Payroll Processing

Payroll Processing is the core function of generating employee pay. This guide covers the complete workflow from creating a payroll run to publishing final results.

Payroll Processing Overview

The payroll processing workflow consists of:

1. Create - Initiate a new payroll run
2. Generate - System creates entries for all roster employees
3. Review - Verify calculated amounts
4. Adjust - Make corrections if needed
5. Publish - Finalize and lock the payroll

Payroll Run List

Viewing Payroll Runs

1. Go to Payroll > Processing
2. View all payroll runs
3. Filter by status, roster, or period
4. Click a run to view details

Payroll Run Information

Creating a Payroll Run

Step 1: Navigate to Create

1. Go to Payroll > Processing
2. Click Create Payroll Run

Step 2: Enter Payroll Details

Step 3: Process Payroll

1. Click Process
2. System generates entries for all employees in the roster
3. Payroll status changes to Draft

What Happens During Processing

The system:

1. Retrieves all employees from the selected roster
2. Looks up each employee's setup for the payroll type
3. Creates a Payroll Entry for each employee
4. Copies setup amounts to Entry Items
5. Calculates totals (gross, deductions, net pay)
6. Generates control number

Payroll Run Details

Viewing a Payroll Run

1. Click on a payroll run from the list
2. View the summary and employee entries

Run Summary

Run Totals

Payroll Entries

Viewing Entries

Each payroll run contains one entry per employee:

Entry Details

Click on an entry to view:

• Employee information
• All payroll items with amounts
• Breakdown by category
• Calculated totals

Editing Payroll Entries

When to Edit

• Correction of calculation errors
• One-time adjustments
• Pro-rated amounts
• Special deductions or allowances

How to Edit

1. Open the payroll run
2. Click on the employee entry
3. Click Edit
4. Modify item amounts
5. Save changes

Editable Fields

Edit Restrictions

• Cannot edit published payroll runs
• Cannot change structural information
• Changes only affect the current run
• Does not update employee setup

Important: Editing an entry only affects the current payroll run. To make permanent changes, update the employee setup.

Payroll Status Workflow

Pending → Draft → Published
              ↘ Cancelled

Status Definitions

Publishing Payroll

Before Publishing

Verify the following:

How to Publish

1. Open the payroll run
2. Review all entries
3. Click Publish
4. Confirm the action

After Publishing

• Status changes to Published
• Published date/time is recorded
• Run becomes read-only
• Entries cannot be modified
• Reports can be generated

Warning: Publishing is permanent. Ensure all entries are correct before publishing.

Deleting Payroll Runs

When to Delete

• Test runs that should be removed
• Incorrectly created runs
• Duplicate processing

How to Delete

1. Open the payroll run
2. Click Delete
3. Confirm the action

Delete Restrictions

• Cannot delete published runs
• Cannot delete cancelled runs
• Action cannot be undone

Previewing Payroll

Payroll Preview

View a preview of payroll output before publishing:

1. Open the payroll run
2. Click Preview
3. Review the formatted payroll register

Recapitulation Preview

View a summary preview:

1. Open the payroll run
2. Click Recapitulation Preview
3. Review totals by payroll item

Payroll Reports

Available Reports

Generating Reports

1. Open the payroll run
2. Go to Reports
3. Select report type
4. Configure options
5. Generate and download

Payroll Ledger

The payroll ledger provides a detailed accounting view:

1. Go to Payroll > Processing
2. Click Payroll Ledger
3. Select the payroll run(s)
4. View ledger with account code mapping

Tax Computation

Viewing Tax Calculations

1. Go to Payroll > Processing
2. Click Tax Computation
3. View withholding tax details by employee

Tax Information

Best Practices

Before Processing

• Verify roster membership is current
• Confirm employee setups are complete
• Check for new hires or separations
• Review any rate changes

During Review

• Compare with previous payroll runs
• Verify unusual amounts
• Check for missing entries
• Confirm deduction accuracy

Before Publishing

• Generate preview reports
• Have a second person review
• Verify totals match expectations
• Document any adjustments made

After Publishing

• Generate all required reports
• Archive copies for records
• Submit remittance reports
• Prepare for next pay period

Common Issues and Solutions

Issue: Employee Missing from Payroll

Possible Causes:

1. Employee not in roster
2. No employee setup exists
3. Setup year doesn't match

Solutions:

• Add employee to roster
• Create employee setup
• Verify setup matches payroll year

Issue: Amounts Are Incorrect

Possible Causes:

1. Setup amounts are wrong
2. Calculation error
3. Rate tables outdated

Solutions:

• Review and correct employee setup
• Delete and reprocess payroll run
• Update rate tables

Issue: Cannot Edit Entry

Possible Causes:

1. Payroll run is published
2. Permission restrictions
3. System lock

Solutions:

• Published runs cannot be edited
• Contact administrator for permissions
• Wait for system lock to release

Issue: Cannot Publish

Possible Causes:

1. Validation errors exist
2. Missing required information
3. Permission restrictions

Solutions:

• Resolve validation errors
• Complete all required fields
• Contact administrator for publish access

Issue: Duplicate Payroll Run

Possible Causes:

1. Processed same roster twice
2. Different users created runs

Solutions:

• Delete the duplicate run
• Coordinate with team on processing assignments
• Use reference numbers to track

Processing Checklist

Pre-Processing

• Roster membership verified
• Employee setups complete
• Rate tables current
• Previous period published

Processing

• Correct roster selected
• Correct period entered
• Processing successful
• All employees included

Review

• Totals verified
• Entries reviewed
• Adjustments documented
• Preview generated

Publishing

• Final review complete
• Approval obtained
• Published successfully
• Reports generated