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Prepare Payroll
Function
This step combines all identified Timesheet batches and computes the Gross to Net breakdown for each employee. During this process, each employee’s Employee File is accessed to determine the proper amounts for all taxes, deductions, and special pay.
If you have previously entered Payroll Adjustments, be sure to check the box for “Include payroll adjustments” at the bottom of the screen. This will instruct the system to include the adjustments in the current payroll.
Things You Should Know
Operating Procedures
Timesheet Batches tab
As the grid on this tab is displayed, all timesheet batches for the current pay period that have not been processed in a payroll will be displayed. The default check marks to the left indicate that all batches have been selected for processing. To unselect a particular batch, control/click on the checkmark to the left of the batch and the check mark will disappear. If no timesheet batches are listed, but you have payroll adjustments to process, click on Include payroll adjustments at the bottom of the screen followed by Prepare Payroll.
Include Expense Reimbursement Batches
As the grid on this tab is displayed, all expense reimbursement batches for the current pay period that have not been processed in a payroll will be displayed. The default check marks to the left indicate that all batches have been selected for processing. To unselect a particular batch, control/click on the checkmark to the left of the batch and the check mark will disappear.
Include Deduction/Special Pay
The default for your payroll processing will be to include all deductions and all special pays for the current payroll. Should you uncheck the "Include All Deductions" box, a list box will appear allowing you to select which deductions to include with the current payroll. This may be useful if you have a deduction amount set up in employee files that represent 1/2 of a monthly obligation and you are on a bi-weekly pay cycle. You can then choose to not include those deductions in the third payroll of the month that happens in 2 months each year.
Should you uncheck the "Include All Special Pays" box, a list box will appear allowing you to select which special pays to include with the current payroll. This may be useful if you have a special pay amount set up in employee files that represent 1/2 of a monthly obligation and you are on a bi-weekly pay cycle. You can then choose to not include those special pays in the third payroll of the month that happens in 2 months each year.
Current Period Payroll Processing
Once you have made your selections on the Timesheet Batches, Include Expense Reimbursement Batches, and Include Deduction/Special Pay tabs, click on Prepare Payroll.
When the Payroll/Deduction Register selection screen appears, print and review both reports. You may select to print by alpha, department or site and the option to include SSN#. If department or site code order is selected, it will print subtotals by code.
Processing Payroll Adjustments Only
If no timesheet or expense reimbursement batches are to be processed, but you have payroll adjustments that you want to update, click on Include payroll adjustments at the bottom of the Timesheet Batches tab and click on Prepare Payroll
Enter the beginning pay period in the format mm/dd/yy.
Enter the ending pay period in the format mm/dd/yy.
The Payroll and Deductions Register selection screen will then be displayed. Proof these reports carefully.
Make sure you go into Print Checks. If it detects that only prepaid adjustments are to be processed with the current payroll, it will give you a message asking you if you wish to save those adjustments now.
Prepare Payroll
This selection will take you into the actual calculation of the current payroll as defined in the Function section of Prepare Payroll within this Help document. If there have been no negative checks calculated, the Gross to Net breakdown for all employees will be completed.
The Payroll/Deduction Register form will appear. You can select to display the Payroll Register, Deduction Register, Special Pay Register, or SS Deferral Register (if you have Opted In for the SS Tax Deferral) to verify information before printing to paper.
Select which report to review/print
Select your sort option: Alpha, Department or Site
Should you have selected the Payroll Register, an option will appear to include the SS#’s on the report. If this option is selected, you will have the option to include only the last 4 digits of the S.S.#.
Prior Payroll Register
This selection will allow you to retrieve payroll registers from previous periods in the current and prior calendar years. Choose the pay check date for which you wish to print a payroll register from the combo box. The registers can be printed in alpha, site or department code order. You can also specify if you would like to include the Social Security number. The selected payroll register will appear on the screen.
Should you select a payroll register from January 2011 forward, the summary page will include the total "Gross to Net" breakdown as well as the EFTPS information.
Prior Deductions Register
This selection will allow you to retrieve deduction registers from previous periods in the current and prior calendar year. Choose the pay check date for which you wish to print a deduction register from the combo box. The registers can be printed in alpha, site or department code order. The selected deduction register will then appear on the screen.
This step combines all identified Timesheet batches and computes the Gross to Net breakdown for each employee. During this process, each employee’s Employee File is accessed to determine the proper amounts for all taxes, deductions, and special pay.
If you have previously entered Payroll Adjustments, be sure to check the box for “Include payroll adjustments” at the bottom of the screen. This will instruct the system to include the adjustments in the current payroll.
Things You Should Know
- As you first select “Prepare Payroll” you are taken to the Current Period Payroll Processing form.
- You may prepare the payroll as many times as necessary through these steps, as no information is updated until the check run is saved.
