Process your payroll, establish reports, and update your records in the Payroll Processing module. This module is the core of the Instant Payroll application.
Objectives
In this lesson, you will learn to: Control Payroll Dates
Enter payroll hours through Paycheck Entry Enter payroll hours through Quick Entry Select standards reports
Specify the frequency of a report run Add one-time-only reports
Void previously issued checks Perform Bonus runs
Perform Update runs Perform Adjustment runs
Preview and verify gross to net totals before submitting the payroll
Payroll Header
When you select the Payroll Processing module, the first screen that displays is referred to as the Payroll Header.
When beginning a payroll process however, the Payroll Header only displays a blank
Payroll Data section and a blank Employees to be Paid section with Save and Cancel
options above if a Payroll Schedule has not been set up. The function options only display after you establish a Payroll Header.
Payroll Header Set up
Figure 1 - Payroll Header Set up Screens with Payroll Header
To display the other options, a payroll header must be defined. A payroll header is designed by entering and saving a Period Begin Date, Period End Date, Check Date, and specifying the employees to be paid. This does not mean you must run this process as you are defining the payroll run. When you save the Payroll Header, the screen refreshes and displays the following options/functions:
Quick Entry: This displays the customized Quick Entry Screen. A list of all active
employees is displayed in the sorting order you chose in the Employee List module. Use this screen to streamline the entry of payroll hours and earnings.
Paycheck Entry: Allows you to enter payroll data employee by employee. Void Check Entry: This allows you to void checks.
Check Calculator: This brings you to the check calculator feature that is explained later.
Payroll Schedule: Allows you to establish your payroll header dates. You are prompted
to enter payroll dates for two consecutive payrolls. After those dates are established, you can view the next 12 months of scheduled run times. When you submit a payroll, the Payroll Header dates automatically populate for the next payroll.
Time clock import: Only applicable if you have a time clock interface established. Validation report: Displays a new window that displays each employee who had
earnings entered and is paid in this payroll run. Displays the employee number, employee name, descriptions of earnings, number of hours entered and/or earning dollars entered, division/department/job, and a source (indicates if entry was an Auto Pay entry.
Payroll Totals: This option allows you to verify the total hours and earnings entered
before submitting your payroll for processing.
Payroll Header Payroll Data
Payroll Type drop-down menu
Regular: Most payrolls you process are regular type payrolls. A regular payroll type
pays all salaried employees, as well as process any hours entered for hourly employees. Manuals (posting entry, no check created), Issues (supplemental employee posting, creates check with payroll) and Voids are also included.
Figure 2 - Payroll Type Drop-Down List
Bonus: If you want to create a special type of payroll (for example, Holiday Bonus),
select Bonus from the drop-down menu next to Payroll Type. By selecting this type of payroll, the system automatically blocks the calculation of federal withholding tax, state withholding tax and does not pay any Auto Pay hourly employees or salaried employees. This type of payroll streamlines the process of issuing a bonus.
Update: Use this option to save changes to the database before a payroll run. When
you change a value in Instant Payroll, the value is saved in the application. Changes are not updated to the file until the information is sent to database during a process run (for example, a payroll). If information must be saved to the database before a payroll run, use the Update process. This is necessary when using Paycheck Calculator with new employees. Processing an Update run deletes any voids, manuals, issues checks, etc. entered in a defined pay run. Refer to the Check Calculator for additional information.
Adjustment: Use this option to correct or amend an existing payroll process. This type
of payroll only processes Manuals, Issues, and Voids. No entry is allowed in Quick Entry, and the Auto Pay feature of hourly and salaried employees is ignored.
Note: Contact your local branch for more information regarding adjustment payroll runs. There are tax and banking implications whenever adjustments are run.
Period Begin Date: The starting date of the process, and cannot be more than 32 days
in the future.
Period End Date: The process run end date. It cannot be more than 32 days in the
future.
Check Date: Must be either the same as the current date or no more than 31 days in the
future. The check date cannot be more than 31 days greater than the end date or 31 days less than the end date.
Note: If your check date falls on a banking non-business day, remember that direct deposits are not available until the next banking business day.
General Ledger Accrual: If you use General Ledger, this field allows you to indicate the
portion of your payroll to post to the current month if the payroll crosses over to the next month. The value is retained until the payroll is submitted, then the value resets to the default value of blank.
Checkbox Options
No Direct Deposit: Selecting this feature allows you to stop direct deposit for all of your
employees for this payroll run. All employees receive live checks for this pay period. The checkbox clears automatically on the next payroll.
No Deductions: Selecting this feature allows you to block all voluntary deductions in the
system on each employee record for this payroll process. For example, you are creating a bonus type payroll for your employees. Since this bonus payroll is not part of your regular payroll schedule, you need not withhold voluntary deductions from your employee’s pay. The checkbox clears automatically on the next payroll.
