General Notes about Company

• Primarily Union payroll with Office as well
• Primary communication with Total Mechanical takes place over a Shared Teams channel that Ben there added individuals to at Silvertrek; reach out for support if you need added as well
• Timecards will normally be ready for processing Tuesday by 4PM. Reach out if you haven't heard anything by that time.
• Auto Overtime is not run; employees manually enter their OT in due to the differing Union OT requirements
• Salary Distribution is not run; all employees are set with an Hourly rate in Vista
• Layoff checks need to be processed by noon Thursdays (even if notice is given Thursday morning) so they can be delivered by end of day Thursday.
• In the timecard memo lines, "CT, CS, and ST" indicate a type of welding - Silvertrek can disregard.
• When Total Mechanical mentions "re-rates" this simply means an employee moved to a new classification within their Union. TM will have made the update in PR Employees, but Silvertrek is responsible for reviewing that week's timecards to ensure the new rates are updated there.
• Total Mechanical works with Union reciprocity in Vista. Union Local 16 is reciprocal to Union 66. Union Local 290 is reciprocal to Union 26.

Payroll Cutoff Times

Notifications are set up on Total Mechanical's Slack channel for each cutoff listed below.

1. Timecard submittal: Monday at 9:00 AM PST
2. Timecard approval: Tuesday 1PM PST
3. Payroll changes: Tuesday EOD (Over to John for 2nd review)
4. Over to TM for Review: Wednesday 11:00 AM
5. Internal bank ACH cutoff: Wednesday at 2:00 PM PST
   1. Alarm bell: Phone call Mechelle's cell phone (see Contact List Trello card for number) AND
   2. Record a payroll event on Silvertrek's end
6. Bank ACH cutoff: Wednesday at 5:00 PM PST (Same Day cutoff is 10AM PST
7. Pay stub notify: Thursday by 12:00 PM PST

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

• Most employees enter all of their time into Keystyle

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**

• 1 - Employee numbers are categorized as such: 5000 series are office, 4000's union 16, 3000's driver's, 2000's fitters, 1000's plumber, 8000's are service
• 2 - Filter by memo- any memo that says "shift differential pay", change Shift to 2. Check for phase changes as well. 
• 3 - Filter by
  • Zero Hours first
  • Zero Amount Second 
  • Blank memo
  • all three must be full filled in order to be deleted.
  •  i.e zero rates, zero amount, memo (you must keep)
  • i.e. zero hours, zero amount, no memo, (delete)
• 4 - Night Shift - Union time
  • Filter memo by "*night"
  • If there are hours and an amount, change the shift to 2 and PR dept to 17.
• 5 - Thomas Samms (2368) if working an OR service job changes to General Foreman pay.
• 6 - Uncheck "Cert" checkbox for:
  • Current Delivery drivers:  https://trello.com/c/Pr8lY7Fw
    • You can find who is a current delivery driver by opening PR Employees and viewing the grid. Next scroll all the way to the right and find the "Delivery driver" box, filter by the checked box and then filter by "active" employees. This will show you the list of current delivery drivers.
  • Office - any 5000-numbered employee is an Office employee, filter by 
  • Travis Zeek (EE 8000)
  • 5091 OK TO HAVE CERT CHECKED
• 7 - Travis Zeek (8000) if worked on construction job (not a work order)
  • code to Dept 3
  • phase 30400-00
  • craft 301
• 8 - Sean Scott (5069) if worked service job code change craft to 292, no job uses 299.    
• 9 - Double check for Phase codes ending in xxxx99-__; these phases must have craft code 170 on the line
  • Only change for employee numbers in series 1000 or 2000 (plumbers or fitters 
  • Filter by "*99-__"
  • Filter craft by "<>170"
  • Change any lines Crafts to 170

• 10 - Except for Jason Elmer (EE# 1016) Jobs 21160 and 21160-01 need to be changed to:
  1. Filter by job 21160
  2. Filter Craft by <>170
  3. Sort by Employee Number assuring all "5000" numbers are at the bottom
  4. Filter by Ins State "WA"
  5. Change Ins State to "OR" for non-5000 employees. All 5000 employees leave as they are.
  6. Filter by Ins State "OR"
  7. Filter by Ins Code "<>0002"
  8. Change Ins Code to 0002 for non-5000 employees. All 5000 employees leave as they are.
  9. Remove Ins Code filter and Tax State filter
  10. Change Craft to 297 for all non-5000 employees. All 5000 employees leave as they are.
      • Do not change EE 1016