- A review will also be performed to determine whether the current payroll will result in negative checks. If negative checks are discovered, the system will prompt you as to which employee and the amount of the negative check. You will also have the option to print this list of employee(s). The payroll process is then halted. At this point you must correct the item that is causing the negative amount and re-prepare the payroll
- The Payroll Register and Deduction Register should both be reviewed very thoroughly for problems, errors, and omissions. If any issues are identified, you need to correct the problem and prepare the payroll again. Once you have made the corrections and re-prepared the payroll, review both registers again to assure that the corrections solved the problem.
- The summary page of the Payroll Register includes the total "Gross to Net" breakdown as well as current payroll EFTPS information.
Note: You may receive a warning message if you have a deduction set up with a minimum net pay amount and also deferred from Social Security and/or Medicare taxes. These taxes may be calculated incorrectly. Please see the Help Manual Deduction section under Payroll\Setup for a detailed explanation.
Operating Procedures
Timesheet Batches tab
As the grid on this tab is displayed, all timesheet batches for the current pay period that have not been processed in a payroll will be displayed. The default check marks to the left indicate that all batches have been selected for processing. To unselect a particular batch, control/click on the checkmark to the left of the batch and the check mark will disappear. If no timesheet batches are listed, but you have payroll adjustments to process, click on Include payroll adjustments at the bottom of the screen followed by Prepare Payroll.
Include Expense Reimbursement Batches
As the grid on this tab is displayed, all expense reimbursement batches for the current pay period that have not been processed in a payroll will be displayed. The default check marks to the left indicate that all batches have been selected for processing. To unselect a particular batch, control/click on the checkmark to the left of the batch and the check mark will disappear.
Include Deduction/Special Pay
The default for your payroll processing will be to include all deductions and all special pays for the current payroll. Should you uncheck the "Include All Deductions" box, a list box will appear allowing you to select which deductions to include with the current payroll. This may be useful if you have a deduction amount set up in employee files that represent 1/2 of a monthly obligation and you are on a bi-weekly pay cycle. You can then choose to not include those deductions in the third payroll of the month that happens in 2 months each year.
Should you uncheck the "Include All Special Pays" box, a list box will appear allowing you to select which special pays to include with the current payroll. This may be useful if you have a special pay amount set up in employee files that represent 1/2 of a monthly obligation and you are on a bi-weekly pay cycle. You can then choose to not include those special pays in the third payroll of the month that happens in 2 months each year.
Current Period Payroll Processing
Once you have made your selections on the Timesheet Batches, Include Expense Reimbursement Batches, and Include Deduction/Special Pay tabs, click on Prepare Payroll.
When the Payroll/Deduction Register selection screen appears, print and review both reports. You may select to print by alpha, department or site and the option to include SSN#. If department or site code order is selected, it will print subtotals by code.
Processing Payroll Adjustments Only
If no timesheet or expense reimbursement batches are to be processed, but you have payroll adjustments that you want to update, click on Include payroll adjustments at the bottom of the Timesheet Batches tab and click on Prepare Payroll
Enter the beginning pay period in the format mm/dd/yy.
Enter the ending pay period in the format mm/dd/yy.
The Payroll and Deductions Register selection screen will then be displayed. Proof these reports carefully.
Make sure you go into Print Checks. If it detects that only prepaid adjustments are to be processed with the current payroll, it will give you a message asking you if you wish to save those adjustments now.
Prepare Payroll
This selection will take you into the actual calculation of the current payroll as defined in the Function section of Prepare Payroll within this Help document. If there have been no negative checks calculated, the Gross to Net breakdown for all employees will be completed.
The Payroll/Deduction Register form will appear. You can select to display the Payroll Register, Deduction Register, Special Pay Register, or SS Deferral Register (if you have Opted In for the SS Tax Deferral) to verify information before printing to paper.
Select which report to review/print
Select your sort option: Alpha, Department or Site
Should you have selected the Payroll Register, an option will appear to include the SS#’s on the report. If this option is selected, you will have the option to include only the last 4 digits of the S.S.#.
Prior Payroll Register
This selection will allow you to retrieve payroll registers from previous periods in the current and prior calendar years. Choose the pay check date for which you wish to print a payroll register from the combo box. The registers can be printed in alpha, site or department code order. You can also specify if you would like to include the Social Security number. The selected payroll register will appear on the screen.
Should you select a payroll register from January 2011 forward, the summary page will include the total "Gross to Net" breakdown as well as the EFTPS information.
Prior Deductions Register
This selection will allow you to retrieve deduction registers from previous periods in the current and prior calendar year. Choose the pay check date for which you wish to print a deduction register from the combo box. The registers can be printed in alpha, site or department code order. The selected deduction register will then appear on the screen.