Figure 3 - Payroll Header, Payroll Run Dates
No state tax withheld: This feature is only available in a Bonus Payroll Type. It is
automatically selected on a Bonus run to block the calculation of all state taxes on your employee’s bonus checks. You cannot clear the check mark. The checkbox clears automatically in the next payroll.
Do not pay salaries: Selecting this feature allows you to block all salaried employees
from being automatically paid. If this checkbox is selected, no salary employees receive a paycheck unless a manual entry is made. The checkbox clears automatically in the next payroll. In a Bonus run, this is automatically selected and cannot be cleared.
Do not pay recurring earnings: Selecting this feature allows you to block all recurring
earnings from being automatically paid. If this checkbox is selected, no recurring earnings are paid unless a manual entry is made. The checkbox clears automatically on the next payroll. In a Bonus run, this is automatically selected and cannot be cleared.
Do not pay normal hours for hourly employees: Selecting this feature allows you to
block all automatic entry of normal hours on hourly employees from being paid. If this checkbox is selected, no hourly employees receive a paycheck unless a manual entry is made. The checkbox clears automatically on the next payroll. In a Bonus run, this is automatically selected and cannot be cleared.
Employees to be Paid
By clicking any of the following, you authorize the system to make employee records available to you for this pay period. Employee pay frequencies are individually assigned in the Employee List module, Employee Information option.
Weekly
Bi-Weekly
Semi-Monthly (twice a month - typically the 15th and 30 th
) Monthly
Quarterly
Annually
Rebuild Payroll: This option allows you to discard an entire payroll before it is submitted
for processing. Use this option to delete all previous payroll entries for this pay period. For example, you start entering payroll information and discover that you are using last week’s payroll data. Click this option and the system clears all regular entries from Quick Entry or Paycheck Entry.
To define a payroll run (Regular, Update, Bonus, or Adjustment)
Use the steps in this procedure to create a process for a Regular, Update, Bonus, or Adjustment run. Assumption: a process has not been defined and the payroll header has
Save and Cancel options only.
1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Select the Payroll Type from the drop-down menu.
3. Enter the Period Begin, Period End, and Check Dates.
4. Select any appropriate checkbox options in the Payroll Data table.
5. Select any applicable (at least one) checkbox option in the Employees to be Paid table.
6. Click Save to save the changes or Cancel to exit without saving.
Group Codes
Group codes allow you to pay different employees with the same pay frequency. Use group codes to indicate which employees are included in a payroll (similar to pay frequency).
Example: Pay by region
Biweekly employees on the West Coast are paid the 1st and 3rd week of the month. Biweekly employees on the East Coast are paid the 2nd and 4th weeks of the month.
If two or more active group codes are used, the Payroll Group field displays with a drop- down menu. This field is required.
Important: Group codes can only be created by Advantage. Please contact your Client Support Representative to use this option.
The All Employees option works the same way as the pay frequency options. When All Employees is selected, employees not included in a group code are not included in the
payroll or in the Quick Entry and Paycheck Entry screens.
Select Reports
There are over 100 payroll reports available to you. The Select Reports feature allows you to specify which reports you require for all future payrolls. You can also select specific reports for individual payroll runs.
Figure 4 - Payroll Processing, Reports
Report Frequency
Report Code: Internal report code
Report Description: This is a brief text description of the report.
When you establish your Instant Payroll account, the Client Bill (CUR-BIL) and Payroll Register (CUR-REG) are automatically active for each payroll run. You can change these settings.
The reports you select in this table are available to you after your payroll completes processing. Log in to Instant Payroll, then select Reports from the home screen or the Menu Options drop-down menu.
Note: Some reports can have a nominal fee attached to them. If you select a report with a fee, you are billed for those reports when your payroll processes. For more information regarding charges for these reports, contact your local office before selecting additional reports. Potentially billable reports are marked with an * before the report description.
Frequency: You can specify that a report is available for a payroll run on This Payroll
only, Every Payroll, Last Pay of the Month, Last Pay of the Quarter, or Last Pay of the Calendar Year. The application’s calendar knows when to process the periodic reports.
This Payroll: This checkbox is automatically selected if the report is due to run on the
current payroll period. For example, if you select a frequency of Last Pay of the Month, this box is cleared until you run the last payroll of the month. If you select a frequency of Every Payroll, this box is always selected. You can also manually select and clear this box to override the selected payroll frequency. You cannot override a frequency if the report runs at a specific time - Annually, Quarterly or Monthly. If you attempt to select such a report, you receive an error message and the check is removed.
Quantity: You can select up to five copies of a report be printed; or you can select the
report be available as online copy only. Any report set up as online copy only does not print in the local office when your checks and reports print, but can be viewed online. To select or cancel reports and run frequency:
Use the steps in this procedure to select reports. If you want to update your selected reports without running a payroll, you can select to do an update run.
1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Click Select Reports. For the Select Reports option to be available, you must have
a defined process run.
3. Select the appropriate Frequency for the Report Description you want. Select the top blank space in the drop-down menu to discontinue running the report.
