Group 1 - Payroll

A1. Review payroll notes

• Four primary ways Total Mech will send over notes:
  1. Email
  2. Phone call
  3. Directly to the Trello board (Krystal and Mechelle are on the payroll board)
  4. Via shared Teams channel
• Verify cards are always getting added to the Payroll Notes list regardless of how they were received.
• Label payroll notes by Trello labels categorized as the following:
  • Notes regarding anything Timecard related, add the Timecard Entry Note label (light blue)
  • Notes regarding anything post-Timecard processing, add the Pay Seq Control Note label (light orange)

Note: if Total Mechanical sends notes with a JC Detail report attached that is to be used to make adjustments, be sure to carefully review all lines and just adjust the lines with hours. Not all lines on this report indicate separate timecard lines, but also include JC burden costs.

• New hire payroll notes: Silvertrek needs to review any new hires' timecard lines for:
  • Any zero hour or amount lines
  • Check that the states align with the employee's profile

A2. Confirm all hours are approved

• Krystal will @ mention the lead scribe on the Payroll Processing teams channel when payroll is ready for processing. 
  • Time is due to us by Tuesday at 1PM PST.

A2.1 Import Parking Receipts

• These will be on the payroll board as a note. Open the attachment in excel and save as a CVS file to the weekly payroll folder.
• Using IM Import upload the parking entries into Vista.
  1. Change the Import ID to the pay period ending date
  2. Ensure the Template is "TMParking"
  3. Browse for the CSV you saved
  4. Ensure the starting line number is 2
  5. Select "Execute" 
     • Enter the current PPE date when the window opens
  6. Select "Open IM Upload"
     • Enter the pay period end date 
     • Select "upload"
     • When you see "Upload Successful" close the window
       
     • You should then see a window come up that tells you the number of lines that are in the batch. Ensure that is the correct number and then close the window.
     • Close the IM upload window
     • Close the IM Import window
     • You can find the batch you created in PR Timecard Entry.
• Muhamad will remove any parking that was entered by the employees in the batches and combine the parking import batch with the other batches. (The parking provided by TM is the only parking that they received receipts for)
• Below are the rules regarding parking timecard lines: 
  • Date as found on the receipt
  • Earn Code 40
  • Job number is written on the receipt
  • Phase code 41200-00
  • If Cert box is checked, leave it.
  • Filter by code 40 if there are employees with timecard lines entered but no receipt, delete those lines.

A3. Open existing time-card batch, review time-card batch for any exceptions and process the batch

• The list below are exceptions that have been provided to Silvertrek from TM. Review these items.

**Items in red text are no longer done. Leaving these items on the article in case there is a need to reference them in the future**

Time Card Manipulations:

Prior Period Corrections:

1. Reversing shift 2 pay back to shift 1:
   • Post correction in pay seq 2
   • Add a payroll advance (EC 100) to make net pay zero in pay seq 2
   • Deduct the advance from pay seq 1

A4. Run PR Post Auto Earnings, review and process batch

Earning Codes to expect in the batch:

• EC 7: Use of Company Vehicle (if they have vehicle allowance then they do not get travel pay).
• EC 8: Vehicle Allowance
  (if they have vehicle allowance then they do not get travel pay).
• EC 45: Gas - Non Taxed
• EC 48: Cell Phone Reim Non Taxable
• EC 20: Only used for Birthday Bonus near beginning of the month. 

A5. Run PR Exceptions Report & resolve errors

• Save as: YYYYMMDD PR Exceptions Report PRE - EFT 1

Exceptions that are ok to move past:

A6. Run PR Payroll Process for "Employees with Changed Earnings or Overrides" and Re-run Exceptions report.

• Run PR Payroll Process. 
• Run the PR Exceptions Report
  • Save as: YYYYMMDD PR Exceptions Report PRE - EFT 2

P - Process Payroll

P1. Pause - Review payroll notes & confirm they are done

• Pause and review all remaining payroll notes. 
  • Do any of them need to be handled now? At this step, all payroll notes should be completely finished. For each payroll note, attach a screen snip of the change (timecard entry or pay sequence control screen). 
• Re-Run Exceptions report after all appropriate fixes and Save
  • Save as: YYYYMMDD PR Exceptions Report PRE - EFT 3

