Payroll Processing Prompts

The following Payroll functions need to be run, in the same order each time to complete a Payroll cycle.  Below are directions for each step.

Payroll Processing Steps

1.  Select the Run Code and enter Payroll Run Dates.

2.  Transfer Permanent Payroll, if applicable.

3.  Import Hours to bring in employee hours from an outside source, if applicable.

4.  Enter and edit employee paychecks using Check Entry.

5.  Merge employee paychecks, if applicable.

6.  Run Payroll Edit Register to review employee checks and deductions information.

7.  Update Prenote Codes if using the direct deposit feature.

8.  Generate Payroll checks.

9.  Generate Payroll Check Register and review all check information.

10. Process and export the direct deposit file.

11. Post Payroll checks.

12. Process Fringes and A/P checks to pay employee withholding amounts and employer fringes and taxes.

Permanent Pay Transfer

Use Permanent Pay Transfer to transfer paycheck information that was entered during Permanent Payroll Check Entry (the source files) into the Payroll Check Entry files for the current pay period (the target files).  Please skip this step if you do not use Permanent Pay Transfer.

Payroll Run Information

Edit Paycheck Dates

First select the Run Codes, which are used to group employees together for processing the payroll cycle and reporting.

Next if this is the first time you are processing payroll for the selected Run Code, enter the information at the Edit Payroll Check Dates screen.  

If this is the first time using Payroll Processing for this Payroll Run and you use the Direct Deposit feature, enter the date at the Direct Deposit Transmission Date prompt.

Import Hours

Use the Import Hours feature to quickly import employee payroll hours to Payroll and generate paychecks for the employees.  This optional time-saving routine is a 2-step process where the information is first imported and displayed on the screen.  You will review the employee hours that will be imported and resolve missing information errors.  The second step is to run the update, which will use the import hours information to generate employee paychecks and update the paychecks into Payroll.  

For directions, click Import Hours.

Merge Checks

If you want to consolidate multiple checks for an employee into a single check select Merge Checks .  For directions, click Here.

Payroll Check Entry

You can use Payroll Check Entry to edit checks that were transferred from Permanent Pay Transfer, add additional checks for those employees, or add checks for employees who are not set up in permanent pay.

1.  Open Payroll Processing and you can begin entering checks.

2.  At the Employee Number field enter the employee number or click Search to look for the employee.  When an employee is selected, the following information is displayed.

Entering a paycheck

CAUTION:  To avoid losing data, you must save new or changed information.

If you want to create another paycheck for an employee who already has an existing paycheck, click Additional Check .

Use these steps to enter paycheck information for an employee.

1.  From Payroll Processing you can begin entering checks for employees.

2.  Enter the Employee Number and press [ENTER].
If you do not know the Employee Number, you can click Search  to see a list of employees.

3.  The first detail line will display the employee's default information like rate of pay, hours, pay amount if salaried, etc.

4.  [TAB] through the fields and enter and edit information to compute the employee's check.  If the employee is hourly, enter the hours worked in the Time field.  The Pay amount is calculated.

5.  Press [ENTER] or click Add to add the line to the Detail List.

6.  Confirm the information in the Standard Deductions, Scheduled Deductions, and Totals areas.

7.  Click Done to finish.

Pay Detail Entry Fields

Notes:

• A separate detail line is required for each Other Pay Code.

• You also need separate lines when distributing pay to multiple departments (one line for each Department Number).

• If you opened the Permanent Payroll Check Entry program, you will see the following banner:
  

• Distribute Auto Pay
  The following banner displays if pay for the employee is set up to be distributed among multiple departments.  To automatically create the detail lines for each department, press [ENTER] or click the Distribute Auto Pay banner.
  
  Distribute Auto Pay Notes:

• The banner becomes inactive and changes color when you start editing detail lines.

• You can set up the standard distribution during Employee Maintenance in the Employee Pay Distribution Area.  For more information, see Advanced Feature - Distributing Pay to Multiple Departments.

• Double Time - To automatically calculate double time for the OT Pay Amount, select the Double Time box.
  Note:  This option is active only when you enter Overtime Time.

• - To change the font size of the data in the Detail List, click the Cycle Font Size button.  Click the button repeatedly to cycle through three font sizes.

