARD EXCEPTIONS.Be sure the current pay period is selected.You should see the exception column called “Supplemental Earnings Supervisor Approval Required.” Click on the blue (number) hyperlink for this exception, listed on bottom toolbar.Review the list of employees to be sure that only counselors are listed (department 005). One person should never show up more than four times (Credit Counselors typically work M-Th).Click on the Approve checkbox in the second column and this will populate the column of checkmarks.At the bottom of the screen, click on SAVE.You may have to repeat steps (7) through (9) if the list is longer than one page.Save the “Supplemental Earnings Supervisor Approval Required” report on the finance drive.End of Period Time & Attendance Process.Click on REPORTSSTANDARD REPORTSALL REPORTS.Click the circle icon to the left of the report called “Payroll Detail Report with Supplemental Earnings” and select Run Now and View As PDF.Search for all codes that are not PTO or Vacation. Double check that all Unpaid time is given to non-salaried employees. To search for unusual hours (ie. jury duty, bereavement, offsite)—click Ctrl F to search in the PDF document for these words. Review this report to see if anything looks incorrect.Print the final page of the report with the Earning Code totals and close this report.Prepare Payroll File.Click on PROCESSPAYROLLPAYROLL CYCLE.Click on Add Paydata Batch and click Add to Cycle.Then lock the weekly paydata and click Continue to create batch. Next to “Description:”, type “WE [mm-dd-yyyy]” where [mm-dd-yyyy] is the month, day (Saturday), and year of the appropriate week ending date for the payroll being run.Click Start.When batch is complete and given the option to view the log file, click close. Click on “90” under Batch ID to enter the paydata table. Verify the Paydata Batch Totals to the final page of the “Payroll Detail Report with Supplemental Earnings” that was previously printed. Keep in mind that on the printed payroll detail report that you will need to add together Regular Hours, REGSH2, and REGSH3 to get the total regular hours and that you will need to add together Overtime Hours, OTSH2, and OTSH3 to get the total overtime hours. You will also need to add Vacation and Sick time together (do not include Unpaid time).NOTE: The totals may be off by a couple tenth of an hour. That is OK because of a rounding difference from Time & Attendance to Payroll.If the totals agree, click on the DONE button at the bottom of the screen.If the totals do not agree, look into why and make the necessary adjustments. Once the totals are in agreement, click on the DONE button at the bottom of the screen.If applicable, enter any edits or extra checks that are necessary. Check the “Comments” of the current Payroll Summary and make adjustments to the Paydata batch or manual checks as necessary.Double check the Batch totals agree with the adjustments that were made.Prepare Payroll Register Spreadsheet File for the CEO and/or Finance Manager to Approve.Click on REPORTSCUSTOM REPORTSALL REPORTS.Click on the circle icon to the left of the report called “Report for Steve to Approve Payroll/ACCC Payroll Summary” and select Run.Click the RUN button at the bottom of the page.On the “Output” tab, once the status for this report is “Completed”, click on the Excel icon under the Output Format column.Save this file as “[mm-dd-yy] Payroll-1.xls” where [mm-dd-yy] is the month, day, and year of the appropriate week ending date for the payroll being run.Close this window.Close the ADP Reporting Window.Log off and close the ADP Portal.Format the Payroll Register Spreadsheet File for the CEO and/or Finance Manager to Approve.Open the “[mm-dd-yy] Payroll-1.xls” file that you just created in Microsoft Excel.On the top Ribbon under “View”, select Remove Split.Sort the payroll file by the Rate Type Code column.Delete all rows with a Rate Type Code of “S”.Open the file called “Salary for Payroll.xls” that is maintained by the Finance Department. This file contains a list of all salaried employees at ACCC.Copy all the data, with the exception of the heading row, from the “Salary for Payroll.xls” file and paste it to the bottom of the payroll file.Delete any “0” in the Overtime column.Close the “Salary for Payroll.xls” file.Sort the payroll file by the “Home Department” then by “Employee Name” columns.If you receive a sort warning window regarding the “Home Department” column, select “sort anything that looks like a number, as a number” and click the “OK” button.Delete the “Home Department” and “Rate Type Code” columns from the payroll file.Delete row 1 from the payroll file.Insert a blank column before column A.Number the employees in column A.Open the payroll summary