Operation Check List for Weekly Payroll Run      

 

 Date: _________________      User Name: ________________________________

 

   (User Initial when Complete)

 

  _____    1. Prepare Time Cards for Input.                        

                    - Assign Job Code and Cost Code to each Time Record.

                    - Note if Pay Rate is a SPECIAL rate for current payroll only.

                    - Note if Craft Code is different than Master File craft code.

                    - Note PREPAID CHECK NUMBER if employee was paid off in the field.

                    - Note any Special Adjustments to Gross Pay or Net Pay. Select Type

                       of Deduction from Type Code Master List.

 

  _____   2. Take an Adding Machine Control Tape for Total Regular Hours, Overtime

                      Hours, Additions to Gross Pay, and Additions/Deductions to Net Pay

                       for all Time Cards.

 

  _____   3. Prepare Employee Master Record Sheets for New or Changed Employees.

                    - Create Employee Code (First 4 Letters of Last Name, then first initial.

                    - Fill in New or Changed Employee Information.

 

  _____   4. Update Employee Master File with information collected in Step 3.

                    - Edit Employee Master file to make changes or add new employees.

 

Opt.____ 5. Update Salaried Payroll.

                    - If applicable, add New Employees to Salaried Payroll file or Change Salary

                       on existing records in the file. (Use File Menu in ENTER TIME CARD HOURS)

 

  _____   6. Enter Time Card Hours

                    - VERIFY Employee Name, Job Name and Cost Code Name in in blue bar at top of

                       Screen as those codes are entered.

                    - Enter regular and Overtime hours in respective fields.

              - Note PAY RATE and REGULAR & OVERTIME HOURS in Yellow Boxes. These should

                  match your Time Card entries.

                    - If no adjustments or special rate, ADD the record.

                    - If there ARE adjustments or special rate, use Drop Down List Boxes and select
                 required changes and enter SPECIAL RATE in PAY RATE Box.
.

 

Opt.____ 7. Merge Salaried Payroll into the Time Card Hours File, if applicable.

               (Use File Menu in ENTER TIME CARD HOURS)

                    - Salaried People can be run by themselves or together with an Hourly Payroll.

 

  _____   8. Compute Payroll.

                    - Enter First Check#,Check Date, Week Ending Date, and Deduction

                        Period codes. CHECK CAREFULLY then continue.

 

  _____   9. Compare Adding Machine Tape totals with totals at end of Payroll Input Register.

                      If they do not balance, compare Time Cards to Report to find errors, then return

                       to Step 6 to make corrections

 

  _____  10. Print Check Register.

                    - Compare total Regular and Overtime Hours to the Input Register.

                    - Check Miscellaneous Additions and Deductions.

                    - Check that the Net Pay Amount for Prepaids equals the Actual Check Amount.

                    - Keep this report to balance at month-end.

 

 

 

 

  _____  11. Print Payroll Checks.

                    - Make sure that the FIRST check number on the Check Register is the same as the FIRST

                       Check that will print. Checks DO NOT advance. They start printing where they are

                       lined up in printer.

 

Opt.____ 12. Print Certified Payroll Reports, if you have jobs requiring them.

 

  _____   13. Print Labor Distribution by Job. (Keep this report to balance costs at month-end.)

 

  _____    14. Payroll Updates to Master Files

 

                    - VERIFY THE DATE OF LAST UPDATE AND DATE OF THIS UPDATE.

                   

                    - Time Card Hours are AUTOMATICALLY SAVED to an ARCHIVE file. (Moves hours & salary

                       input into an ARCHIVE and removes them from the input.)