Payroll Processing (New UI - Multi EIN) w/ TLM

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To select any of the Payroll Prep steps below, click on the2020-11-04_10h31_34.png. Just checking the box does not complete the step. 

  1. From your dashboard, select the Process Payroll start widget2020-11-04_10h26_20.png
  2. The next scheduled check date will be listed, click the 2020-11-04_10h32_18.png  to go to the Payroll Prep Process
      1. Each EIN/entity will have a separate payroll to process. Review the Payroll Name column to choose the correct company’s payroll to complete  mceclip0.png
  3. In the EMPLOYEE RELATED FUNCTIONS section, click Hire New Employee(s) to add any new hires to payroll or click on Edit Employees to make any changes to employees (i.e.: rate changes, adding scheduled earnings/deductions, profile changes, benefit plan changes, etc.)
  4. Select  GO TO TIME PREP 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 PENDING TIME OFF REQUESTS and PENDING TIMESHEET CHANGE REQUESTS to approve any outstanding requests or changes for this payroll
  6. Select REVIEW TIMESHEET STATUS 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                                                                           mceclip3.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 PENDING TIMESHEET CHANGE REQUESTS                                      mceclip5.png
  7. Select REAPPLY PAY CALCULATIONS to calculate all timesheets and apply rules for Overtime, Double Time, etc
  8. Select PROCESS RECORDS to gather time and prepare it for payroll. This step maps the hours recorded on the timesheet to earnings codes in payroll.
  9. Select REVIEW RESULTS to review a report of hours that are going to be synced into payroll
      1. This step 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. Click LOCK PAY PERIOD to lock the previous pay period timesheets 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 and not allow any edits (unless unlocked)
  11. Select  mceclip0.png in the top left to go back to your Payroll Prep Processing steps
  12. Select INITIATE PAYROLL to create all Pay Statements, this will bring in all salaries, scheduled earnings/deductions, and tax settings from the employee's profile. 
      1. In the 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)                                                                                                                                                                      2020-11-04_10h35_58.png
  13. Click SYNC TIME, this step will bring in data from the timesheets
      1. Check the box to select the pay period
      2. After checking the box, select the 2021-01-15_10h28_33.png button in the top right corner2021-01-15_10h28_13.png
      3. Review any errors/results, then select mceclip0.png, this will bring you back to the Payroll Prep Process steps
  14. Select ADD/EDIT BATCHES (You will always at least have two batches to view):                                                         mceclip6.png
    1. The Regular Earnings Batch this houses salaries, other scheduled earnings/deductions, and taxes
    2. The Synced Time Batch this 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 mceclip0.png to return to the Payroll Prep Process steps
    4.   If edits need to be made, open the Regular Earnings Batch:                                                                                                                                               
      1. Select the 2020-11-04_10h38_51.png icon to open the batch for edit
      2. Enter all Regular, Overtime, Double Time, etc earnings that need to be added to the employee's check
      3. Deductions can also be mass added/edited by choosing 2020-11-04_10h39_34.png and bringing in the deduction columns to your batch    2021-01-15_10h04_49.png                    2021-01-15_10h06_33.png
      4. Once hours/amounts are entered select 2020-11-04_10h39_59.png
      5. Review ‘Totals’ along the bottom for accuracy
  15. Click 2020-11-04_10h40_17.png once all edits are complete and saved
  16. Select mceclip0.png to return to the Payroll Prep Process steps
  17. Select ADD/EDIT PAY STATEMENTS to make individual edits to Pay Statements (i.e.: double up on scheduled deduction or adding a bonus to one employee)
      1. Click on the mceclip1.png to edit individual checks. Be sure to click 2020-11-04_10h41_26.png (in the top right) after editing each check
      2. Once all edits are complete, select mceclip0.png  to return to the Payroll Prep Process
      3. Click Recalculate Pay Statements to ensure proper calculation of taxes, rates, and deductions
  18. Select SIGN-OFF OPEN ALERTS to clear any payroll alerts. These can be assigned on an individual employee basis or can be a company-wide alert (i.e.: terminated employees in payroll)
  19. Click CLOSE PAYROLL to lock all Pay Statements
  20. Select CHECK YOUR TOTALS to see the total payroll values by earnings, deductions, and tax codes
      1. Click the mceclip2.pngicon next to each deduction, earnings, or tax to review which employees received those wages/deductions/taxes
  21. Within the RUN ACCRUALS step, click Execute Accruals to bring all accruals up to date (will only be applicable if the accruals are based on hours worked                                                                                     mceclip7.png
  22. In the VIEW PAYROLL 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
  23. Select SUBMIT PAYROLL to complete payroll
  24. Click mceclip0.png to continue processing payroll for the next EIN/entity
  25. Repeat steps 2-23 for each remaining EIN/entity