Payroll Process Overview

This is a high level overview of how to process your payroll. Some steps may not apply to your process depending on your individual setup.

1. Move to History

Moving the previous pay period's payroll data to History is necessary before starting the current period. When everything is completed for the previous payroll period, move the information to History.

1. Wait until close to the current payroll period before moving checks to history, in case errors need to be fixed.
2. Go to "Pay Checks" and click OK on the payroll period box.
3. Click "Move Checks to History" and click OK to confirm.
4. Wait for "Move Complete" and click OK.

2. Edit Employee History (if needed)

Fix any incorrect payroll data from previous pay periods.

Occasionally prior period payroll records may need to be adjusted for accurate year-to-date totals and reporting. Editing the payroll history allows you to correct past mistakes.

1. Go to "History" and select the employee's name.
2. Select the desired tab ("Check Amts", "Pay", "Deductions", or "Benefits").
3. Use pg up/down to select the pay date to modify.
4. Click "Edit", make changes, then click "Save".

3. Enter Sick, Personal, Vacation, and Comp Leave

Entering sick, vacation, personal, and comp time ensures employee leave is updated and accurate. This step requires inputting information from employee timesheets.

1. Collect timesheets with leave and substitute teacher info.
2. Go to "Leave" -> "Post".
3. Select the leave type from the dropdown ("Sick Leave", "Personal Leave", etc.).
4. Enter the days/hours used and click "Save" for each employee.
5. Make sure to use "Post", not "Edit".
6. To add hours/days, highlight the "add" button each time.

4. Create Payroll Checks

Creating payroll checks is the core payroll processing step. Salaried employees are paid their standard amount, while hourly employees are paid based on timesheets.

1. Go to "Pay Checks" and enter the pay date.
2. Click "Auto Pay" -> "Salaried" to create salaried employee checks.
3. For hourly employees:
   • Select employee and click "Start Pay Mode"
   • Enter pay data and click "Save"
   • Use arrow keys to move between employees
4. Click "End Pay Mode" when done editing checks.

5. Verify Data

Verifying payroll data reports allows you to catch any errors in pay rates, hours worked, deductions, etc. prior to finalizing payroll. This prevents having to void and reissue checks.

1. Go to "Pay Checks" -> "Print" -> "Reports/Checks".
2. Select "Check List" and click "Print List" to review.
3. Go to "Reports" -> "Deductions" and check "Include Pay Checks not Printed" to compare to last period.
4. Go to "Reports" -> "Benefits" and print to check insurance amounts match last period.

6. Print Checks/Direct Deposit Notices

After verifying payroll data, physical pay checks or direct deposit pay stubs need to be generated for disbursement to employees.

1. For printed checks:
   • Go to "Pay Checks" -> "Print" -> "Reports/Checks"
   • Select "Pay Checks" and click "Print Pay Cks"
2. For direct deposit:
   • Select "Direct-Dpst Notices" and click "Print DD Notice"
   • Print name/address on back if needed
3. Print deduction checks:
   • Select "Deduction Checks" and click "Print Ded Cks"

7. Process Direct Deposit Transfer

For employees paid via direct deposit, a file needs to be securely transmitted to your financial institution containing their payment information.

1. Go to "Pay Checks" -> "Print" -> "Reports/Checks"
2. Select "Bld Drct-Dpst Transmittal" and click "Build Transmittal"
3. Review/rename the Transmit.dat file if needed
4. Transmit file to bank 2 days before pay date

8. Print Reports

Printing the payroll totals and department reports provides a permanent record of the payroll run that can be referenced later if needed.

1. Print Payroll Totals:
   • Go to "Pay Checks" and OK the pay date
   • Select "Print" -> "Reports/Checks"
   • Select "Check Totals" and click "Print Totals"
2. Print Location Department Report:
   • Go to Reports -> "Gross Pay by Loc/Pay Code"
   • Check "Print Location Totals"
   • Click "Print"

9. PERSI/Retirement

Retirement contributions need to be reported and paid regularly per plan requirements. This step generates the report file and initiates payment.

1. Go to "Retirement" -> "Print" -> "Report" and click "Print"
2. Review report, then go to "Retirement" -> "Build Transmittal"
3. Enter any PERSI credits in comments and click "Build"
4. Encrypt/email transmittal file to PERSI
5. After getting OK from PERSI, submit electronic payment

10. Auto Transfer

Automatically transfer payroll data to accounting/budgeting system.

Exporting the payroll journal entries to the main accounting system is necessary to keep payroll expenses updated across the organization.

1. Go to "Auto-transfer" and click "Transfer" with default boxes checked
2. Review printed transfer report

11. Print Quarterly Reports (optional)

Generate required payroll tax report filings.

Quarterly reporting is needed for compliance with state and federal payroll tax laws. These reports summarize payroll data for tax filing.

1. Go to Reports -> Quarterly
2. Select quarter and report type (941a, Unemployment, etc)
3. Click "Print"