Payroll Processing Checklist

1. Update Staff & Deductions

If necessary, make any changes or additions to staff records and/or the deduction records.

2. Enter All Casual Pays

Enter any time sheets, extra pay (casuals), stipends etc. for each employee due extra pay in this payroll:  Personnel > Staff > Staff Member > Payroll > Other Earnings

Review all electronic time sheets for this pay:  Payroll > Approve Timesheets

Enter docks to any employee records that will be docked in this pay:  Personnel > Staff > Staff Member > Payroll > Deductions

5. Review Queues

On the Payroll > Payroll > Payroll dashboard screen, complete any pending actions within each queue.

6. Review Pay Details  

On the Payroll > Payroll > Payroll dashboard screen check the following.  Note that the pay status is Not Started.

• Full - "Normal Payroll" - Process all payment due all staff members.
• Base and Casual Pensionable - Exclude "Casual" other earnings.
• Casual and Casual Pensionable - Exclude base contractual earnings; include only casual other earnings, whether or not they are pensionable.

7. Check for Exceptions
   First, click the Review Salary Balances button.  You can also run the Salary Balance Analysis report in the reports section of this screen.  Correct any salary balance errors.

Next, run the Salary Balance Report and sort the report by Contractual Salary.  Make sure everyone who has a contractual salary has the proper salary balance and pays left.  Make sure anyone who does not have a salary balance and pays left really should not have them.   If they should have them, figure out why they aren’t populated.

The next step in running a payroll is to check for exceptions.  Click the Check for Staff Exceptions button to begin the pay.  After the pay is built, the screen will show as follows and the status will be Validate Staff. 

8. Calculate the Payroll 

To calculate the payroll, click Calculate Payroll button. The screen will display the status Payroll.

1. Analyze the payroll:
   • Review all Errors and Warnings.  Errors must be corrected.  Warnings may be bypassed if deemed unnecessary for this payroll.
   • Review all reports for this payroll.  There is a button on the Payroll Tasks notecard that allows you to Run all Reports at once if you choose to use it.
   • Review staff members included in this payroll:  Payroll > Payroll > Staff screen.
   • Review staff members receiving casual pay in this payroll:  Payroll > Payroll > Casuals screen.
   • Review staff members who were docked in this payroll: Payroll > Payroll > Docks screen.
   • Review staff members who received Workers Comp in this payroll: Payroll > Payroll > Works Comp screen.
   • Review the account distribution records for this payroll:  Payroll > Payroll > Account Distribution screen.
   • Compare staff members’ base salary and accounts in this payroll from the previous payroll (to determine if there are issues):  Payroll > Payroll > Compare Base Staff and Compare Budget screens.
   • If any changes are made to any employee’s record after the initial calculation is done, click the Recalculate button to apply those changes to this payroll.  NOTE:   This will NOT undo anything that was previously done.  Recalculate can be done as many times as necessary.
   • Critical - Next to the deductions total, click on the blue audit box to verify the wages have a green check mark on the Applied Wage Status line.  If there is a warning, submit a help ticket so we can help fix it.  This will NOT stop you from continuing with the payroll.  

• Generate direct deposits for this payroll:  Payroll > Payroll > Direct Deposits screen.  Or click on the Review Direct Deposit button.
  1. Reserve ACH Advisement Numbers (NOTE:  staff receiving direct deposit will not appear on this screen until you click this button)
  2. Generate and Download ACH File
  3. Send the file to the bank
  4. Mark all reserve entries as paid (after file has been accepted by the bank)
• Generate physical checks for this payroll:  Payroll > Payroll > Print Checks screen.   Or click on the Manage Printing of Checks button.
  1. Assign and Reserve Check Numbers
  2. Print Checked Checks
  3. Mark reserved checks paid (after all checks are printed and are ok)
  4. If your district uses Positive Pay, click on the Positive Pay button to generate the file you can submit to your bank
• Generate pay stubs:  Click on the Generate Pay Stubs button.
  1. Enter the date and time the stubs can be viewed in the Employee Portal
  2. Generate Pay Stubs

9. Finalize the Payroll