Payroll Processing Operations: The 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

3.    Review Electronic Timesheets

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

4.    Enter Any Docks

        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
   The first 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. 

It is advisable to run the Salary Balance Analysis report to make sure there are no discrepancies. OR - you can also review the Salary Balance data by clicking this button:

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.
   • 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 Direct Deposit list:  Payroll > Payroll > Direct Deposit screen.
   • Review the account distribution records for this payroll:  Payroll > Payroll > Account Distribution screen.
   • Compare staff members’ base salary in this payroll from the previous payroll (to determine if there are issues):  Payroll > Payroll > Compare Base Staff screen.
   • 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 JIRA so we can help fix it.  This will NOT stop you from continuing with the payroll.  

• If you would like your employees notified by email that their pay stub is available on their portal, click on the link “How to setup E-mail and SF messaging notifications….” button.  Follow the instructions for setup.  This is a ONE-TIME procedure.  Once you do it, you don’t have to do it again.
  • 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. Mark all reserve entries as paid (when all are ok)
  • 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