file (Excel file which notes terminations, special notes, etc.) that was used to track changes for the payroll that you are currently putting together. The file will be called “[mm-dd-yy] Payroll.xls” where [mm-dd-yy] is the month, day, and year of the appropriate week ending date for the payroll being run.Copy rows (1) through (5) from the “[mm-dd-yy] Payroll.xls” file and insert them at the top of the “[mm-dd-yy] Payroll-1.xls” file.Copy and paste the format from the “[mm-dd-yy] Payroll.xls” file to the “[mm-dd-yy] Payroll-1.xls” file.Add any notes from the “[mm-dd-yy] Payroll.xls” file to the “[mm-dd-yy] Payroll-1.xls” file.Close the “[mm-dd-yy] Payroll.xls” file.Add a Total row at the bottom of the “[mm-dd-yy] Payroll-1.xls” file.Summarize the Regular, Overtime, and Total columns.Check these totals against the last page of the Payroll Detail Report that you printed. (Keep in mind any adjustments that were made.)Highlight any employees with total overtime hours between 1.25 hours and 5 hours in blue. Highlight any employees with 5 hours of overtime or more in yellow.Save the “[mm-dd-yy] Payroll-1.xls” file.Go back to the Finance Drive and delete the “[mm-dd-yy] Payroll.xls” file and rename the “[mm-dd-yy] Payroll-1.xls” file as “[mm-dd-yy] Payroll.xls”. Create a Payroll Summary File to Track Changes to the Current Week That Will Be Used For Processing Payroll Next Week.Do a file save-as on the “[mm-dd-yy] Payroll.xls” file and save it as “[mm1-dd1-yy1] Payroll.xls” where [mm1-dd1-yy1] is the month, day, and year of the appropriate week ending date for the next payroll to be run.Change the dates in the file to the appropriate week ending date.Remove all highlighting that appears below row (5).Clear out the information in the Regular, Overtime, Total and Comments columns.Save and close the “[mm1-dd1-yy1] Payroll.xls” file.Day 2 (Typically Wednesday)Process Payroll Through ADP Portal.Verify there are enough funds in the Operating I account to cover payroll.Once you receive the CEO and/or Finance Manager’s approval to process payroll, log into the ADP Portal using admin login/password. Click on PROCESSPAYROLLPAYROLL CYCLE. On the right hand side of the screen select Payroll Preview under Cycle Status.Make sure the pay cycle details are correct and select the Continue button.Under Download Reports on the right tool bar, click on the Select All and Download hyperlinks. Review the Payroll Register for any changes made according to the Comments of the Payroll Summary. For example, bonus earnings or expense reimbursements.Print the Statistical Summary Report.Review the “Detailed Results” and “Employee Summary” reports for errors. If there are errors, correct them in ADP prior to proceeding to the next step.If no reports contain any errors and the results are what were expected, click on the Accept button. When it asks you to confirm this step click on OK. Log off and close the ADP Portal.Day 3 (Typically Thursday)Retrieve Payroll File From ADP.ADP will process the payroll file overnight. During that time, the payroll system will be locked and no changes can be made.Ensure the payroll package is out for delivery. The Finance Manager can provide this information.If the payroll package has not been received by 2PM on Thursday, contact ADP for a status on delivery.In PayrollClick on PROCESSPAYROLLPAYROLL CYCLE.On the right-hand side of the screen select Start New Cycle under Cycle Status.On the Start New Cycle page, you should see a section containing an ending cycle and a starting cycle. Make sure the ending cycle date information is for the payroll that was just run and that the starting cycle date information is for the next payroll you intend to run.Click the Continue button.Load files for the Cumulative Information.Click on PROCESSUTILITIESLOAD FILES FROM ADP.Select the company file (QR7) but clicking on the check box to the left.Click Start.The file will process and you can exit the page.Save the Payroll Processing Reports to the Finance Drive.Click on REPORTSADDITIONAL REPORTINGPR & QTLY TAX REPORTS.Click on the Payroll Processing hyperlink for the appropriate week.Select all of the reports listed in the Report Set (generally 15 reports), Download.Save the downloaded reports on the Finance Drive.Submit 401(k) Payroll Information to Vanguard via the Vanguard Sponsor Website.Click on REPORTSCUSTOM REPORTSALL REPORTS.Click on the radio button to the right of the report called “401K Data Report for Vanguard/Ascensus File.” Click on Run.Under Runtime Settings, select the blue hyperlink called “Select or Add Values” beside Pay Date.Put a checkmark to the left of the CHECK DATE for the payroll just run and uncheck all other dates. Click on SAVE.Click the Run button of that bottom right.On the “Output” tab, once the status for this report is “Completed,” click on the XLSX icon under the Output Format column for the last report run.Copy and paste the data (NO TOTALS) into the “Pay data-Loan File Template as of 01-31-2018.xls” and make sure there are no totals pasted over into this template (the spreadsheet already totals the columns above).Add the pay date in the indicated field at the top of the document.Save as “Pay Date mm-dd-yyyy Contribution File.xls” (where the date is the pay date) on datagate$ (\\acccfn).Login to the Vanguard sponsor site.Select Upload File under PROCESS PAYROLL.Select Contribution File and Next.Make sure the current payroll date is selected.Enter the following information from the .xls spreadsheet you created:Employee 401(K)Loan Payment (Cell S3)Employer MatchTotal Compensation (Pay Period)=Total Hours (Plan Year to Date); this is not year to date, just that week’s payroll.Leave the remaining fields blank and attach the document saved in step 9.SubmitWhen you receive the successful submission message log off.The ARF Notification (Automated Funding Request) will be emailed to you within 15 minutes. If you do not receive this message contact Vanguard. Provide Client Services and Credit Counseling Departments With Payroll Summary For Their Departments.Click on REPORTSCUSTOM REPORTSALL REPORTS.Click on the radio button to the left of the report called “Hours by Dept Rpt for Counseling & Client Services/Hours by Department”.Click the “Run Report” button at the bottom of the page.Under Runtime Settings, select the blue hyperlink called “Select or Add Values” beside Pay Date.Put a checkmark to the left of the check date for the payroll just run and uncheck all other datesClick the “Ok” button at the bottom of the pop-up window.Select the blue hyperlink called “Show list of values…” beside Department.Put a checkmark to the left of ‘000006 – Disbursements,’ ‘000002 – Client Services’ and ‘000015 – Recounseling’ and, ‘000005 – Credit Counseling’.Click the “Ok” button at the bottom of the pop-up window.Click the “Run Report” button of that bottom left.On the “View” tab, once the status for this report is “Completed”, click on the Excel icon under the Output Format column.Click on File.Click on Save As…Navigate to the directory payroll summaries are saved.Next to the File Name box, type “[mm-dd-yy] Payroll for Client Services.xls” where [mm-dd-yy] is the month, day, and year of the appropriate week ending date for the payroll that just finished running.Click on the “Save” button.Click on File.Click on Save As…Next to the File Name box, type “[mm-dd-yy] Payroll for Credit Counseling.xls” where [mm-dd-yy] is the month, day, and year of the appropriate week ending date for the payroll that just finished running.Click on the “Save” button.Close this window.Close the ADP Reporting window.Close the ADP Portal.Open Microsoft Excel.Navigate to the location where “[mm-dd-yy] Payroll for Client Services.xls” was just saved, highlight the file and click the “Open” button.Delete any rows where the “Dept” column is populated with ‘000005’.Resort the file by Dept and then by Name.Change the Department Description at the top of the report.Save the spreadsheet.Close this spreadsheet.Navigate to the location where “[mm-dd-yy] Payroll for Credit Counseling.xls” was just saved, highlight the file and click the “Open” button.Delete any rows where the “Dept” column is populated with ‘000002’, “000006’, and ‘000015’.Change the Department Description at the top of the report.Save the spreadsheet.Close Microsoft Excel.Launch Microsoft Office Outlook, if it is not already launched.Email “[mm-dd-yy] Payroll for Client Services.xls” where [mm-dd-yy] is the month, day, and year of the appropriate week ending date for the payroll that just finished running to the Client Services Manager.Email “[mm-dd-yy] Payroll for Credit Counseling.xls” where [mm-dd-yy] is the month, day, and year of the appropriate week ending date for the payroll that just finished running to the Counseling Manager.Run the General Ledger Interface File & Import into QuickBooksClick on REPORTSADDITIONAL REPORTINGG/L INTERFACE.Click on “Create G/L File” under the “Process” dropdown.The G/L File name is the MM-DD-YYYY of the pay date for the Payroll being processed. The CoA map is Map1.Click on “Search for Payrolls” > Submit > Check off the box for the most recent period payroll with the appropriate Pay Date and click on “Create G/L File”.Hit “Refresh” until you are able to download the file and save it to the FNDept drive in the GLInfoLink folder.Close the G/L Interface pageImport the file into the AmericanConsumerCreditCounseling QuickBooks file. ................
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