BENEFITS OF PAYROLL TRACKING Charlotte Fidler

Agenda Automated Payroll Maximums Payroll Tracking Payroll Tracking Report – HPTRC01A.REP Tracking Ded/Ben Report – HPTRC02A.REP Payroll Comparison Report – HPTRC04A.REP Compares current payroll to ANY historic payroll with tracking flag Auditing Employee Payroll Employee Payroll Audit – HEADT01A.FMX Employee Payroll Audit Report – HEADT01A.FMX Print Payments Against Contracts Report User Guides

Automated Payroll Max Limits

Automated Payroll Maximums Can use even if not using Automated Payroll Amounts will stay if copy from Pay Control where it is set up Set up on Overrides/Options Tab on Automated Payroll Max Total Payroll Max Employee Pay Max Employee Time If any values go over maximum amounts error message will appear on Calculations Totals\Errors & Warnings Condition must be corrected before payroll can complete If amounts for employees are correct, increase max limits

Automated Payroll Maximums Can use even if not using Automated Payroll Amounts will stay if copy from Pay Control where it is set up Set up on Overrides/Options Tab Max Total Payroll Max Employee Pay Max Employee Time

Automated Payroll Maximums

Total Employee Pay Exceeds Total Pay Occurs when Individual employee pay total exceeds max limit Identify and resolve Employee Name, Number and Pay Amount listed Look at Calc Inquiry If correct, adjust max limit and rerun Payroll Calc If incorrect, make adjustment and rerun Payroll Calc

Total Employee Pay Exceeds Total Pay

Total Employee Time Exceeds Total Time Occurs when Individual employee’s time entered exceeds max time limit Identify and resolve Employee Name, Number and Total Time listed Look at Calc Inquiry Look at Payroll Input If correct, adjust max limit and rerun Payroll Calc If incorrect, make adjustment and rerun Payroll Calc

Total Employee Time Exceeds Total Time

Total Payroll Exceeds Total Payroll Occurs when Gross Payroll exceeds the limit Possible Reasons Payroll Input keyed wrong Employee(s) balance of contract or absence paid out Non typical bonus, retro, payment or reimbursement paid Identify and resolve – Handle this one last Disregard Employee No and Name for this error Check other individual errors to identify employee (s) Run reports if necessary to identify – Short Register, Payroll Input Report, Tracking Report, Payroll Comparison Report

Payroll Tracking

Payroll Tracking Identifies differences between salaries and ded/ben amounts from flagged payroll to current payroll System compares against payroll with payroll tracking flag selected Only one payroll can be selected Recommend “flagging” regular “normal” payroll to compare to

Payroll Tracking Identifies differences between salaries and ded/ben amounts from one payroll to the next System compares against payroll with payroll tracking flag selected Only one payroll can be selected Recommend “flagging” regular “normal” payroll to compare to

Payroll Tracking Select Payroll Tracking On/Off check box on Payroll Control to flag payroll records from this payroll to compare to Displays on Payroll Calculation but cannot be changed from here Be sure to click save Each time Payroll Calc is run with tracking box checked that set of payroll records are flagged and that set of records become the “compare to” records Select check box on final calculation When Payroll Update is run, payroll records are marked with tracking flag of “Y” in check history

Payroll Tracking

Payroll Tracking Copy or set up next Pay Control IMPORTANT: Be sure to uncheck box on Pay Control when starting next payroll After running Payroll Calc, run Payroll Tracking Reports Payroll Tracking Report - HPTRC01A.REP Compares rates from current calculation to previously flagged payroll Track Ded/Ben Report – HPTRC02A.REP Compares Ded/Ben amounts from current calculation to previously flagged payroll

Payroll Tracking Report HPTRC01A.REP Select Control No of payroll currently processing Report Input Only: Base or No or Yes Sort By: Work Location Check Location Employee Category Pay Class Earn Code Employee Name Select % Thresholds Rate Pay Time

Payroll Tracking Report HPTRC01A.REP Control No of the current payroll Rate % Threshold is Pay Period rate for each Employee increase over the last tracked payroll Pay % Threshold is the Total Salary increase for each Employee over the last tracked payroll Time % Threshold is the Time increase for each Employee over the last tracked payroll Amounts that meet or exceed the given percentage will be included in this report

Check Employee Jobs & Pays

Use Calculation Inquiry to look at check

Payroll Tracking Deduction/Benefit Report – HPTRC02A.REP Select Control No of Pay Control currently processing Sort By: Work Location Check Location Employee Category Employee Name Ded/Ben Code Amount % Threshold Ded Ben Group

Payroll Tracking Deduction/Benefit Report – HPTRC02A.REP Control No of current payroll Amount % Threshold is the Ded/Ben amount increase over the last tracked payroll Employee deduction or benefit amounts that meet or exceed the given percentage and are included in the designated Ded Ben Group will be included on this report

Payroll Comparison Report

Payroll Comparison Report – HPTRC04A.REP Compares Earn Codes and Deduction/Benefit amounts Shows differences only Compares current payroll to ANY prior/historic payroll Current payroll amounts from Calc table Historic payroll amounts from Check History table A current payroll can only be selected AFTER errors have been corrected Only prior/historic payrolls previously selected for Payroll Tracking can be selected

