Accounting Procedures Handbook

19 PAYROLL ACCOUNTING d. Processing Paychecks (completed by Payroll Specialist) i. In reviewing the total hours for all locations, the Payroll Accounting Associate III checks to see that there is a complete time record for each employee. ii. Determine whether any missing time will be unpaid or whether a benefit day is available for use. iii. If no benefit is left, payroll specialist will determine if employee has Sick Leave bank eligibility or if the employee will be unpaid for that time. iv. Enter leave information in Kronos for employees who are on Leave of Absence without pay and decrease pay accordingly. v. Contractual signed time cards are faxed to payroll by payroll editors. They are compared with the authorized hours on approved workshop forms and filed with a printed copy of the workshop form. vi. Run time detail reports for tasks and rentals. Compare with time cards submitted. Make corrections if necessary to make both match. vii. Initiate payroll process : ▪ PYTCIFXLIF – uploads spreadsheet that had been prepared to accommodate paper timesheets that could not be processed through kronos (home hospital for example). Run error report. Fix errors and rerun if necessary. ▪ PYCSWCKR – pulls in Kronos and Aesop data for pay period being run. Kronos data is contractual hours and substitute days and leave taken by salaried staff. Run error report. Fix errors and rerun if necessary. ▪ PYTCIFPY – pulls data over from timecard table into a batch (timecard table was populated by the previous two steps). Error report automatically generated. Fix errors and rerun if necessary. ▪ PYTCDTDS – distributes batch created in previous step. Error report automatically generated. Fix errors and rerun if necessary. ▪ PYTCDTPT – creates and distributes batch of salaried employees pay. ▪ PYPAFC – calculates and distributes all deductions (taxes, garnishments, retirement, etc.) and Board contributions. Error report automatically generated. Fix errors and rerun if necessary. ▪ PYREEL – prelist or pre-post report that shows what will be posted for each employee and in total. Error report automatically generated. Fix errors and rerun if necessary. ▪ PYTPTP – test posting – shows what will post to the GL and if and posting process will fail. ▪ PYPADP – posts payroll (checks and gl fund accounting). This process creates payroll checks and creates direct deposit file. (The BusinessPLUS system automatically starts with the next available check number, however check numbers are recorded in a check number paper log to ensure system accuracy) ▪ SYWSPS – releases payroll checks to printer viii. Paychecks are stored in the vault until picked up by the pony driver for distribution to the schools. ix. Substitute teacher and contractual employee checks (if any) are placed with the receptionist in the “Board Lobby” for pickup on payday. Identification is required before receiving a check. Paycards are kept in payroll so that can be explained when picked up.