      • CRAFT 16 DOES NOT CHANGE

• 11 - Filter by EC 5 and sort by Employee Number. Verify that the PR Dept's are either 15 or 31 depending on the employee number:
  • Office (5000s) = PR Dept 15
  • Service (8000) = PR Dept 31
  • All others leave as they are
  • Remove all jobs / phases on all EC 5 lines
  • Any EC 5 lines with the following crafts should be Dept 31
    • 292
    • 293
    • 299
    • 300
    • 301
  • Any 6000 employees should have Dept 36 on their EC 5 lines (6000 is JP Plumbing employees)
• 12 -  No hours to job 21004 per Daniel (except for a change order (Phase code 9xxxx-xx))
• 13 - Check that job 22085 does not have Ins Codes 0002 and Craft 297
• 14 - Delivery Drivers - anything over 8 hrs must be OT
  • Current Delivery drivers are: https://trello.com/c/Pr8lY7Fw
    • You can find who is a current delivery driver by opening PR Employees and viewing the grid. Next scroll all the way to the right and find the "Delivery driver" box, filter by the checked box and then filter by "active" employees. This will show you the list of current delivery drivers.
• 15 - All Union 290 members should have travel each day on job 22074, 24062 / Phase 41100-00
  • 22074 - 20$/Day
  • 24062 - 21$/Day
  • Create daily timecards, do not enter one timecard with lump sum phase 41100-00, EC 10
• 16 - Union 290 employees working in Union 26 should have the Union 290 rates plus an additional $5.00 per hour added to the base wage (which is Union 26 vacation rates added). Calculate OT/DT based on the newly calculated 26 rate. NOTE: Changing the craft could 0 the rate. Class spelling can vary slightly with different crafts. Reselecting the class will pull in the correct rate. 
  • Note: Employees working for union 26 pays less so in order to get the guys to work up there Total Mechanical gives them an incentive.
  • Note: these rates are manually overridden in PR Timecard Entry
  • Note: refer to the Union rate sheet here to see how the below wages were computed
    • Foreman Rate: 75.72 for Shift 1 ST hours, 113.58 for OT, 151.44 for DT
    • Foreman+ Rate: 80.70 for Shift 1 ST hours, 121.05 for OT, 161.40 for DT
    • Gen Fore+ Rate: 90.65 for Shift 1 ST hours, 135.98 for OT, 181.30 for DT
  • To review this in timecard entry, filter to Craft 26, and sort by Class. Make sure the rate matches the class rates above.
• 17 - Shop 170 craft code:
  1. Remove certified payroll (uncheck the Cert checkbox).
  2. Remove All TriMet tax (remove local code)
  3. Change the Washington Residents Tax State to WA (the table below is an example only, it does NOT reflect actual, current Shop employees to review)
     