4. Confirm the quantity.
5. Click Save to save the changes or Cancel to exit without saving. Reports sort alphabetically by frequency.
6. Click Payroll to return to the Payroll (previous) screen.
To select reports for a single payroll process
1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Click Select Reports. For the Select Reports option to be available, you must have
a defined process run.
3 Select the This Payroll checkbox of the Report Description you want. The check automatically clears after the current payroll is run.
Instant Payroll Reports
REPORTS LIST
CUR-BIL Client Bill: This report reflects payroll totals from Gross to Net. It also includes all payroll taxes,
employer paid benefits, fees, and bank debit amounts. This is the report received via e-mail when your payroll has processed.
CANTON Fiscal To Date Earnings/Deductions Combined: This report displays all employees’ fiscal
earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department.
CUR-WORK Input Worksheet: This organizer is used to document employee hours, earnings, and
changes on a per payroll basis.
CHK-REG Chk Hist Reg- All: This report shows the gross to net summary of each employee paycheck
issued on a per payroll basis for the current payroll.
CHK-REGQ Check History Register Current Quarter: This report shows the gross to net summary of
each employee paycheck issued on a per payroll basis for the current quarter. This report lists each employee on a separate screen.
CUR-125 Section 125 List: This report lists all employees who contribute to a Section 125 plan through
payroll deduction. It also lists the deduction amount by employee.
CUR-ADTS Audit List/Input Sequence: This report shows all employee changes made on the current
payroll.
CUR-ACH ACH Input List: This report lists all direct deposit activity for employees included in this payroll. CUR-CKRG Check Register: This report lists each employee, the check number and net amount of each
check for the current pay period.
CUR-CKRM Monthly Chk Register Prnt: If a Month to Date Check Register is needed, this report must
be selected.
CUR-DED Deduction Report: This report summarizes, by deduction heading on a separate screen for
each deduction, the employee deductions withheld this pay period. Deductions can be flagged to Not print on this report.
CUR-DEDA Deduction Report All: This report summarizes, by deduction heading on a separate screen
for each deduction, the employee deductions withheld this pay period. All deductions print.
CUR-DEDN Deductions Not Taken: This report summarizes employee voluntary deductions not taken for
employees as a result of insufficient net or no hours this pay period. This report allows the employer to track dollars owed by the employees and gives the employer the amount to collect in subsequent payrolls.
CUR-DEF * 401(k) Current/MTD: This report provides a listing of employees who contribute to deferred
compensation plans and/or are receiving contributions to their plans from you. These contributions are reflected based on the current payroll’s information and month to date information.
CUR-DEFY * 401(k) CURRENT/YTD: This report provides a listing of employees who contribute to
deferred compensation plans and/or are receiving contributions to their deferred compensation plans from you. These contributions are reflected based on the current payroll’s information and year to date
information.
CUR-DF2 * Old 401(k) Current/MTD: This report provides a listing of employees who contribute to
deferred compensation plans and/or are receiving contributions to their plans from you. These contributions are reflected based on the current payroll’s information and month to date information.
CUR-DFS * Def Comp CUR/YTD: This report provides a listing of employees who contribute to deferred
compensation plans and/or are receiving contributions to their deferred compensation plans from you. These contributions are reflected based on the current payroll’s information and year to date information.
CUR-DIR: Direct Banking Report: This report lists the bank’s Routing (TRI) Number and the employees
that had direct deposit to that bank. The employee information includes the Bank Account number, Amount, SSN, Employee Name, and Employee number. The report breaks for each different Bank Routing (TRI) number.
CUR-EDTE Current Earnings/Deductions Combined: This reports displays all employee’s current
earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department.
CUR-LIAB Current Tax Liability Report: Lists all payroll tax liabilities for this pay period including federal
withholdings, state withholding, social security (EE/ER), Medicare (EE/ER), federal and state unemployment taxes, and local taxes if applicable.
CUR-PRO2 Profile (Changes Only): This comprehensive Employee Profile is generated whenever
changes are made to an employee’s file.
CUR-PTO * Paid Time Off List: This report lists all active employees who participate in a paid time off
plan. It reflects, by employee, the type of plans, hours accrued, hours taken, balances available, and next plan date.
CUR-PTU * PTO - Used: This report summarizes, by employee, all paid time off hours used for each
benefit plan in the benefit year.
CUR-RCA Recap - Division: This report breaks payroll expense into debits and credits to help you post
your payroll to your general ledger/accounting system. The report is summarized by division.
CUR-RCAD Recap - Division by Department: This report breaks payroll expense into debits and
credits to help you post your payroll to your general ledger/accounting system. The report is summarized by division and department.
CUR-RCCA Recap -Company by Division: This report breaks payroll expense into debits and credits to
help you post your payroll to your general ledger/accounting system. The report summarizes your company by division.
CUR-RCCD Recap - Company by Department: This report breaks payroll expense into debits and
credits to help you post your payroll to your general ledger/accounting system. The report summarizes your company information by department.
CUR-REG Payroll Register: Summarizes all payroll activity for this pay period by employee.