P2. Review PR Employee Pay Sequence Control

• Check for any garnishments that must be manually calculated each pay period.
  • These can be found on the garnishment spreadsheet found in Dropbox.
    • Total Mechanical > Administrative > Employees > 02.Garnishments > "Garnishment Spreadsheet - NEW"
    • Spreadsheet Tabs:
      • Purple: Child Support - These are automatically calculated
      • Green: Active Garns that require a calculation
      • Grey: Templates
      • Red: Garns that are either complete or terminated
  • There should also be a Trello card for the calculated garnishments that need to be moved from the Inbox column to the doing column.
    • After calculation is complete, take a screen snip and add it to the Trello card.
  • In PR Employee Pay Seq Ctrl override the deduction to the calculated amount
    • After you reprocess the employee, take a screen snip and add it to the Trello card.
  • When all garns are complete move the card to the "Completed to verify" column.

P3. Start child support/other garnishment checklist(s)

• Make sure each employee's garnishment that is being manually calculated each week is a separate Trello card per employee, per garnishment (so, an employee could have multiple checklists) and is set to auto repeat every pay period that Silvertrek processes.
• If there are new garnishments that require per-pay period calculations, create a new, recurring Trello card with all pertinent information with clear instructions.

P4. Run PR Leave Entry , review and process the batch

• PTO leave entries that will be added are for non-Union employees. However, expect Bereavement, FMLA, and other state-required codes to be added for all employees.
• SAVE the Error & Audit Report in the weekly payroll folder.
  • Save as: "YYYYMMDD Leave Error List"
  • Save as: "YYYYMMDD Leave Audit List"

P5. Save Time-card and Payroll Register reports

• Save the time-card Entry & Payroll Register reports to the weekly payroll file.
  • Save as: YYYYMMDD PR Time Card Entry List
  • Save as: YYYYMMDD Pr Payroll Register 

P6. **STOP** - Secondary review finished by 9 am PST Wed 

• After you've saved the reports @ mention John Berryhill on the TM Slack Channel and let him know that TM is ready for 2nd review and that it's due by 9AM PST.

P6.5  **STOP** - Wait for Total Mechanical approval before proceeding

• In the Teams "Payroll Processing" chat create a new post and @mention Krystal that the pay periods reports are ready for review. Use Dropbox links to add the reports to the post. Krystal will review the reports and if she has any notes she will comment them in the thread. Once you've correct those items run payroll process, resave the reports and resend them in the same thread. Once Krystal completes her review she will send them out to others at TM for approval.  
• DO NOT PROCEED UNTIL PAYROLL HAS BEEN APPROVED! 
  • Krystal will tell you on the channel when it's approved. A thumbs up does not indicate approval.

P7. Print paper checks

• Fill out PR Check Print per this example
• Print paper checks to PDF
• Save PDF in current pay period's Dropbox folder
  • Save as: "YYYYMMDD Check Print"

P8. Run PR EFT payments

• CM Reference formatting: MMDDYY#
  • Pay period ending date, and if more than one file being made make '#' a 2, then a 3, etc.
• Double check that the total dollar amount on the NACHA file matches the EFT audit and the PR Check Register Direct Deposit total.

P10. Run PR Direct Deposit Print

• This program will be run twice.

1. Select PR Group “1” and pay period.
   1. Tab down to “include employees notified by email on printed report" and check the box
   2. Select Print
   3. Save in this week's Dropbox folder
      • Save as: "YYYYMMDD PR DD Print - Group 1 - All Employees" 
2. There are a couple employees who prefer a printed out pay stub. 
   1. Open PR Employees and go to the grid.
   2. Filter by "Active" Employees
   3. Filter Direct Deposit by "A-Active"
   4. Filter by payMethodDelivery "None"
   5. The employees listed here will be entered separately into DD print and stubs saved to the weekly folder. 
   6. Enter PR Group “1” and the current Pay Period Ending date.
   7. Select Print
   8. Save in this week's Dropbox folder
      • Save as: "YYYYMMDD PR DD Print - Group 1 - EE ####" 

P12. Save Federal, state, and Other Payroll Liability reports

• Save all of these reports in their respective folders in the Government folder in Dropbox:
  • Save the Federal Tax Deposit Liability report for Federal taxes
  • Save the + PR Tax Deposit Liability report for Oregon Taxes 
    • For the paid dates - run the report for the current pay period's paid date, from last Saturday
      • Example: On pay period ending 05/26/24, the paid date was 05/30/24. The dates for this report when run should've been 05/25 through 05/31. 
      • This is to ensure a full week's coverage in case of any layoff checks or corrections processed with earlier paid dates

