Page 83 - Essentials of Payroll: Management and Accounting

ESSENTIALS of Payr oll: Management and Accounting
6. Collect all information regarding terminat-
ed employees. Calculate final payments
due (if they have not already been paid
with manual checks) and enter these final
amounts into the payroll software.
7. Compare the garnishments file to the
detailed payroll records from the last pay-
roll period to see if any changes are need-
ed to current employee deductions. If so,
make those changes in payroll software.
8. On the Friday before the next payroll, clear
out all old records from the electronic
time clocks that relate back to the previ-
ous pay period. Review all electronic time
cards for the current period and notify
employees if they have incomplete time
cards (such as having clocked in but
never clocked out).
9. Manually transfer the totals from the elec-
tronic time clocks to the payroll process-
ing software. To do this, enter the grand
totals of regular and overtime hours into
the HOURLY PAY BY EMPLOYEE screen.
10. Verify all data entry by printing the “Payroll
Audit Report” and comparing all entered
data to the source documents. If there
are problems, go back and make the
changes and then print this report again
to ensure that all payroll data is correct.
11. Go to the PROCESS PAYROLL screen and
process all employee pay. Be sure to
match the check number on the check
stock to the check number appearing in
the computer.
12. Use a signature stamp to sign the checks.
Then stuff them into envelopes, along
with any special employee notices, and
sort them by department.
13. Back up the payroll database twice. Leave
one copy on-site and send the other copy
to the off-site storage location.

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