Accounting Procedures Handbook

19 PAYROLL ACCOUNTING x. Bill all rental and contract batches: Payroll Accounting Associate III runs a timecard batch proof report, stamps it will a billing stamp, calculates the fixed charges, then submits it to Accounts Receivable Accounting Associate. xi. Payroll Manager signs off on previous pay period in Kronos. xii. Payroll Accounting Associate III calls in 941 deposit and Maryland withholding deposit after each payroll run utilizing the Federal and State Automated Payment Systems. E. Processing Payroll Deductions (completed by Payroll Accounting Associates) 1. Entering Payroll Deductions All deductions are entered in the Payroll system software. Enter employee number, deduction code, effective dates and amount of deduction (if necessary). 2. Remitting Payroll Deductions a. Payroll Manager runs PYUTAP utility to pull all payroll deductions into an AP batch. b. AP batch is posted and selected for payment. Report of entries for payment is given to Payroll Specialist for review. c. Checks are processed on a semi-monthly basis. d. Once checks are received from the Accounts Payable department, attach any required reports or identifiers. e. Mail checks by appropriate deadlines. F. Payroll Reporting (completed by Payroll Specialist) 1. Quarterly 941 Reports a. From special history listing report, Payroll Accounting Associate III transfers the pay totals to an Excel spreadsheet which automatically calculates the Federal payroll deposit. b. The spreadsheet is approved by the Comptroller. c. This spreadsheet is used by the Accounting Associate III to make the semi- monthly deposit for Federal and FICA taxes due and the Maryland Withholding taxes due. d. Accounting Associate III gives the spreadsheet to the Accounting Manager to prepare the journal entry to record the tax deposit. e. Comptroller approves the journal entry. f. Each quarter, the Payroll Manager completes the Federal Form 941 using special history listing report run from BusinessPLUS listing total wages and other compensation. g. Each quarter, the Payroll Manager prepares and submits the Maryland Unemployment report using unemployment reports from BusinessPLUS. 2. Bureau of Labor and Statistics Using “Gender and Certified Paid Report”, Accounting Associate II completes form requesting number of employees, female employees and faculty members by the 15 th of the month. (Form supplied by Census Bureau). 3. Termination of Employees a. Human Resources notifies Payroll of Employee termination. b. Figure pro rata salary and pay employee balance of pay. c. Pay employee all annual leave and comp time if they are entitled to it. d. Employee’s status is automatically updated in the Kronos system when HR enters the termination information in BusinessPLUS. 4. As Needed Payroll department responds to requests by outside agencies for verification of employment, workmen’s comp hearings, etc. These are processed within 24 hours of receipt by the payroll department.