• Reverse Check - To change the amounts calculated to negative values so you can offset a posted check for cancellation or correction, select the Reverse Check box.
  Reverse Check Notes:

• Do not enter negative signs in any fields.  For more information,see Advanced Feature - Entering Reverse Checks.

• You will see the following banner for the reversed check:
  
  

• Reverse Check is not allowed during Permanent Payroll Check Entry.

Line

The program automatically assigns a line number, which displays in the Detail List below the Entry Fields.

Pay Code

The drop-down list displays the Other Pay Codes that were assigned to this employee and scheduled for this pay period.  When adding a new detail line, use one of the following methods to select the Other Pay Code:

• Click one of the existing codes in the drop-down list.

• Or, to add an existing Other Pay Code (case-sensitive) to the employee on-the-fly, enter the Other Pay Code.  The following prompt displays:
  
  
  Click Ok and the  Employee Other Pay window opens where you can enter the Other Pay information for the employe.  For more information, see Advanced Feature - Adding Other Pay Codes Dynamically.

Notes:

• The drop-down list always includes the R - Regular code, which is a special code for regular pay.

• The drop-down list never automatically includes Other Pay Codes with the 5 - Miscellaneous or 6 - Miscellaneous Other Pay Types.

• To Search for an existing Other Pay Code, press [CTRL + f].
  Or, position the pointer over the field heading; right-click to see the shortcut menu; then click Search Other Pay.

Department

The Department Number defaults to the value assigned to employee or the Other Pay Code, but it can be edited.  (up to 20 characters)

Notes:

• If the Other Pay Code department is blank, then it defaults to the value assigned to the employee during Employee Master Maintenance in the Employee Information Area or in the Employee Pay Distribution Area.

• Depending on the module interface settings, the Department Number may actually be a General Ledger Account Number or an Appropriations Account Number.

• To Search for a Department Number, press [CTRL + f].
  Or, position the cursor in the field, right-click, and then click one of the search options in the shortcut menu.

• To expand the size of the field, point to the right border of the field.  When the pointer changes into a horizontal double-headed arrow , drag the border to the right.

Rate

This value defaults to the rate assigned to the employee but can be edited, if applicable.  (3.4 numeric)

Time

If applicable, enter the time worked or to be paid (usually expressed in hours or days) for this detail line.  (4.3 numeric)

Note:  Depending on the Other Pay Code this amount may apply to regular time worked or to time paid for holiday, vacation, or another Other Pay Type.

Tip:  To enter overtime, use the OT Time field.

Pay Amount

The program calculates the Pay Amount (the Other Pay Amount Paid or the Regular Pay Amount Paid) for the selected Other Pay Code in this detail line.  You can override the amount, if necessary.  (7.2 numeric)

Tip:  The Other Pay Method Code controls the calculation.

OT Time

Enter the Overtime Time worked (usually expressed in hours or days).  (4.3 numeric)

Note:  To automatically calculate double time, select the Double Time box.

OT Pay Amount

The program calculates the Overtime Amount Paid.  (7.2 numeric)

Rate X OT Time = OT Pay Amount

Note:  To automatically calculate double time, select the Double Time box.

To complete the detail line and to add it to the Detail list, press [ENTER] or click Add.  Add applies to both new detail lines and edited lines.

To finish entering the check, click Done .  The check information is saved and the fields are cleared for the next check.

To enter a new line for a different Other Pay or Department number, click New .  Then enter the Fields, and click Add.  You will see the new detail line added to the Detail List.  Keyboard shortcut:  [ALT + n]

Check Entry Sections

For additional information for the entries in the following areas, click the section name listed below:

• Employee Number Area - Displays the Employee Number prompt for the paycheck.

• Run Code Area - Displays the employee's Run Code, the check dates, and the salary information.

• Pay Detail Area - Displays the entry fields and a list containing detail information for each payment line item.

• Buttons Area - Displays the buttons for controlling the Check Entry functions.

• Standard Deductions Area - Displays the standard deduction amounts, which are automatically calculated and can be overridden.

• Scheduled Deductions Area - Displays the scheduled deduction amounts, which are automatically calculated and can be overridden.

• Totals Area - Displays the totals for time worked, gross pay, and net pay.

Editing a Check

CAUTION:  To avoid losing data, you must save new or changed information.

