Employee Maintenance

• Add new employees
• Complete maintenance needed

Computer Checks

1. Create batch
   1. Make sure the batch year matches the check year.
2. Generate
   1. Change Bank Account if necessary.
   2. Add New Pay Schedule  Make sure to expand (+) and select the desired period.
   3. Review the Details at the bottom (deduction cycle, etc.).
   4. Click OK to generate the data.
3. Review Exceptions
   1. No financial revision for date.
   2. No timecards for cycle.
   3. Displays pay codes that amounts do not equal hourly rate times multiplier.  Can ignore if flat amounts.
4. Import Timecards  7.17+  Ignore if you do not use this process.
   1. Configurable import from timeclocks or spreadsheets
5. Import Timesheets  Ignore if you do not use this process.
   1. From Employee Self Service, timesheets or Quick Time Entry.
   2. Will display any from committed Timesheet Approval batches.
   3. Select batch and click Salary Adjust if you use that functionality.
6. Timecards
   1. Enter time or edit items that came in from imports or default timecards.  
   2. If interested there is an article with keyboard shortcuts for timecard entry in Help.  Search for “shortcut”.  
   3. Timecards recalculate accruals after each exit.
7. Timecard Proof List  Optional step
   1. Use this to balance if desired.  If not used, skip the step.
   2. This report can be run in Payroll>Reports.
8. Calculate Payroll
   1. Errors should give you detail what the problem is (i.e.. Negative check amount).  Stop errors will prevent moving forward.
9. Exceptions  Optional step
   1. Will provide warnings for calculations.
10. Check Proof List
    1. 7.17 and below  Summary and Detail are the same.
    2. 7.18 and cloud  Summary gives the employee detail
    3. 7.18 and cloud  Detail with Codes  Provides the detailed information but also includes summary of Pay Code and Deduction codes at the end.  
11. GL Distribution
    1. Sets the journal entry date.  Will not allow time cards with dates after the Date To but will allow before the Date From.
    2. Split Distribution  Typically only used at the end of the fiscal year.  Will split the expenses into two periods/years based on time card dates.
12. AP Distribution
    1. If using AP interface and have vendors on deductions this report will print a list of vendors and the amounts that will be sent to AP>Invoices upon commit.
13. PM Distribution and WO Distribution  Steps only display if those modules are connected to Payroll.
    1. If on your menu you will need to run them.
14. Checks  Paper checks
    1. If layout is available, select the proper layout for paper checks (7.16+)
    2. Add a stub message if desired.
15. Check Register
    1. Record accurate check numbers for printed checks.
16. Positive Pay  Only displays if set up in Payroll Utilities
    1. Can NOT be run later if skipped.
17. ACH Checks
    1. If layout is available select the proper layout for ACH checks (7.16+)
18. ACH Register
    1. Include “partial” ACH checks  Always check this box so it balances with the Clearing House Proof List.
19. Commit
    1. Assign Clearing House and AP batches if requested.
    2. This process creates CH and AP batches with data, creates “Check reprints” for Employee Self Service.
    3. Creates journal entry in GL.

Payroll Timesheet Processing Checklist

If employees put in their own timesheets, a department time keeper inputs them, or if employees enter time using Employee Self Service there are additions setups required before processing the Computer Checks batch.

Pay Schedule  Each Pay Period line MUST have timesheets associated with the line.  The period must also be open.

Timesheets or Quick Time Entry  

1. Employees can enter their own time using Employee Self Service (does not require a Springbrook login), Timesheets or Quick Time Entry as long as they have a Springbrook login and menu security to access the menu items.  They also need to have their employee number on their Springbrook User record.
2. Department clerks must have a Role set up with the departments they can enter or view time entries for.

Timesheet Approval batch process  If using Workflow approvals a separate batch will be needed for each department or approver.

1. Set up a batch (or multiple batches).
2. Settings  Select the Pay Schedule Period being processed.
3. Select Timesheets
   1. Only timesheets the person logged in has an assigned Role for will display.
   2. Show my employees only  Will limit timesheets displayed further to supervisor settings.  If this isn’t working it is likely a case issue and support can assist you.
   3. Only timesheets with hours in the period can be selected.
   4. Save the selections.  
   5. If all the timesheets are manually keyed in the batch no timesheets need to be selected.
4. Timesheets -Timesheets selected will display.
   1. Timesheets can be manually entered in this step.
5. Proof List
   1. Employee Detail  Displays all lines keyed.
   2. Employee Summary by Code  Summarizes by Pay Code.
   3. Employee Summary by Date  Summarizes by Date.
   4. Work Order Detail  Provides detail with Work Order information.
6. Alerts - Not a required step
   1. Provides warning if employee exceed their current accrual balance.
7. Commit - No entries needed if not using Work Orders.
   1. If Equipment is keyed for Work Orders the Activity batch needs to be set up and auto-processed if desired.