Page 80 - Essentials of Payroll: Management and Accounting

Payr oll Pr ocedur es and Contr ols
This procedure is used by the payroll clerk to add or delete employees
from the payroll system.
2. RESPONSIBILITIES
PR CLERK Payroll Clerk

3. PROCEDURES
3.1 PR CLERK Obtain Addition or Deletion Documentation
1. Receive documentation from the human
resources department regarding the addi-
tion to or deletion from the payroll data-
base of employees. Review the documen-
tation for correct start or stop dates, extra
pay, and (especially) the correct authoriza-
tion signatures.
2. If any information is missing, return it to
the sender for correction.
3.2 PR CLERK Update Payroll Database
1. Go into the payroll software and access
the EMPLOYEE menu. Go to the ADD
screen if adding an employee. Enter the
employee name and Social Security num-
ber, pay rate, and start date. If deleting
an employee, go into the DELETE screen
from the same menu, enter a Y in the
TERMINATE field, and enter the final pay
date, as well as the amount of any bonus
payments.
2. Print the Updates Report from the option
at the bottom of the screen to verify that
the correct entries were made.
3.3 PR CLERK File Documentation
1. Consult the document destruction policy
to determine the date at which the filed
documents can be destroyed for any ter-
minated employees. Mark this date on the
employee’s folder and forward it to the
document archiving area.

53