Moaz Paving - Weekly Payroll Processing

A1. Review Payroll Notes

In Trello, in the list that holds the Payroll notes, (either on the payroll board or the specific company board) review every payroll note. Ensure that you understand each note, and seek clarification for ambiguous or unclear notes.

Resolve any notes that can be resolved before payroll, such as raises or new hires. The Raise Trello checklist can be found here.

Payroll Events vs. Payroll Notes

Definition of a 'Payroll Event':

A Payroll Event does not exist as a Payroll Note when the payroll has begun being processed. It is information received from the customer regarding payroll that then becomes a Payroll Note at that time. The event can arise from either internal or external causes. Usually internal events mean Silvertrek created the error and must resolve it immediately. External events are less preventable by Silvertrek, but still must be handled via creating a payroll note. The way the information is received will vary, such as an email, phone call, Trello card created by the customer, or a Slack message from another Silvertrekker regarding a payroll situation.

It is important to realize that payroll events may come up at any time during payroll processing. Refer back to this section to help identify and handle each situation.  Here's a checklist  to aid in determining the classification of the situation, event vs. note. Just remember that regardless of the situation, it almost always must end up as a note. The question is: do we also count the situation as an event or no?

Handling Payroll Events

When a payroll event occurs, a couple of things must take place:

1. Create a payroll note in the customer's payroll notes list in Trello
2. Copy that payroll note Trello card over to the Payroll Events Trackingboard, following the instructions given on that board for the payroll scribe
   
   

A2. Confirm all hours are approved

Open PR Timecard Entry, using the existing batch for the current pay period. 

Review Manager Approval column and make sure all timecards show Approved. There may be more time not yet existing, so further confirmation with the Steward may be necessary prior to processing the timecards.

A3. Open existing timecard batch, review timecard batch for any exceptions and process the batch

Standard review of the timecard batch includes:

• Do all of the jobs have phases (Vista requirement)
• Are all of the PR, Ins, and Unemp States correct
• Are there any timecard lines with no hours, but an amount, for any rate per hour earn codes
• Are there any timecard lines with no amount, but hours, for any rate per hour earn codes
• Are there any timecard lines with no Rate, for any rate per hour earn codes
• Are there any timecards lines with a Craft but no Class, or a Class but no Craft (Vista requirement)
• Review all lines with the Holiday, PTO, or Sick Earnings codes, ensure that they are Job-type timecard lines (not SM or Mechanic) and they do NOT have a job assigned (if this is different for a company, it should be noted in that company's specific notes article)

Any additional items usually become customer specific, and should be noted in that customer's Specific Freshdesk article.

Using Ins Code 9999 for all until WC is setup

Not using Job Cost currently

A4. Run PR Auto Overtime, review and process batch

Open PR Auto Overtime and create a new batch for the pay period. Click Process and then post the batch. 

TIP: If you have any situations where overtime needs further review, you don't have to process the batch here. You can go back to PR Timecard Entry and open the existing batch for further review before posting.

A5. Run PR Post Auto Earnings, review and process batch

Run PR Post Auto Earnings and create a new batch for the pay period. Click Process and then post the batch if there is something to post.

A6. Run PR Post Auto Earnings **again**, review and process batch

Run PR Post Auto Earnings and create a new batch for the pay period. Click Process and then post the batch if there is something to post.

Salary earnings are first posted with step S2 (if applicable). Any non-true earnings will not pull in to the batch on step S2 until the salary earnings are posted through PR Timecard Entry. Thus it is necessary for this to be ran again to catch any and all non-true earnings for employees. Non-true vs. true earnings are set up in the PR Earnings Codes, driven by the "True Earnings for Payroll Reports" checkbox.

1 Salary Employee Setup with Auto Earnings

A7. Run PR Salary Distribution, review and process batch

Run PR Salary Distribution and create a new batch for the pay period. Click Process and then post the batch if there is something to post.

Make sure the distribution is ran for the appropriate PR Group, PR End Date, and Pay Seq (usually only 1 pay seq).

A8. Run PR Exceptions Report & resolve errors

See this article for an explanation of each exception within the standard exceptions report: +PR Exceptions Report Definitions

If there are any Red X items, payroll must be stopped until resolved. Contact John Berryhill or Linden Sarkinnen via Slack or in-person if you're in the office for further assistance should this come up. Do not continue processing payroll until the Red X has been:

• Corrected and no longer shows on the report, OR
• Approved by John Berryhill (Dept Manager) to continue processing with the Red X on the report

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.

