Payroll Processing (New UI) w/ TLM

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To complete any of the Payroll Prep steps below click on the image21.pngJust checking the box  to the left of the words does not complete the step - you must click the words

  1. From your Dashboard select  Process Payroll > Next Scheduled Payroll image1.png
  2. The next scheduled check date will be listed, click the image23.jpg to go to the Payroll Prep Process
  3. In the image28.jpg  section, click image19.jpg to add any new hires to payroll or click on image35.jpgto make any last minute changes to employees (ie: rate changes, profile changes, benefit plan changes, etc...)
  4. Select image22.jpg to prepare your timesheets to pull into payroll 
    1. There will be TIME PREP steps to complete for each pay period you have
  5. Select image24.jpg and image11.jpg to approve any remaining requests or changes for this payroll
  6. Select image26.jpg to review any timesheets not previously approved by managers and to give a final approve as an Admin
    1. In this report you want to review the Approval State column. If the Approval State is still ‘Open’ the employee may need edits to their timesheet, it has not been signed off by their Manager. Once a Manager has completed their final step of approving timesheets, the Approval State should be ‘Approved’
    2. If utilizing Workflows for Timesheet approval and the prior approval step is not completed, the Admin will receive an error message “Cannot approve all timesheet(s) due to approval workflow.” To override approval, navigate to Manage Time > Manage Timesheets > All Timesheets and approve employee’s timesheet from there image7.png
    3. If utilizing Workflows for Timesheet Change Requests an error will display when attempting to approve a timesheet with unapproved Timesheet Change Requests. These requests should have been approved in the prior step image11.jpg image4.png
  7. Select image25.jpg to calculate all timesheets and apply rules for Overtime, Double Time, etc
  8. Select image29.jpg to gather time and prepare it for payroll. This step maps the hours recorded on the timesheet to earnings codes in payroll.
  9. Select image27.jpg to review time that is going into payroll
    1. It will notify you of any last minute errors
    2. Employees will be listed multiple times in the report to list all Regular, OT, DT, Sick, Vacation, etc hours on their timesheet
  10. Select image30.jpg to lock pay period and uphold the integrity of your historical data. This will stop employees from submitting any further Timesheet Change Requests or Time Off Requests for that pay period
  11. Select image2.png in the top left to go back to your Payroll Prep Processing steps
  12. Select image31.jpg to create all Pay Statements, bring in all salaries, scheduled earnings/deductions, and employee tax settings. 
    1. In Initiate Payroll window ensure the options in red are selected. (You also have the ability to create a Pay Stub Note to appear on ALL Pay Statements, which is highlighted in yellow as it is optional)                  image34.jpg
  13. Select image32.jpg . This step will bring in data from timesheets
    1. Check the box to select the pay period image3.jpg
    2. After checking the box, select the image33.jpg button in the top right corner
    3. Review any errors/results, then selectimage2.png , this will bring you back to the                          Payroll Prep Process steps
  14. Select image14.jpg (You will always at least have two batches to view) image13.png
    1. Regular Earnings Batch: This houses salaries, and all other scheduled earnings/deductions from the employee’s profile 
    2. Synced Time Batches: These will be named by the date of sync with the username attached. This houses all data from timesheets DO NOT EDIT. If something is incorrect, you will need to delete this batch and resync your timesheets
    3. If no edits are needed to hours or scheduled E/Ds, select image2.png to return to the Payroll Prep Process steps
    4. If you go into the batch to view it, this will open it. The batch then must be closed. Select the checkboxes to the left of the open batches, and click image15.png at the top right. Then Select image2.png to return to the Payroll Prep Process steps. 
  15. Select image16.jpg to make individual edits to Pay Statements (ie: double up on scheduled deduction or adding a bonus to one or two employees)
    1. Click on the image17.jpg to edit individual checks. Be sure to image18.jpg (in the top right) after editing each check
    2. Once all edits are complete, select image2.png to return to the Payroll Prep Process
    3. Select image20.png to ensure proper calculation of taxes, rates, and deductions
  16. Select image6.jpg to clear any payroll alerts. These can be assigned on an individual employee basis or can be a company-wide alert (ie: terminated employees receiving a check)
  17. Select image8.png - Next to Pre Process Payroll - to lock all Pay Statements
  18. Select image9.jpg to see the total payroll values by earnings, deductions, and tax codes
  19. Select image12.png to bring all accruals up to date (if applicable - accruals based on hours worked) image5.png
  20. In the image10.jpg section, review reports to ensure the accuracy of your payroll before submitting 
    1. It’s a best practice to review the Employees Not Paid report, the Payroll Register report, and the Payroll Recap Funding report
  21. Select Submit Payroll to complete payroll