Tips for Payroll Implementation Verification Tasks

1 – Staff Positions – the “Position Control Roster (NJQSAC Format)” report will give you all the details that were assigned to all positions.   You can proof that the positions are assigned correctly, and that salaries and pensionable compensation is assigned properly.  Go to the Reports tab and in the Keywords field enter the word NJQSAC and click Search.  To run the report, click Schedule Report. 

2 – Salary Guides – Go to the Personnel > Staff > Salary Guides screen.  All salary guides are listed on this screen.  You can click on the Properties button for each guide to review the figures.   You must enter the Hours Per Day and Days in Year for every guide.

3 – Staff Salaries – the “Salaries” report will give you everyone’s salary.  Go to the Reports tab and in the Keywords field enter the word Salaries and click Search.  To run the report, click Schedule Report. 

            Other sources for proofing salaries are:

• The “Contractual Salary w/Guide Info” Search Results View
• Position Control Roster (NJQSAC Format)

4 – Additional Contractual Earnings – the “Salaries” report will give you everyone’s salary and any ACEs. This report breaks down each ACE onto its own line.  Go to the Reports tab and in the Keywords field enter the word Salaries and click Search.  To run the report, click Schedule Report. 

5 – Longevity – you can use the Personnel Search screen and select the “Longevity” Search Results View.  This will show everyone’s Longevity Start Date, Years in LEA, Longevity Category and Current Longevity Amount.  This data can be exported to Excel by using the Excel button at the top, right corner of the screen.  

6 – Staff Healthcare – you can use the Personnel Search screen and select the “Health Benefits” Search Results View.  This will show everyone’s Health, Prescription, and Dental plan selections.  This data can be exported to Excel by using the Excel button at the top, right corner of the screen.  

Another way to proof the staff healthcare data is to run one of the following reports:

• Position Control Roster (NJQSAC Format)
• Healthcare by Staff Report

7 – Staff Personnel Data (Addresses) – The “Employee Contact Information (With Addresses)” report will provide you with the employees addresses, phone numbers and email addresses.  Go to the Reports tab and in the Keywords field enter the word Contact and click Search.  To run the report, click Schedule Report.  

8 – District Deduction Settings – the wiki page called “Creating a New Deduction on a District Level” may help you understand all the fields.  This page breaks down every field on the deduction setup screen.  You don’t have to review the deductions created by Genesis (indicated with the G), just all voluntary deductions offered by the district.   Be sure to pay special attention to whether the deduction is exempt from any taxes and verify that they are set correctly.

9 – Staff Payroll Tax Withholding Data – you can use the Personnel Search screen and select the “Payroll Summary Tab” Search Results View.  This will show everyone’s settings for Federal and State W4s.  This data can be exported to Excel by using the Excel button at the top, right corner of the screen.

10 – Staff Pension Data – you can use the Personnel Search screen and select the “Pension” Search Results View.  This will show everyone’s pension information.  This data can be exported to Excel by using the Excel button at the top, right corner of the screen.

11 – Staff Bank Accounts – the easiest way to proof these is using the report called “Staff Bank Accounts.”  Go to the Reports tab and in the Keywords field enter the word Bank and click Search.  To run the report, click Schedule Report.  You can choose to run it in either PDF or Excel.

12 – Staff Deductions – the Payroll Deduction Summary Report lists each deduction and the staff members assigned to them.  For deductions with a set per-pay amount you can see the amounts.  For declining balance deductions, you won’t see anything because we will bring in your balances after the 6/30 (if mid-year conversion) or 12/31 (if calendar year conversion) pay is posted so that you have the proper amounts starting 7/1 or 1/1.  NOTE – the payroll must be started and calculated to produce data on this report.

13 – Substitutes – There are three areas to proof:

1.  Personnel > Substitutes > Types screen – verify that you have all your sub types created and that the Other Earnings are assigned to each
2. Personnel > Staff > Staff Search screen – select the Sub checkbox and click Search.  This will bring up all staff that are flagged as Substitutes.  Verify that each sub has their Sub Type assigned.
3. Personnel > Positions screen – click the Search screen to bring up all positions.  In the From-Thru column you will see the Sub Type assigned to each position under the date.   For any positions missing a Sub Type, verify if one is needed or not.  Also, be sure the Default Charge-to account is entered for each position with a Sub Type

14 – Attendance / Calendars – to proof which calendar each employee has been assigned, or to see if anyone is missing a calendar, go to the Personnel Search screen and select the “Default” Search Results View.  The Calendar column will show the calendar the staff member is assigned.

15 – Timesheets – from the Payroll > Setup > Timesheets  & Vouchers screen, review that each timesheet needed by the district has been created.  Verify the Approval Chain and Other Earning are correct for each.  Click the Edit button on each timesheet to see all staff that has been assigned each timesheet.