payroll troubleshooting presented by bronwyn betts
TRANSCRIPT
Payroll Troubleshooting
Presented by Bronwyn Betts
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Presentation ContentsHere’s the game plan for today!
1 OMG!
Determining the Best Way to Correct Payroll and Dates
Data Flow
Corrections During Payroll Processing (Unposted P/R)
Voiding Checks
Simple Corrections of Posted P/R
Advanced Corrections of Posted P/R2
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OMG!!(and other explanatives!)
1 First – Don’t Panic!
2 Determine what is wrong, who it affects, how often is it happening, and how to correct the issue (remembering that easiest is not always the best avenue)
3 Act with a backup in place.
Various Ways to Correct PayrollKnowing how to fix problems before they happen can guarantee a win!
1 Voiding a P/R Check
Reversing a Timecard
Current Adjustments
History Adjustments
General Ledger Journal Entries
Job Journal Entries (Rarely Used)
Payroll Correction Feature
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Payroll Integration with other ModulesKnow the Flow!
Payroll1
Upon posting payroll, all payroll
reports are available on the
posting (check) date.
General Ledger2
General ledger reports
(financials) are instantly updated,
most commonly, on the payroll
posting date.
Job Costing3
Job costing reports are instantly
updated with the payroll
information, most commonly on
the payroll posting date.
By simply posting your payroll,
a total of three modules are
updated!
Payroll Integration with Other ModulesKnow the Flow!
Payroll1
Upon posting PR, all PR reports
are available on the Posting
(check date)
General Ledger2
Choosing to correct a payroll
posting through a G/L journal
entry will update G/L reports.
Job Costing3
Job costing may or may not be
updated based on the G/L journal
that was used. Some journals
allow you to identify the jobs. If
they do, then J/C reports are
updated.
By simply posting your payroll,
a total of three modules are
updated!
Payroll Integration with Other ModulesKnow the Flow!
Payroll1
Upon posting PR, all PR reports
are available on the Posting
(check date)
General Ledger2
Choosing to correct a PR Posting
through a GL journal entry will
update GL reports.
Job Costing3
Job costing journals may be used
to correct P/R, but that is highly
inadvisable if you do Over Under/
WIP/ or production reporting.
By simply posting your payroll,
a total of three modules are
updated!
Corrections During PayrollFixing right away!
1 Updating maintenance does not change what you put in the timecard. Correct timecards!
Union fringes, locals, and departments can “stick.” Delete timecards or affected lines and reenter/recompute.
If you make a change and recompute and you do not see the change, purge computed payroll (not timecards).
Check less than zero? – If there are not enough hours for Misc. Deduction, use the current adjustment feature
G/L not defined? Think of any new item and check that the G/L is set up.
Checks did not print correctly? Don’t answer “YES” to the question, “Are all Checks/Direct Deposits correct”
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Voiding Checks
1 Pay period must be set to the dates when the check was cut.
Post date must be either the same date as originally cut or posted to upcoming check dates. Do not use, “today’s” date, or taxes will be difficult to track.
After the voided check is computed, make sure the net adjustment is exactly the same amount as the original checks (just negative).
At the time you are entering the void, do not change the “Use Timecard History” setting. Leave it as “Yes.”
Don’t use a post date that is in a previous year or a previous quarter.
You cannot “reuse” a payroll check number as you can in A/P.
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Wrong G/L Account
1 You can do a simple G/L journal entry to move the money to the correct the G/L account.
Determine if this is a setup issue or a data entry issue, and if it will happen again.
Post GL Journal Entry on the same date that the payroll posted.
Keep in mind that G/L expense accounts can be overridden by P/R departments and/or cost codes.
Check your pre-check register for the G/L Register before posting the next payroll if you think the issue is or is not resolved.
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Wrong Miscellaneous DeductionsNot Section 125 or 401K related
1 Adjusting with the next payroll is the easiest method to fix. Use the Adjustment Genie for current payroll.
If the employee is terminated and you owe an amount, enter a timecard for negative 1 hour and positive 1 hour to the overhead job (2 separate lines). Compute and do the current adjustment to give a negative amount.
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Remember that a negative amount for a miscellaneous deduction gives money to the employee.
Wrong Miscellaneous DeductionsFor Section 125, 401K, IRA, SEP
1 If posted, you must adjust the difference through the Adjustment Genie.
While federal and state taxable amounts are corrected, the withholding is not adjusted.
Doing so will ensure that the taxable amounts and limits will be changed correctly.
If the employee is terminated and you owe an amount in Section 125, you may have to reduce the amount of the federal withholding to offset the FICA withholding.
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Payroll Correction Feature
1 Only needs a “Corr” misc. deduction and to be identified in the Payroll Control File.
This feature can be used even if there are current timecards in the system.
It can be used to make corrections for previous periods of time.
It can be used to correct multiple weeks of mistakes and it will track what is owed to employee(s) or owed by the employee(s).
It corrects certified payroll reports and union reporting correctly.
Preferable to only use one time per employee per week, so you should fix all known issues at one time.
Lovely feature when a union doesn’t give you pay rates/fringe rates for many weeks, or when an employee “forgets” to turn in a timecard.
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Payroll Correction Flow
Make sure you are in the same pay period letter. Dates are not an issue.
Payroll > Daily > P/R Corrections > Enter Corrections
Answer the question, “Have checks been distributed?” Applied to direct deposits also.
Enter the weekend date and employees to be corrected. Click [OK].
Choose to pay differences after taxes “By Check” or “Later.” If the employee owes money, always choose “Later.” Click “Report” and it will show you the difference owed.
Timecards originally entered will be offered up. You can delete a timecard, add a timecard, or modify an existing one. Click [Save & Continue], and repeat for next employee if applicable.
When all employee corrections are made, choose “Done” and “Yes” to compute the corrections.
Choose the employees to be corrected. Click [Next].
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Payroll Correction Flow
Print the Pre-Check Correction Register.
To post the correction, choose “Print Correct Paychecks and Deposits” even if you are not actually printing a check. This is where it is posted
Choose the date to which you want the taxes and difference to be committed. We recommend the upcoming payroll check date for tax reasons.
A check or a revised check stub will be available to print. Do so and adjustments will be posted.
During the next normal payroll, enter current timecards. When you compute, a message will pop up to advise you that you can give back or take from the employee at that time.
Repeat the entire process if corrections span multiple weeks.
All differences due to or from the employee(s) are banked in the “CORR” misc. deduction.
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