Payroll Run Checklist

Payroll Run:

The Permanent Pay Transfer and Payroll Check Entry programs prompt for these values.

Run Code: ________________
 

Direct Deposit Trans. Date*: ________________
(usually today)

Check Date*: ________________
(usually today + X)

Effective Date*: ________________
(usually today + X)

Pay Period End Date: ________________
 

Scheduled Period Number: ________________
 

Holiday: Yes ___       No ___

* Notes:

• The Direct Deposit Transmission Date must be earlier than the Effective Date.  If this payroll run includes direct deposit, complete the run X days before the Effective Date.  This gives the bank time to process the direct deposits into the employees' accounts.
  
  X = the number of lead days specified in the DD-DAYS table (usually 2).
   

• The Effective Date is usually the same as the Check Date.

Seq.

Programs

Preparation

1.

Employee Master Maintenance.

Note:  Make sure all employee additions and changes have been completed.

2.

Permanent Payroll Check Entry.

Note:  If applicable, update or add employees.

3.

Permanent Payroll Check Edit Register.
Note:  Applicable if you made changes during Permanent Payroll Check Entry.

Payroll Run

4.

Permanent Pay Transfer.

¨ Yes   ¨ No   Initialize Weekly Pay Records

¨ Yes   ¨ No   Recalculate Deductions

¨ Yes   ¨ No   Update Permanent Pay Records

Note:  Applicable only if you use permanent pay.

5.

Payroll Check Entry.

6.

Payroll Check Edit Register Report.

Notes:

• Do not confuse this with the Payroll Check Register.

• You only need to run the register at this time if you plan to run the Merge Payroll Checks process, next.  Click Don't Print for Expense and Deduction reports.

7.

Merge Payroll Checks.

Note:  Optional.

8.

Build Overhead Work File.

Note:  Run this program only if you are set up for the Labor Distribution feature.

9.

Payroll Check Edit Register Report.

Notes:  Retain the final copy of each report for a complete audit trail.

10.

Update Prenote Codes.

Transmission Date: ________________
(usually today)

Note:  Run this program only if you are set up for direct deposit.

11.

Print Payroll Checks.

Starting Check Number: ________________

12.

Payroll Check Register Report.

Note:  Do not confuse this with the Payroll Check Edit Register.

13.

Weekly Labor Detail Report.

Period End Date: ________________

14.

Build Direct Deposit File - Build.

Effective Date: ________________
(usually today + X)

Note:  Run this program only if you are set up for direct deposit.

15.

Build Direct Deposit File - Print.

Note:  Run this program only if you are set up for direct deposit.

16.

Export Direct Deposit File.

Note:  Run this program only if you are set up for direct deposit.

17.

Update Prenote Dates.

Transmission Date: ________________
(usually today)

Notes:

• Do not confuse with Update Prenote Codes.

• Run this program only if you are set up for direct deposit.

18.

Post to Vendor Transaction File.

Vendor Due Date: ________________

Note:  Run this program only if the Vendor Invoices and Checks feature is active and the Company Control Option setting for Create Automatic Vendor Invoices/Checks is 2 - Dual Post.

19.

Positive Pay - Work File Build.

Note:  Run this program only if you use the Positive Pay feature.

20.

Check Maintenance - Positive Pay.

Note:  Run this program only if you use the Positive Pay feature.

21.

Positive Pay - Export Journal.

Note:  Run this program only if you use the Positive Pay feature.

22.

Export Positive Pay File.

Note:  Run this program only if you use the Positive Pay feature.

23.

Payroll Post.

GL Period: ________________

Quarter: ________________

Calendar Month: ________________

Week in Month: ________________

Vendor Due Date*: ________________

* Note:  The Vendor Due Date field is active only if the Company Control Option setting for Create Automatic Vendor/Invoices/Check is 1 - Single Post or 2 - Dual Post.

24.

If you are set up for direct deposit, transmit the direct deposit export file to the bank.

Vendor Invoice and Checks

Notes:

• The following steps apply only if you use the Vendor Invoices and Checks feature.  The Company Control Option for Create Automatic Vendor/Invoices Checks must be set to 1 - Single Post or 2 - Dual Post.

• For more information, refer to Understanding Vendor Invoices and Checks.

Fringes

Note:  The following Fringe Benefits steps apply only if you pay for fringe benefits through the Vendor Invoices and Checks feature.  For more information, refer to Understanding Fringe Benefits.

25.

Retirement Fringe Journal.

26.

Retirement Fringe Post.

27.

Fringe Distribution Edit List.

Note:  If there are any unknown Account Numbers (printed as 99999999), you must make corrections before running the Fringe Distribution Post.  Make the corrections in Employee Fringe Maintenance and Auto Fringe Distribution Maintenance.

28.

Fringe Distribution Post.

Note:  This step applies only if you pay for fringe benefits through the Vendor Invoices and Checks feature.  For more information, refer to Understanding Fringe Benefits.

Fund Accounting Accounts Payable

Note:  Run the following steps for fringes and deductions coded with a Vendor Payment Method of (I)nvoice.  This posts the invoices generated by the Payroll Post to the Fund Accounting module for payment.

29.

PR F/A Invoice Transaction Journal.

Note:  If there are any invalid vendors for Vendor Number 000000, you will not be able to run the PR F/A Invoice Post.  The problem may be caused by a blank Vendor Number associated with a Deduction Code or a Fringe Number.  You must correct the blank Vendor Numbers, and then contact NDS Technical Support for further assistance.

30.

PR F/A Invoice Post.

Payroll Accounts Payable

Note:  Run the following steps for fringes and deductions coded with a Vendor Payment Method of C (checks printed) or CN (checks not printed - for direct withdrawal).  This prints payroll vendor checks generated by the Payroll Post and posts to the General Ledger.

31.

PR A/P Check Report.

Note:  If there are any invalid vendors for Vendor Number 000000, you will not be able to run the PR A/P Check Post.  The problem may be caused by a blank Vendor Number associated with a Deduction Code or a Fringe Number.  You must correct the blank Vendor Numbers, and then contact NDS Technical Support for further assistance.

32.

PR A/P Check Transaction Maintenance.

33.

PR A/P Check Preparation.

34.

PR A/P Print Checks.

35.

PR A/P Check Register.

36.

PR A/P Check Post.