OK EXCEPTIONS:

*KS employee is reported to MO

A9. Run PR Payroll Process for "Employees with Changed Earnings or Overrides"

Run PR Payroll Process. 

If any employees have unprocessed timecards still, they will show in the Grid view below, and they will NOT be processed here if left alone.

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. 

This is the time to add leave for an employee's final paycheck. If this is an employee's final paycheck, look for accrued PTO using the PR Employee Leave Balance and Accumulations report. If there is accrued PTO, open the PR Timecard batch, and enter a PTO line for the correct PTO Earnings Code with the appropriate hours.

P2. Start child support/other garnishment checklist(s)

Any cards with the checklists should be in the payroll notes list for the specific company.

Employees all have a hire date of 9/22 with new company, old garnishments will not be setup until the notice is sent to the new company/EIN.

P3. Review PR Employee Pay Sequence Control

Pause and review all changes made to any PR setup or to an individual employee (usually from a payroll note) and ensure the change happened on PR Employee Pay Sequence Control. 

Health and Dental should only come out the first 4 pay periods of the month. 

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

Open PR Leave Entry, go to "File", and select Auto Leave Accrual/Usage Initialize. Check the "Use Pay Period Earnings to update Leave Usage and rate-based Accruals" box, fill in the proper group # and pay period end date, and hit update. Recheck that same box for the second group, if applicable, and hit update. Close that launcher, and post the batch.

Not using Leave currently

P5. Save Time Card & Payroll Register reports

Save the PR Time Card & PR Payroll Register reports into the appropriate Dropbox folder for all payroll groups (salary & hourly).

P6. Stop - Pre-payment review finished

After all payroll notes that can be completed by the pay seq control step are completed, it's time to get a secondary review on this payroll. 

• Navigate to the customer's Slack channel
• Post a message to the Steward of the customer requesting secondary review
  • Include deadline
  • Include link to Trello card of Secondary review checklist
  • If you are not sure who is doing the review, post a message on the channel with your inquiry as to who is doing the review
• Do not proceed with processing until approval is given on the same Slack channel
  
  

P7. Print Paper Checks

If paper checks are needed, run PR Check print and save as PDF in payroll folder, then re-run PR Check Register and save in Dropbox folder.

P8. Run PR EFT Payments to create NACHA file

Run PR EFT Payments, see examples below:

Create AP batch(es) for transfer check by clicking Create AP Transaction batch button during this step (available on Server Green only and only for some companies). When complete click Update, then go to download tab to save NACHA file to PR folder for all payroll groups (salary & hourly).

P9. Run PR Exceptions Report

If there are any Red X items, payroll must be stopped until resolved. Contact Linden on Support channel for assistance. If he does not respond with 15 minutes, call Michael on his cell phone for assistance.

Thoroughly check out any Warnings and fix as appropriate. 

Re-run the report after all appropriate fixes and Save. If any Warnings remain, NOTE ON THE REPORT WHY YOU ARE PROCEEDING WITH THE WARNINGS. 

P8. Run PR Direct Deposit Print to create DD pay stubs and save. Ensure check box to include EEs notified by email is checked.

Save report to Dropbox folder.

P10. Save PR Check Register

Review PR Check Register and save report in Dropbox folder. 

• Look for any zero amounts that are not "X - No Pay" status in PR EE Pay Seq Ctrl; these employees are at risk of not being paid
  
  

P11. Run PR Direct Deposit Print to create DD pay stubs and save. 

Ensure check box to include EEs notified by email is checked.

Employee emails are not currently setup. Email PDF of DD Print to Kristi/Matt to distribute to employees. 

P12. Pause - Run PR Ledger Update

Run PR Ledger update. 

Check all three boxes, and validate. Before posting, preview the General Ledger List to make sure no amount going to the Suspense GL account. If there is, stop and notify the Keeper. Review the GL posting for other errors or differences. While here, consider all garnishment deductions in that they are correct and that the checklist is finished.