Payroll Comparison Report – HPTRC04A.REP Report has two sections Earnings section displays total by earn code and grand total for all earn codes Deductions/Benefits section divided into three sub sections with totals for each deduction/benefit code and grand total for all codes Deductions Benefits Taxes

Payroll Comparison Report – HPTRC04A.REP Select Control No for current Pay Control Prior Check Date Select any Prior Check Date flagged for Payroll Tracking Include: Earn Codes Deductions Benefits Taxes

Payroll Comparison Report – Earnings

Payroll Comparison Report – Deductions

Payroll Comparison Report – Benefits

Payroll Comparison Report – Taxes

Types of Differences Amounts are different from one pay to another Variance is the difference between the current and prior payroll

Types of Differences Amount was paid in current payroll but not in prior payroll Variance is positive amount paid in current payroll

Types of Differences Amount was paid in prior payroll but not in current payroll Variance is negative amount paid in prior payroll

Auditing Employee Payroll Tool

Employee Payroll Audit Tool Use to verify (audit) employee input salary amounts after Payroll Calc Employee Payroll Audit - HEADT01A.FMX Use to view Employee Salary Records Employee Payroll Audit Report – HEADT01A.REP Use to calculate and update the Payroll Salary and Payroll Additional Salary amounts stored in the Employee Payroll Audit table

Employee Payroll Audit Tool

Employee Payroll Audit Tool Employee Payroll Audit HEADT01A.FMX Use to view information stored in Employee Payroll Audit table Amounts in gray are pulled from payroll calc Payroll Salary and Payroll Additional Salary = Gross wages on Payroll Calc Shows Payroll Salary and Payroll Additional Salary for each employee Select how records will load Sort By Work Location Sort By Employee Name Sort By Employee No If you just click Find, all records will load Click Load Salary after 1st calc in a year to load the “normal” salary amount in the Salary column (white column) Best practice: Run “Base” payroll calc prior to Clicking Load Salary

Employee Payroll Audit Tool Employee Payroll Audit HEADT01A.FMX Use to verify Payroll Input Sort records according to order of payroll input sheets Enter Payroll Input in Additional Salary amounts columns in white Totals at bottom are automatically calculated as changes are made OR “find” individual employees by employee no and enter Payroll Input When finished, click Save Use to verify Base Salaries Changes Salary differences will show up on report

Employee Payroll Audit Tool Use to verify employee salary amounts after Payroll Calc is run Employee Payroll Audit HEADT01A.FMX Use to view Employee Salary Records Use to modify Salary and/or additional Salary amounts Totals at bottom are automatically calculated as changes are made When finished, click Save Employee Payroll Audit Report – HEADT01A.REP Use to calculate and update the Payroll Salary and Payroll Additional Salary amounts stored in the Employee Payroll Audit table Lists employee records where a discrepancy exists between this table and Payroll Additional Salary amounts

Employee Payroll Audit Report – HEADT01A.REP Run Audit Report to calculate and update the Payroll Salary and Payroll Additional Salary amounts stored in the Employee Payroll Audit Table Report lists employee records where a discrepancy exists between payroll being processed and amounts entered in audit program Select Control No of payroll being processed

Employee Payroll Audit Report – HEADT01A.REP

Employee Payroll Audit Report – HEADT01A.REP

Print Payments Against Contract

Print Payments Against Contract Historic report that compares the employee’s actual pay amounts against the employee’s contract salary Report shows Amount of contract salary paid to employee Amount of Contract Salary remaining unpaid Employee Pay Rate for each period Number of Pays employee will receive Number of Pays employee received Number of Pays left to pay Payroll adjustment total Only shows employee pays that have contract box checked Should run periodically but always prior to balance of contract

Print Payments Against Contract

User Guides on Infolink for More Information

User Guides on Infolink for More Information Alio PAY - Guide to Automated Payroll Processing https://infolink.hammer.net Resource ID: 3361

User Guides on Infolink for More Information Alio Pay – Guide to Automated Payroll Processing Chapter 2 – Creating Pay Control Record  Creating A Pay Control Record  Defining the Override and Payroll Options for Pay Control Record Copying a Pay Control Record

User Guides on Infolink for More Information Alio PAY - Guide to Payroll Inquiries And Reports https://infolink.hammer.net Resource ID: 4671

User Guides for More Information Alio Pay – Guide to Payroll Inquiries And Reports Chapter 2 – Running the Payroll Reports Payroll Tracking Report Payroll Tracking Deduction/Benefits Report Payroll Comparison Report Chapter 4 – Running the Historic Payroll Reports Payments Against Contracts

User Guides on Infolink for More Information Alio Pay - Guide to Payroll Processing https://infolink.hammer.net Resource ID: 4654

User Guides for More Information Alio Pay - Guide to Payroll Processing Chapter 6 – Processing a Payroll  Auditing Employee Payroll Displaying Employee Payroll Records Maintaining Employee Salary Records Adding an Employee Salary Record Generating the Employee Payroll Audit Report