Payroll Troubleshooting Bronwyn Betts

What We’ll Cover Today OMG! Determining the BEST way to Correct P/R Data Flow Voiding Checks Simple Corrections Corrections that Require Diligence Reconciling to G/L

First – Don’t panic! Determine – WHAT is wrong WHO it affects WHAT it affects HOW often is it happening HOW to correct (easiest not always OK) Act – Update Manually OMG!!!

Various Ways to Correct PR Voiding P/R Check Reversing Timecard Current Adjustment History Adjustment General Ledger Journal Entries Job Journal Entries Correcting Payroll Feature # We do NOT correct by entering Neg Hours

How Payroll Affects Other Modules

How G/L Entries Affects Other Modules

How JC Entries Affects Other Modules

Voiding a Check/Direct Deposit Pay Period Put the Pay Period back to the dates when check was cut Net Adjustment Net must be the same as the original check – just negative Post Date Should be same date as original check or the upcoming check date DON’T Don’t change the Use Timecard History flag. Leave as “Yes” DON’T void checks originally cut in a prior year DON’T post a void into a prior quarter

Do a General Ledger Entry on the post date of the payroll Determine why it happened and correct if possible Keep in mind that General Ledger expense accounts can be overridden by “departments” and/or cost codes Next P/R, check your pre-check G/L REGISTER! Simple Corrections Wrong General Ledger Account

Easiest is a Payroll History Adjustment Done when no timecards are in the system Negative amounts corresponding to the incorrect state/rate, positive to correct state/rate Must be computed correctly Post date should be in same quarter where the error occurred. Affecting G/L is optional. Simple Corrections Wrong Worker Comp State/Class/Rate

Adjusting in the next payroll the easiest method to fix through Adjustment Genie. If no payroll upcoming for the employee (terminated or laid off), history adjustment can be used. However, recommend the new correcting payroll feature. Simple Corrections Wrong Miscellaneous Deduction (not Section 125 or 401(k) related)

Must adjust through the Adjustment Genie. Taxables and amount will be changed correctly. Federal and State withholding cannot be calculated at this point. Technically a non-issue because the taxable is correct. Simple Corrections Section 125 or 401(k) Miscellaneous Deductions

Adjusting in the next upcoming payroll the easiest method to fix through Adjustment Genie assuming the mistake happened in the same quarter. Determine why it happened because it may need to be corrected in a maintenance area. If in a different quarter, the history adjustment will need to be created through the Adjustment Genie. Simple Corrections Wrong Tax Authority or FUTA/SUTA

Simple Corrections Wrong Job (not Certified P/R or Union) G/L Journal Entry Use G/L Journal that has a place for Job/Cost Code/Cost Class Date as of “Check Date” Credit Labor G/L Acct & wrong Job and costing info Debit Labor G/L Acct & Correct job and costing info OR Job Journal Entry Enter wrong job in the header Add a line date as of “Check Date” Enter cost code/class used on wrong job, negative amt & negative hours. Enter to save Repeat for correct job only use positive amt & positive hours. Post! OR Transfer Job Costs Enter “Check Date” in header Enter a line in the “Remove” and enter positive amounts Enter a line in the “Distribution” and enter positive amounts Enter to save Post!

Create an earn code “Retro” with a type of “Additional” (lump sum) and add in next payroll. If missing hours, no need to enter lump sum. Add hours on timecard and make sure pay rate is zero. Do this AFTER overtime is pre-processed Simple Corrections Employee(s) owed money or hours (Only if OK for Certified PR and Union)

Type/handwrite a new check (note old and new number for person doing the bank rec) Do an A/P check for the employee as the vendor. The G/L expense is the P/R cash account. Post and print check. Go through the void process and post void on the original check date. Re-enter the timecard and process for single check. Confirm net check is same amount as original. Simple Corrections Employee lost check/washed it in the laundry

Corrections That Require Diligence

Found in P/R, Daily, Void Check area Feature can be used even if there are current payroll timecards in the system Feature can be used even if correction is in another period of time. Payroll Correction Feature

SIMPLE ONE-TIME SET UP Create a Miscellaneous Deduction “CORR” or similar. Plan type must be “Other” P/R Control File, “Misc” tab. Must add this new Misc Deduction in the Payroll Correction field. Payroll Correction Feature

1.Change Pay Period, choose Period (not date), and click [OK]. 2.Go to “Enter Corrections.” 3.Answer question, “Have checks been distributed?” (Applies also to Dir Dep) 4.Enter weekend date where correction needs to be made. 5.Enter criteria as desired. Click [OK]. Correction Flow Payroll Correction Feature

6.Click all the appropriate payroll postings to be corrected. Click “Next Check.” 7.Options: a)Click [Delete[ if this timecard should never have been entered. b)Click [Modify[ and make appropriate corrections to the timecard. c)Click “New” if an additional timecard should have been entered. Correction Flow Payroll Correction Feature

8.Click on [Save and Continue] until all changes have been made. 9.When done, click on [Done]. 10.Answer “Yes” to run the compute corrections now. 11.Choose any difference (+ or -) to pay a)By Check b)By Emp Reg Pay Method c)Later Correction Flow Payroll Correction Feature

By check will produce an actual check to be printed By employee’s regular method, the difference will be included/excluded in next pay. Later will be during a payroll at your discretion. Amount can also be controlled. Correction Flow Payroll Correction Feature

12.The compute payroll result window will tell you how much is due from or to each employee for that particular week. 13.Print the Pre-Check Correction Register. 14.Print Correct Paychecks and Deposits. Enter the check date you want this to post (advise the next upcoming payroll week). Correction Flow Payroll Correction Feature

a)At this point, a check will be produced for the difference (if due TO the emp) b)Adjustments will be posted. Correction Flow REPEAT ENTIRE PROCESS IF CORRECTIONS SPAN MULTIPLE WEEKS Payroll Correction Feature

Ass uming that you have completed all the corrections you need to make and they are posted, you will at some point, whether immediately or later, begin to do regular payroll. When you compute payroll, a message will pop up and tell you how much difference is due TO or FROM an employee. Yo u can choose the WHOLE amount or a partial amount. It will automatically be included in the payroll! Correction Flow Payroll Correction Feature

All P/R goes to G/L All P/R goes to J/C (one exception) Not all P/R goes to Job G/L Activity Report if G/L account set up incorrectly. Reconciling to GL

PR posts to GL on PR Post Date AP posts on Trx Date Causes payable accounts not to clear to zero. Not a problem, just a timing issue. Reconciling to GL

Sometimes you may give checks to employees earlier and bank clears them too early Bank Rec won’t clear checks if the check date is after the Bank Ending Date G/L Journal Entry will fix Date journal entry for date cleared by bank Debit cash for check amount Credit cash for check amount Post Clear credit amount only for current month Next month, clear check and debit amount Reconciling Bank Account

Questions

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