MUNIS PAYROLL INSTRUCTIONS To Start Payroll:
Click on Payroll Processing Function Click on Payroll Start/Status
PAYROLL STATUS/START/CHANGE – Payroll Setup & Run Status Screen Click Start
Click Start
Select the run type (Semi-Monthly) Type in the payroll date for the warrant
Tab to Payroll begin and end dates and enter correct dates
Tab to Payroll Check Date (add date-should be same date as warrant date) Tab through and fiscal year will populate
Click OK (green check mark)
File exit back to Payroll Start and Status
GENERATE EARNINGS/DEDUCTIONS (Do not generate for Misc. Payrolls) For each employee found, based on the input selection criteria, the system reads Employee Deductions and Employee Recurring Pay, applies deductions against gross, and calculates net.
Click “Generate Earnings & Deductions” Click yes continue payroll processing Click Define – verify dates
Click Payroll Periods Tab and Click the appropriate payroll (semi-monthly) and which cycle you are processing (1 or 2) 1st payroll of the month or 2nd payroll of month. Click Execute - when complete click File Exit (takes about 5 minutes)
PULL IN TIME & ATTENDANCE
Go back to Payroll Processing menu. Go to B. “Time & Attendance” Time & Attendance Entry
Import
File: Browse (Choose file to import) Time Entry Form
Delimeter = the pipe symbol Date default is ok
Accept Enter
“Resume” lets you look at the records coming from import, but, you don’t have to. Add Batch (employees using self service)
OK
Green Check
Find Pending (on left side of screen) pulls in leave that was entered in Employee Self Service (ESS) LOAD List PDF Print Close Screen Verify (batches)
Is this batch approved for posting? Yes Select MOVE (moves batch into payroll) EXECUTE
Continue with Payroll and add to previously generated data? Continue
PDF (Time & Attendance Detail) OK
Print PDF (Time & Attendance Records to Payroll) Yes
Message “There are accrual overages….. Detail
Accrual overages Report PDF
DOCK PAY SCREEN Define
Check “Use Auto Dock Pay Type” Select “899 Dock Pay”
Green Check EXECUTE
Go to EDFM for current payroll and verify Time Attendance file pulled into current payroll.
Sub coordinator can then enter her sub payroll batch
EARNINGS/DEDUCTIONS FILE MAINTENANCE (EDFM) Click to open
Click Browse and Yes, continue to pull in everyone Click Jump and enter employee ID# or name
Click update, add, or delete – depending on whether you want to update a record (make changes), add, or delete.
Make any necessary changes here. If a deduction amount should be changed, click the tab “Withholding.” If you need to change, add or delete pay, click on “Pay” tab.
You can run various reports from EDFM to check for employees omitted from social security, medicare and federal withholding. You can also check for anyone with “0” net pay or for anyone who has an unusually high net or gross pay. Be sure to click “printer”
button on tool bar to see if there are any errors in EDFM.
After all corrections and adjustments are made: EARNINGS/DEDUCTIONS PROOF
Continue with this payroll process Click yes, continue
Click Define Proof Option
Click Final Proof (Look at bottom of report and see if there are any checks.) If so, search and find out who has not been set up with Direct Deposit.
Run search on “Undefined Account” and “Desc” When all corrections are made
Proof Option (A- Final Proof) Print Final Proof (PDF)
VENDOR SELECTION/PROOF
We do not use this option. This option automatically sends file to Accounts Payable to print vendor checks.
UPDATE EMPLOYEE FILES
This updates permanent employee files for the current payroll. Accrual balances are updated, check history, etc.
Reverse-Update command on the menu is used if errors are found or the update was done inadvertently. Reverse-update erases history records and backs out accumulator
adjustments. You can correct EDFM, re-run the final proof and then update employees again.
Click Update Employee Files
Click yes to continue Payroll Processing Click Update employees
Click File Exit
PRINTING PAYROLL ADVICES (Do not Print until late afternoon) Run after Update Employee Files and before GL Distribution Journal/Update.
An advice (direct deposit) is similar to a check and is printed instead of a check and are non-negotiable. We do not maintain copies of pay advices in the central office.
Click to print the payroll direct deposit advices
Verify dates, check/advice format – x-Export, click reformat for Tyler forms Click Print Checks/Advices
Spool file (do not print at this time) Do re-print in afternoon (around 3:00 pm)
Select correct printer (fmDDGPPF - TF17) (pay advices will begin being distributed by email after this function is complete)
ADVICE REGISTER Click Advice Register
Click yes to continue Payroll Process
Click Define and enter correct information (already defined) Click Register and select printer (PDF)
Click Bank Report and select printer (PDF) Click File Tape and look at media location path File Exit
Go to Live Spool File and search for “mprddeposit”
This will be the direct deposit file that you need to send to WB&T
Go to bank website and transmit file. If unable to transmit file download file to CD and take to bank
DIRECT DEPOSIT FILE Click Direct Deposit File
Click yes to continue Payroll Process
Click Define and enter correct information (already defined) Click Register and select printer (PDF) and file exit
Click Bank Report and select printer and file exit Click File Tape and look at medial location path File Exit
PRINTING CHECKS
We do not use this option; all employees are on direct deposit. You can run a Misc. Payroll and print an actual check, if you have to.
CHECK REGISTER
We do not use this option (no checks to print), unless you ran a Misc. Payroll DEDUCTION MAG MEDIA & REPORT
DETAIL EARNINGS/DISTRIBUTION REPORT
Prints a report by location and org code of employee salary expense and/or employer share of deductions. Sorts by expense account org/obj with option detail for employees. If employees are split amount orgs, they’ll be listed multiple times.
Click Detail Distribution Report
Click Define and OK (Full Acct/Emp Name) Click print and select printer (PDF)
Click File Exit
G/L DISTRIBUTION JOURNAL/UPDATE Creates journal entries for the expenses and liabilities
This program can only be run after the UPDATE EMPLOYEES FILES routine has been performed
Fix option: Each invalid account number displays, allowing a correct number to be typed in.
Click G/L Distribution Journal Update Click yes to continue Payroll Processing Click Define and enter or verify information
Click OK and print if there are any errors, you can use the fix feature and correct and re-run.
Click Output Post
Print report (this is the report you will need to pay payroll taxes) Payroll is complete at this point.
DETAIL STATE ANDLOCAL TAXES We do not use this option.
DEDUCTIONS REPORT BY TYPE
We do not use this step when completing the payroll steps, but, you may go back to this when you begin preparing your requisitions for deductions payments.
SEND ACH FILE TO WILSON BANK AND TRUST See separate instructions.