P13. Save Federal, State, and Other Payroll Liability reports

The typical reports used for Federal taxes are:

• PR Federal Tax Deposit Liability COVID-19
• PR Payroll Register Totals (if FUTA is paid with each pay period)

The typical reports used for State taxes are:

• PR Tax Deposit Liability COVID-19 with the SIT field filled in:
  
  

• PR Payroll Register Totals (used for other State-specific payroll liabilities)
  
  

P14. Confirm with Steward that funds are available for payroll and taxes

Send the Steward ALL payroll reports necessary for funds approval, including:

• Payroll Check Registers
• Payroll Registers
• Payroll Time Card Reports
• Payroll Tax Liability Reports
• Any other reports necessary for funds disbursement that contain information not on the above
  
  

P15. Run PR AP Update & post AP batch(es)

Run PR AP Update to update payroll liabilities to AP for all payroll groups. Vista will create a batch per payroll group in AP. Open each AP Transaction Entry batch, go to Grid, change due dates as appropriate and process the batch.

P16. Update due date

See customer specific notes on when this in and when it fits their schedule. It's always safer to choose the afternoon if this allows so we are not setting off DEFCONs. Remember, the due date doesn't actually hit Slack until DEFCON . This will go through 4 steps in 30 minute intervals before it'll hit Slack, 2 hours total. If you want DEFCON 3 hitting Slack at 3PM, you need to specify setting the due date for 1PM.

M - Make Payments

M1. Import Direct Deposit file to bank

M2. Pause Confirm totals in bank Portal match the PR Check Register

M3. Print ACH Detail Report

Save the ACH Detail report in the appropriate payroll folder in Dropbox.

M4. Request approval for ACH disbursal

M5. Start the Payroll Tax Deposits checklist

All appropriate tax deposit liability checklists should copy over via Butler automatically, but payroll clerk should still do a review to ensure all payroll liabilities are covered.

M6. Complete any child support/other garnishment checklist(s)

Every employee that has a garnishment of any kind will have a separate Trello card template set to recur as often as the garnishment requires. The template will be saved on the Payroll Trello in the Recurring list. These are NOT Butler driven.

F - Finalize Payroll

F1. Email Pay Stubs

Employee emails are not currently setup. Email PDF of DD Print to Kristi/Matt to distribute to employees. 

F2. Close current pay period

Open PR Pay Period Control to close the current pay period for all PR Groups. Always press Yes to run PR Ledger Update again and check the appropriate boxes (typically all 3 checkboxes, but see company's specific checklist in case they don't want all 3 checked).

Open up the Payroll Scorecard and update the "Number of Employees Paid" for this payroll. The number can be pulled off of the bottom of the payroll register report, but just make sure that all payroll groups are included in the count.

F3. Open following week's pay period

In opening a new pay period:

• Choose the beginning date, which is the first day of the pay period
• Look at a calendar and see if the pay period will be paid in the same month or the following month
  • If it's to be paid in the following month, check the Expensed and/or Paid in More Than One Month box
• The 1st Month will be the month of the first day of the pay period
• The 2nd Month is the subsequent month 
• The cutoff day is either:
  • The last day of the month or
  • The last day of the pay period, whichever comes sooner
• The limit month should match the 2nd Month.
• Fill out the Standard fields: Hours, Days, Weeks. For example, if the payroll is weekly, then put in 40 Hours, 7 Days, and 1 Week.
• Fill out the Maximum Regular Hours in Week 1 and Week 2 fields by entering the appropriate hours. 
  • For example, if the payroll is weekly enter 40.00
• Fill out the custom field "Expected Paid Date"
  • This date should be the currently expected pay date for this pay period being set up
  • This field correlates directly with the Exceptions report to alert Silvertrek if the actual payment date created in the pay period doesn't match the expected paid date, signifying that the pay period could be set up incorrectly with this unexpected change.
• Navigate to the Active Freq Codes tab 
• Add the appropriate frequency code here
  • Refer to customer-specific documentation for guidance on what frequency code should be added
    
    

F4. Notify Steward that payroll (including paper checks) is ready

This is an important step because if the Steward is NOT notified, then the customer may not be aware of any paper checks and an employee could be missed.

F5. Start the Certified Payroll Reporting checklist

If the company has Certified Payroll, there will be a separate checklist outlining how reporting is to be done.

Additional Payroll Processes:

Add company specific payroll processes (new hire set-ups, bonus payrolls, etc) here.