1. OPERATIONS 201: The Payroll Processing Job Stream
Laurie Beppel 2007

2. OPERATIONS 201: The Payroll Processing Job Stream
Input of Data
Pre-Processing for Totals Confirmation
Processing of the Payrolls
Calculation and Processing of Billing
Printing of Checks, Vouchers, Invoices, and Reports
Laurie Beppel 2007

3. OPERATIONS 201: The Payroll Processing Job Stream
Data Input:
Preparing to Enter a Payroll:
Select a company
Enter/Run a payroll
Company messages screen
Manual billing; if necessary
Select a processing method:
Batch-payroll is sent to a batch processing PC
Payroll-processes immediately after data input
Laurie Beppel 2007

4. OPERATIONS 201: The Payroll Processing Job Stream
Data Input continued:
Timesheet Processing Screen:
**Must be done for EACH payroll**
“Enter” through fields if there aren’t any changes for this payroll:
Payroll Cycle dates
Deductions to be taken
Reports to be generated
Employee Selection Screen:
New Employees:
If entering data using a timesheet, you may want to add new after payroll data is entered
New EEs must be added in Data Entry in order to appear in the New Hire report
Employee File Maintenance: F3, F4, F5, F6
Laurie Beppel 2007

5. OPERATIONS 201: The Payroll Processing Job Stream
Data Input continued:
Creating Payment Transactions: 4 options
Salaried: “SALARY” or “SALAR$” must be in the Earnings Option screen – Salary Earnings Code
Hourly: F3 Screen:
normal hours have been entered here
Normal hours switch is “Y”
Salaried and Hourly
None
Laurie Beppel 2007

6. OPERATIONS 201: The Payroll Processing Job Stream
Data Input continued:
Entering Pay Data: F8
TIPS:
An EE NOT being paid - change hours or salary amounts to ZERO.
When in Data Entry:
if you go into a salaried employee’s screens, they WILL be paid.
if you access the EE on the F8 screen, they WILL be paid.
NEVER stop FICA
NEVER mix 1099 and W-2 status on the same EE. Create a second EE profile.
Make sure if you are adding a 2nd or 3rd check that you enter “02” or “03” etc on the F8 pay screen.
DO NOT enter “02”, etc if you are just paying an EE using multiple pay rates.
Laurie Beppel 2007

7. OPERATIONS 201: The Payroll Processing Job Stream
Data Input continued:
Multiple tax frequencies require multiple checks.
If a deduction has an additional calculation chain with it; do not stop the deduction at the EE level and then override it by entering a $ amount. The additional calculation will NOT happen. Ie)401K with CO match
DO NOT use the same check number twice for manual checks.
After calculating a manual check using ALT C; if you need to recalculate the same check, ALT D then recalculate.
Voids: be careful. You can choose the same check number more than once!
Laurie Beppel 2007

8. OPERATIONS 201: The Payroll Processing Job Stream
Pre-Processing for Totals Confirmation:
Enter client payroll totals in Pay Input Control Totals screen
Compare the System Totals Column to the Control Totals Column; look for RED variances
Payroll can be reconciled by EITHER division or by Company.
All variances should be reconciled before you process.
We recommend that you run a preprocess if you are at all unsure of any data entry.
Verify using the Journal and Deduction reports; if satisfied- process the payroll.
Laurie Beppel 2007

9. OPERATIONS 201: The Payroll Processing Job Stream
Processing of Payrolls:
Payroll Mode: payroll will process on the user’s PC
Batch Payroll: payroll will be sent to the batch pool for processing.
Batch processing is a time saver for larger service bureaus as it frees up the processors’ PC to enter additional payrolls.
If using Batch processing, make sure to have at least one PC actively processing batch payrolls.
Laurie Beppel 2007

10. OPERATIONS 201: The Payroll Processing Job Stream
Printing of Checks, Vouchers, Invoices, and Reports:
Checks:
Payroll
Tax payments
Deduction payments
Invoice payments (manual billing included)
Reports:
Scheduled: permanent
Optional: selected at the beginning of the process from the Processing Controls screen.
Laurie Beppel 2007

11. OPERATIONS 201: The Payroll Processing Job Stream
Training:
Financial Controls:
A/R
A/P
Financial tracking/reporting
Software Training:
PayChoice training
Online Employer Products
Training from Vendors (Microsoft, Printers, etc)
Owners/Employees:
Payroll and Tax Filing (APA Pay Train)
PayChoice Basic Training
PayChoice Advanced Webex training sessions
Selling Techniques/Skills
Customer Service Skills
Clerical Support:
Laurie Beppel 2007

12. OPERATIONS 201: The Payroll Processing Job Stream
PayChoice:
Are you using PayChoice to your advantage?
Batch payroll processing
Set up payrolls to run after release to another machine
Auto Pay
Set up clients who have standard salaries, hours
Create payment transactions for all EEs
Release and run as Batch
Phone in and fax in payrolls drain resources-automate as much as possible: PCOL, VCOL
Laurie Beppel 2007

13. OPERATIONS 201: The Payroll Processing Job Stream
PayChoice Continued:
Load new payrolls ONE time
YTDs, balances, etc
Set deadlines for your Clients
Payroll In
QTD, YTD: adjustments, etc
ACH
Process in place
Procedures in place for your employees and communicated
Taxes
In House or outsourced or not at all
Laurie Beppel 2007

14. OPERATIONS 201: The Payroll Processing Job Stream
Input of Data
Pre-Processing for Totals Confirmation
Processing of the Payrolls
Calculation and Processing of Billing
Printing of Checks, Vouchers, Invoices, and Reports
ext 464
Laurie Beppel 2007