P13. Run PR AP Update & post AP batch(es)

• Expect garnishments and a few other smaller items to come across to AP. Currently taxes are not set up to auto AP. Future improvement.
• Post the batch without making any changes

M - Make Payments

M0. **STOP** - Payment Review Completed (1PM Wednesday)

• @mention the TM 2nd reviewer  on the TM Slack channel that you are ready for payment review. 
  • DO NOT PROCEED WITHOUT APPROVAL

M1. - M2. Import Direct Deposit file to bank (2PM Wednesday) & Confirm totals in bank portal match the check register

Go to https://one.heritagebanknw.com/ui Enter the company ID "totalmechanical" The user ID and password are saved in lastpass If it asks you for a token this will be the VIP Access App on pip boy
Select “Payment & transfers” Select “Payment Management”
Select "File Import"
Select NACHA File Import
Scroll to the bottom of the window and select "choose file" If this is an upload for same day pay ensure that you check the "Process eligible payments as Same Day"
Select "file import"
It may take a little time for the file to be ready to select. Wait about 30 seconds and refresh the page
Verify the amount on the import line matches the check register Direct deposit amount. Verify that the value date is the appropriate paid date
Once you can see the file has loaded select the the blue link that says "view"
Scroll to the bottom of the screen and select "print" Save to the weekly payroll folder as "YYYYMMDD ACH Detail Confirmation - $xxxxx.xx"

M3. Notify TM the EFT is ready for approval

• In the Teams "Payroll Processing" chat create a new post and @mention Krystal that you are ready for approval at the bank. (If Krystal is out @mention Bre and/or Mechelle)
• If there are any paper checks to be printed add those to the post as well via a Dropbox link.

M4. Start the Payroll Tax Deposit Checklist (Due BEFORE noon on Thursday)

• TM's Federal taxes are always over 100K. Ensure that these taxes are paid by Thursday at noon.

M5. Complete any child support/other garnishment checklist(s)

• Save a copy of the PR Employee Sequence Detail ran for this week's payroll period

• Code 7 is "Child Support Order"
• Code 10 is "Child Support Order - Fixed"
• Save to Dropbox - Total Mechanical> Administrative> Employees> 02.Garnishments> {YEAR}> {QUARTER}> {PPE} 
  • Save as: "YYYYMMDD PR Employee Sequence Detail"

• Open the Garnishment Spreadsheet and verify that each employee on the PR Employee Sequence Detail report just saved:
  • Exists on the Spreadsheet with their own tab
  • That tab is filled out with all details (reference other tabs)
  • The report amount matches the amount on the spreadsheet
  • Then and only then continue with processing past this point
• Log in to the OR Employer Services Portal via Lastpass to make the OR Child Support payments
• Log in to Secure Access WA > DCS Online section to make the WA Child Support Payments
• Save copies of the ACH payment receipts received from the website
  • Save in Dropbox here: Dropbox\Silvertrek Systems Dropbox\Total Mechanical\Administrative\Employees\02. Garnishments
• OR Child Support Vender is 461 and GL is 2190
• WA Child Support Vender is 687 and GL is 2190
• Invoice Ref is {Payroll WE date OR Child Sup} or {Payroll WE date WA Child Sup}
• Invoice date is the date of payment

F - Finalize Payroll

F1. Email Pay Stubs (By 12PM Thursday)

• Pay stub send cutoff is Thursday no later than 12:00 PM PST. There is a cutoff notifier running on the board.
  • Ensure that you leave the pay seq field blank so all stubs are sent. (Unless for some reason certain stubs shouldn't be sent)
  • The format of the Subject is: Pay Stub WE MM.DD.YY which represents the pay period ending date of this current pay period.
  • Leave the Body blank.

F3. Open following week's pay period

• Total Mechanical is a few pay periods ahead. When opening "the next" pay period, simply open the week following the latest pay period currently open in Vista.
  • Create a 2nd pay seq called "Check fix/Layoffs"
  • Active Frequency Codes:
    • 5 - This would be added weekly
    • 6 - This should be added to the first pay period of every month (by paid date)

F4. Start the Certified Payroll Reporting checklist

• Haven't taken this over yet