     • Check the memo line of these Shop employees. If it says they were onsite, then their Tax State must be what the job’s tax state is, not their resident state.
     • Shop guys currently: https://trello.com/c/LlEEcV70
• 18 - All Union 16 guys with a Class of "Class xx" or "xx% Pre A" working on certified payroll jobs need to be changed to Journeyman
  • Filter by Craft 16
  • Filter Class by the word "Class"
  • Go through list of jobs looking for any "Certified Payroll" jobs
  • Change Class to Journeyman on these lines only
  • Note: watch any earn codes such as 40 that are amount only, because a change in the Class will zero the amount out as well
• 19 - Jason Elmer (1016) and Nicholas J Johnson (4001) should not be have "Cert" box checked
• 20 - Check Service On call hours have craft of 293 and department code of 27
  • Department code 27 is the on call hours for service. 
    • The craft needs to be changed to 293
    • The class will need to be reselected because the rate will not pull in when you change the the craft code
    • Reselect the Class means use the same Class, it's just that the code may differ slightly in Craft 293
    • NOTE: after reselecting the Class the rate should be the same, it should not differ, per employee
• 21 - Christian Elizalde (5122)
  • For Certified payroll jobs
    • Use Dept 28 (Service Duct Labor)
    • Laborer 1 rate
• 22 - Bryson Branch (8007) - Change Department code to 20 on all lines EXCEPT lines with department 27
• 23 - David Puderbaugh (2387) is a Union 26 member who is a General Foreman running a Union 290 job and a Union 26 job. When he is working the Union 290 (OR Tax /Trimet indicates 290) job he gets the Union 290 rate of $80.67 and Oregon Tax. When he is working the Union 26 job he gets the Union 26 rate of $74.58 and NO Oregon tax as this work in in WA. 23050 is 290 job.
• 24 - Craft 16 workers may work in Craft 66 area. We DO NOT report anything to Union 66. Filter memo line by *66 to pull up any employees working in 66 area. Craft should be changed to 16, class and rate should stay the same. Pull up the pay rate for 66 in PR Craft/Classes to verify.
• 25 - All earn code 10 lines should have the travel phase code of 41100-00. Filter to earn code 10 and change the phase to 41100-00. 
• 26 - Any 290 member working on a 'Work Order' should have a service department code - Dept 20
• 27 - For craft 170, the Insurance State should match the PR Employee default
• 28 - EE 5157 should have Insurance code
• 29 - EE 2361 Tax State should be WA on Job 24071
• 30 - EE 5153 should have Ins State: WA and Ins Code: 4904
• 31 - EE 5156 Ins Code should be 4911 (EE default)
• 32 - EE 6102 Deal Lackey gets Foreman wages on job 25156
• 33 - EE 5160 should have CO for Ins/Tax/Unemp states
• 34 - All EC 40 lines should have phase 41200-00
• 35 - EC 49 should not have any job or phase information
• 37 - Review the memo lines on all Job 25171 lines. Any lines that mention "full sub" need a travel line added: EC 10 for $111.75 to phase 49000-00.
• 38 - Any timecard lines with the following phases should have the cert box unchecked.
  • 50100-00
  • 50101-00
  • 50102-00
  • 75600-00
  • 81200-00
    • Per Krystal they have Union 16 Sheet Metal BIM workers. These are office workers so their hours should not be certified.
• 39 - Review all memos for "sub" to ensure you've caught all travel lines.

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.
• 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.

Prior Period Corrections:

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

Exceptions that are ok to move past:

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

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 and Save
  • Thoroughly check out any Warnings and fix as appropriate
• Re-run the report after all appropriate fixes and Save. 
  • Once all changes are done, save a copy of the Exceptions report in Dropbox in the current pay period folder, as "YYYYMMDD PR Exceptions - Pre-EFT", where "YYYYMMDD" is the paid date of the pay period.

P2. Review PR Employee Pay Sequence Control

Check for any garnishments that must be manually calculated each pay period.

• Using Employee's gross wages, calculate current week's deduction amount
• In PR Employee Pay Seq Ctrl override the deduction to the calculated amount

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.

• All fixed garnishment deductions will be handled later in the processing checklist and can be disregarded here.

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.

P5. Save Time-card and Payroll Register reports

• Save the time-card Entry & Payroll Register reports to the weekly payroll file.

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.

P7. Print paper checks

1. Fill out PR Check Print per this example
2. Fill out Ending Check #
3. Print paper checks to PDF
4. Save PDF in current pay period's Dropbox folder

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
   4. Name the file "YYYYMMDD PR DD Print - Group 1 - All Employees" where the date is the current paid date of the payroll
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
   9. Name the file "YYYYMMDD PR DD Print - Group 1 - EE ####" where the date is the current paid date of the payroll & the #### is the EE number
   10. Proceed to the next print steps

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
  • 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
• Save PR Payroll Register Totals for OR taxes (DCodes 4, 5)

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. If you have to that is a payroll event. 

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 & Mechelle that the EFT is ready for approval at the bank. 
• 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)

Fixed Payment Garnishment Processing

• 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"
• Name the saved report: "YYYYMMDD PR Employee Sequence Detail - Garnishments"

• 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.
  • 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: add '5' and 'I'

F4. Start the Certified Payroll Reporting checklist

• Haven't taken this over yet