1. Administrator Training Payroll Basics Presented By: Whitney Field HR Technology Advisors

2. Agenda: Payroll Basics
Payroll Data Gathering Requirements
System Configuration
Data Imports
Payroll Processing
Pay Statement Overview

3. Payroll Data Gathering
Source Document
Use
Voided Bank Check
Create Bank Account for ACH payroll direct deposits, tax payments, garnishments and SuiteHR fee billing.
Check Signature Document
Upload an authorized signature to print on any live payroll checks.
Quarterly Tax Filing Report
Identify all states payroll taxes are processed in and what their Income and Unemployment EIN’s are and the Employers contribution rate for Unemployment taxes.
Payroll Register Report
See the earnings and deductions codes used.
Payroll Calendar
Create the Pay Period Profile(s) which display the start/end of each pay period and the corresponding pay date.

4. System Configuration
Within Payroll Setup you can configure the majority of the clients payroll needs except for Pay Period Profile.

5. Bank Accounts

6. Company Taxes
State Income Tax (SIT) – tax levied on income at the state level. In those states that impose state income tax an employee can elect their filing status and number of allowances with the completion of a state withholding form. State Unemployment Tax Act (SUTA) – imposes a tax on the wages that employers pay to their employees. This tax is used by the state to fund the unemployment insurance programs. State Disability Insurance (SDI) – Some states require employees to pay into the states disability insurance. This is in addition to any Workers Comp the employer may already carry. CA, HI, NY, NJ & RI currently offer state funded programs. City/Local Taxes – state specific cities, counties, townships impose local payroll taxes on it’s employees/employers.

7. Company Taxes

8. Deduction Codes
A Payroll Register from the client’s existing payroll system is a good source document to identify deduction codes being used.
You can also record the “Employer’s Contribution” inside the same deduction code that shows how much is being deducted from the employee’s pay.

9. Earning Codes
A Payroll Register from the client’s existing payroll system is a good source document to identify earning codes being used.

10. Pay Period Profile
When configuring a Pay Period profile it is important to have a full payroll calendar that shows the start/end of each pay period with the corresponding pay date.
You can also set up rules to automatically adjust a pay date if it falls on a weekend or Bank Holiday.
It is not uncommon for clients to have more that one pay period in their company.
A Pay Period Profile determines the # of pays in a year also knows as “Every Scheduled Pay”. This feature is then used when configuring benefit plans and calculated the per payroll deduction.

11. Data Imports
Import templates can be found under Company Settings>Imports>Overview
Pre-formatted templates built by Kronos. Instruction tab provided.
Most commonly used for payroll:
Direct Deposit
Tax Allowance – used to import employees Federal and State Income filing status and allowances
Scheduled Deductions – used when benefit plans are not built or to bring in reoccurring deductions not tied to a benefit plan (ex. 401k, Uniforms, United Way)
Employee Payroll History – used to import Historical YTD payroll data

12. Direct Deposits
By default the system has a 10 day pre-note process for new direct deposits. The system marks these stages with the following:
Ready to Send – this automatically gets assigned when a new direct deposit is entered, imported or updated
Sent – system will automatically change to this status after the daily direct deposit pre-note file is pulled.
Expired – The 10 day pre-note process has occurred and the direct deposit is approved for payroll.

13. Employee Payroll Data
Allows you to run reports company wide on employee related payroll data.

14. Payroll Process
Provides the user the ability to toggle back over to Time Prep if they are using TLM.
Provides the user the ability to do a last minute hire or rate increase they may have forgotten about. Step is not required.
This creates employee pay statements for “All on Assigned Pay Period”
When TLM is being used, this step exports the data from the employees timesheets into a payroll batch. Employees hours by pay category and extra pay entries are mapped to appropriate earnings code.
Both the Batches and Pay Statements allow users to make manually entries and/or adjustments to payroll (ex. Commissions, Retro Pay, Pay Adjustments). When the batch is saved information it shared with pay statements and vice versa.

15. Payroll Process (cont.)
These are payroll alerts set by a user or are system generated
Closing payroll locks down the payroll batch and pay statements for further editing. The payroll can be reopened before it is Finalized.
Default report view of the payrolls Earnings, Deductions and Tax Totals. This is a view only step no action is required.
Default reports for the payroll that is being processed. Payroll Recap Funding report will not show all detail until payroll is Finalized. Additional payroll reports can be found under My Reports>Payroll.
This step allows the user to Submit payroll.
Finalizing the payroll completes the payroll processing and “Delivers” any live checks to the designated check printer.

16. Pay Statement

17. Pay Statement Types
There are times when a client may have the need to use a pay statement type other than “Regular”.
Example 1
Scenario: A client is processing their Regular payroll and wants to issue a Bonus to an employee on a separate pay statement within the same payroll.
Resolution: The client can use a Second Check pay statement which can be configured to block scheduled deductions and earnings.
Example 2
Scenario: A client needs to record sick pay paid by a third party.
Resolution: The client can use a special pay statement type configured for 3rd party sick pay to add those earnings and taxes to the employees YTD totals.

18. Resources SuiteHR Training Site
Payroll System Administrator User Guide
Training Webinars
How To’s