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Overview – Payroll Procedures
As each company has its own specific set of procedures for processing payroll, procedures must be internally verified. A typical process for making basic and irregular payments through the CMiC Enterprise US Payroll module is given below.
Basic Pay Run Procedure
A regular pay run typically consists of the following steps:
1. Enter Hourly Employee Time in Timesheet Entry
Hourly employees require timesheet detail entry for the payment of payroll wages through the Timesheet Entry screen. For hourly employees, this means entering the hours worked on each job, for each day for the pay period specified. Please refer to the Timesheet Entry screen for details.
2. Enter Salaried Employee Time Against jobs in Timesheet Entry
Salaried employees do not require timesheet entry. It can still be done if the payroll costs associated with a salaried employee are transferred to a job or if they are paid for any nonstandard hours, or to record leaves. Please refer to the Timesheet Entry screen for details.
3. Print the Timesheet Edit Listing
The Timesheet Edit Listing displays the entries made in the Timesheet Entry screen. This listing is used to verify timesheet entries for pay periods prior to posting and can be printed as often as desired. Please refer to the Timesheet Edit Listing screen for details.
4. Print the Supporting Timesheet Reports for Further Verification
The Timesheet menu provides for supplementary verification reports that can be used as required. These reports include the Timesheet Exceptions report, Timesheet Missing Employee report, Timesheet Missed Days report, Daily Summary report, Overtime Summary report, and Pay Rates Overrides report.
5. Overtime Rules Processing
If using the Overtime Rules feature then this setup should be performed to re-allocate hours to overtime and double overtime where required.
6. Check Timesheet Listings.
If the listings appear correct go to step 7. If errors appear, return to Timesheet Entry, query the offending entries, and make the required changes before returning to step 3.
7. Post Timesheets for the Period in Timesheet Posting
The Timesheet Posting screen posts the direct time charged on the job using the charge out rate indicated in the Job Costing and General Ledger modules. Please refer to the Timesheet Posting screen for details on posting timesheets. The Timesheet Posting – GL Interface and Timesheet Posting – JC Interface screens may also be of interest.
8. Terminate Employees in the Terminations Screen
Make any employee terminations in the Employee Terminations screen. This screen allows the termination of single employees, a range of employees, or a list of employees. Please refer to the Terminate Employee screen for details.
9. Print Manual Checks
The Manual Checks screen can be used to print manual checks and manipulate their calculated values. Please refer to the Manual Checks screen for details.
10. Process the Payroll
Payroll Processing calculates the amounts that pertain to an employee’s pay for a particular pay period in a pay run. Posting does not take place in this procedure and this procedure may be run as often as desired prior to posting. Please refer to the Payroll Processing screen for details.
11. Print the Payroll Journal.
The Payroll Journal prints the details of employee’s earnings on the selected pay group/pay run for the period specified. The payroll journal only prints those items that affect net pay. Please refer to the Payroll Journal screen for details. If there are no adjustments or expenses, go straight to step 16.
12. Enter any Adjustments in the Adjustments Entry Screen
The Adjustments Entry screen is used to increase or decrease benefits, deductions, taxes, or any other type of item that affects an employee's net pay. Please refer to the Adjustments Entry screen for details.
13. Enter any Expenses in the Expenses Entry Screen
The Expense Claims Entry screen can be used to enter expense claims and any advance payment amounts. Please refer to the Expense Entry screen for details.
14. Process the Payroll Again to Acknowledge Adjustments and Expenses
See step 10.
15. Print the Payroll Journal to Verify the Changes
See step 11.
16. Print the History Listing for Further Verification
The History Transaction listing prints the details of everything calculated for an employee on the selected pay group/pay run for the period specified. Please refer to the Payroll History Listing screen for details.
17. Print the Checks
The Check Printing program creates the checks and the direct deposit details issued to the employee for a particular pay run and pay period. Please refer to the Check Printing screen for details.
18. Print the Check Register
The Check/EFT Register prints a listing of all checks and EFT deposits printed on a particular pay run for a given period and employee range. Please refer to the Check Register screen for details.
19. Print the Pay Stubs for Direct Deposit Checks
The Check Stub Printing screen prints the stub detail for the direct deposit payments on a particular pay run. Please refer to the Check Stub Printing screen for details.
20. Create the EFT Bank File
Create the bank ASCII file for direct deposit payments through the Check/EFT Register screen. This screen can be used to specify the company, pay run, period range, and employee range. Once selected, check the 'Print Deposits' box and the 'ASCII File' box. When the latter box has been checked, a second field appears allowing entry of the filename and path of the bank file. Please refer to the Check Register screen for details.
21. Post the Payroll
Post the payroll to complete the regular pay run procedure by updating the files and posting the payroll information to the Payroll, General Ledger, and Job Costing applications.
Please refer to the Payroll Posting screen for details on posting a pay run. Please refer to the Payroll Posting – GL Interface and Payroll Posting – JC Interface sections for further details on the transactions that post to the respective applications.
22. Process the Next Pay
Return to step 1.
Irregular Pay Runs
In irregular pay runs wages are not calculated during processing. An example of an irregular run would be a separate bonus run which pays a benefit. When this situation occurs follow the steps outlined below:
1. Create an irregular pay run
Create the irregular pay run in the Pay Runs Maintenance screen in Local Tables.
2. Create the pay schedule for the irregular pay run
Create the pay schedule in the Pay Period Maintenance screen. Bonuses are commonly set up with an annual pay period. Enter the year in which the pay run started in the Year field.
3. Create the master benefit associated with the irregular pay run
Create the master benefit in the Benefit Master Maintenance screen. Depending on the bonus/payout structure of the company, there may be more than one benefit (bonus) associated with the pay run.
4. Assign the benefit to the company and pay run
Assign the benefit in the Company Benefit screen. Commonly, the Calculation Frequency field is set to “Ad Hoc” for bonuses.
5. Edit the employee benefit where necessary
Assignment of benefits at the employee level override the company-level definitions of those benefits.
6. Process the payment of the benefit as an adjustment
The payment of the benefit can be processed as an adjustment if the benefit calculation frequency is “Ad Hoc” (standard Treeview path: US Payroll > Processing > Adjustments > Entry).
7. Process the irregular run
Process the irregular run in the Payroll Processing screen.
8. Print the payroll journal
Print the payroll journal in the Payroll Journal screen.
9. Print the checks
Print the checks and issue the direct deposits in the Check/EFT Printing screen.
10. Post the irregular run
Post the payroll journal in the Payroll Posting screen.
Tax Considerations for Irregular Pay Runs
Because some of the calculation methods chosen in defining payroll taxes may not be suitable for supplemental pay types there are usually several methods available. However, these are all meant to apply to regular pay types. One way to preview taxes and their amounts is to use the Manual Checks screen. If required, definitions of tax calculation methods for supplemental type pay can be done in the Tax Calculation Method screen.