Payroll Procedures

This procedure allows you to complete general tasks in Payroll. The following procedures are presented in the sequence in which they are to be used within the Payroll module.

 

Make a copy of this report for each pay period so that you can check off the steps as they are competed.

 

PAY PERIOD NUMBER __________________

  1. Employee Master File Maintenance  (PAY-3-1) Add and delete employee records to the EMPLD File.  Update data, such as number of exemptions, etc.  This file is the focal point of the entire payroll and must be kept up-to-date.  When adding new employees, you may also set up the Cafeteria and 401(k) percentage distributions.

  2. Time Card Input  (PAY-1-1) Before time card hours are entered, temporary changes can be made to an employee’s master file by overriding data displayed on screen.  The percentage distribution of the Cafeteria plans can be overridden.  Employee regular, overtime, sick, vacation, holiday, and other hours can be entered up to as many as nine jobs.  Up to five regular checks can be issued to an employee in one pay period.  Two manual checks may also be issued.  Two voided checks are permitted in one pay period for each employee.  Gross pay is calculated automatically.

  3. Input Register Listing  (PAY-4-1-1) Check that the hour and pay distribution are correct.  Make any payroll changes by deleting the entries through Time Card Deletions (#4 on the Data Entry Menu) and re-entering the pay records using the appropriate Data Entry Menu selection.  Reprint the Input Register.

  4. Payroll Tax Calculations  (PAY-4-1-2) This calculates tax deductions and net pay.  Always re-run this program after any time card deletions or additions have been made and the Input Register Listing has been run.

  5. Preliminary Payroll Register  (PAY-4-1-3) Changes to Payroll may still be made by deleting entries through Time Card Deletions and re-entering the pay record.  If changes are made you must repeat Steps 3 - 5. Note: Once you proceed to the Step 6, you may no longer change any of the payroll date. Do not proceed until the Preliminary Payroll Register is completely accurate.

  6. Update Pay/Employee Files  (PAY-4-1-4) When you are confident that the Payroll is complete and accurate, the Update must be run.  This updates the YTD and QTD figures in the Employee’s Master file.  The program does not produce any output for the printer.  (This step must be run once.)

  7. Print Payroll Checks  (PAY-4-1-5) This prints all payroll checks for the pay period.  The system asks for beginning check number.  (This beginning check number is used for the alignment pattern.)

  8. Final Payroll Register/General Ledger Posting  (PAY-4-1-6) After check printing is complete, the Final Register must be run.  This gives you a printout of the Final Payroll Register with check numbers.  (This report should be saved each payroll period.)  When the General Ledger Interface is activated, the General Ledger is updated.  A General Ledger Posting and Error Report prints.

  9. QTD And YTD Earning Report  (PAY-4-1-12) Run this report each pay period, once for quarter-to-date and once for year-to-date.

  10. Employee Master File Listing - Expanded  (PAY-4-2-2) This report may be printed at any time upon request.  The expanded Employee Master File is updated whenever the Update Pay/Employee Files is run.  (The Employee Master File Listings should be run as needed.)

  11. Labor Distribution Reports  (PAY-4-1-7,8,9) May be printed anytime after Time Card Input.

  12. Check Register  (PAY-4-1-13) Prints a register of all written checks in check number sequence. If you are using the Cafeteria plan or 401(k), run:

  13. Cafeteria Deduction Listing  (PAY-4-1-11) The report lists (by company and department) each employee number, employee name, and a dollar amount for each cafeteria deduction according to what percent is allocated to each cafeteria deduction.  There are department totals, company totals, and a report total for each cafeteria deduction.

  14. 401K Distribution Report  (PAY-4-1-10) The report lists (by company and department) each employee number, employee name, and dollar amount for each 401(K) contribution.  The distribution of that contribution based upon the employee’s distribution percentages at the time of time card entry is also listed along with the employer’s matching amount.  The percentage of match is calculated  for each distribution up to the employer specified percentage match limit.

  15. Purge Labor File   (PAY-3-15) This purges selected pay periods from Labor Distribution File.  LMS recommends that you purge data for all but the last three pay periods (i.e., if this is pay period 17, purge period 14).

  16. Purge Pay File  (PAY-3-16) This purges selected pay periods from the Payroll Transaction Data File.  LMS recommends that you purge data for all but the last three pay periods (i.e., if this is pay period 17, purge period 14).

Please call La Crosse Management Systems, Inc. if you have any questions.  We appreciate your calls.  (608) 784-8400.