1.  To display the employee to be changed, enter the Employee Number and click Retrieve , or press [ENTER].  Keyboard shortcut:  [ALT + t]

Tips:

a.  If you do not know the employee number, you can click Search  to see a list of employees.

b.  If more than one check exists for the employee, you will briefly see the message, .  To view another check record for the same employee, click Retrieve until the correct check appears.

3.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

4.  Enter the data changes.

5.  To complete the edit process, click Done ,or press [ENTER].
Keyboard shortcut:  [ALT + d]

Deleting a Check

Caution:  This deletes the entire paycheck entry for the employee.  To delete a specific detail line item, use the Del Line  in the Buttons Area.

1.  To display the check to delete, enter the Employee Number and click Retrieve , or press [ENTER].  Keyboard shortcut:  [ALT + t]

Tips:

a.  If you do not know the Employee Number, you can click Search  to see a list of employees.

b.  If the employee has more than one paycheck, click Retrieve until the correct check appears.

3.  Click DEL ALL in the Buttons Area.

Or, click File from the Menu, and next click Delete.  Keyboard shortcut:  [ALT] [f] [d]

4.  At the Delete prompt, click Proceed, or click Cancel to escape from the delete routine.
Note:  After you click Proceed, you will see the following message on the Status Bar.

Run Check Edit Register

Use the Payroll Check Edit Register to print the Register Reports and several Expense and Deduction Reports during the Payroll Run.  Usually, you run the Payroll Check Edit Register after completing Payroll Check Entry and before printing payroll checks.  

To run the edit register,from Payroll Processing, click Check Edit Register .  For directions, click here.

Update Prenote Codes

The Update Prenote Codes process automatically changes prenote codes to send codes for direct deposits when the prenote date is reached.  The routine also sets the prenote codes update date.  Prenote codes indicate that direct deposits are in the prenote testing phase.  Send codes indicate the direct deposits are ready for live processing.  In addition, any scheduled deduction amounts in prenote are changed to zero and you are notified of the change.  Confirm the amounts on the Payroll Check Edit Register.

To run the Update Prenote Codes, from Payroll Processing, select Update Prenote Codes .  For directions, click here.

Print Checks

Use Print Payroll Checks to print the employee paychecks.  You can specify the beginning check number, the sort sequence, whether or not to print an alignment page, and other options.

To print checks, from Payroll Processing, select Print Checks .  For directions, click here.

Run Check Register

Use the Payroll Check Register to print the Register Reports and several Expense and Deduction Reports during the Payroll Run. Usually, you run the Payroll Check Register after printing payroll checks.

To run the Check Register, from Payroll Processing, select Check Register .  For directions, click here.

Direct Deposit Processing

Use the Direct Deposit Processing to build the direct deposit export file containing the direct deposit paychecks to be sent to the bank.  First, you will build the direct deposit file and generate a list of all employees with their account numbers and the amount of pay being deposited.  Pre-note employees will also be listed on the report.  After reviewing and confirming the direct deposit list is accurate, create the direct deposit export file. You can also update prenote dates as well.

To process direct deposits, from Payroll Processing, select Direct Deposit .  For directions, click here.

Transmit DD file to Bank

When the Direct Deposit Export is finished, the direct deposit file will be on your workstation and is ready for you to send to the bank.  The Destination file circled in red in the Direct Deposit Processing specifies the direct deposit file name and its location.  Please check with your bank for their instructions on uploading the file.

 IMPORTANT:  NDS recommends that you do not process the remaining Payroll steps - Update Prenote Dates and the Payroll Post until your financial institution confirms that they received the direct deposit transmission file and it is correct.

Update Pre-note Dates

Use Update Pre-note Dates function to set the dates on any new direct deposit employees with the transmission date as the beginning of their 10-day pre-note period.  It is recommended that you run this step with every payroll even if there aren’t any new direct deposit employees in the pay period.

To process direct deposits, from Payroll Processing, select Direct Deposit .  For directions, click here.

Run Payroll Post

Running the Payroll Post is the final step in the cycle of payroll processing.  The Post will update the appropriate files with the current payroll information, the payroll check files are cleared, and payroll is reset for the beginning of the next payroll. If you use direct deposit the DD export file is cleared in preparation for the next payroll.

To run the Payroll Post, from Payroll Processing, select Post .  For directions, click here.