1. The Importance of Verifying Payroll Amounts
CHARLOTTE FIDLER

2. Why Prove Out a Payroll?
So your fellow employees like you and bring you chocolates because their paychecks are correct
So the IRS does not come knocking at your door because of payroll inaccuracies
So you can take vacation because you aren’t spending time making all kinds of corrections
So you don’t have to call support to back it out
Job security

3. Why Prove Out a Payroll? Seriously……. Efficiency – eliminate work
Employees get paid correctly when payroll is run so additional correction payrolls are not needed
Increase Accuracy
Verify taxes are paid correctly and minimal adjustments needed to the IRS
Retirement paid correctly and minimal adjustments are needed
Quarterly reports like 941 more accurate
Time Saving
Increase Efficiency and Increase Accuracy which will save time

4. How Often Should a Payroll be Verified?
DURING EVERY PAYROLL!!!!
Always be sure at minimum
Payroll Input report is accurate
Verify Calculation Totals Report
Amounts tie out
“Subject to” amounts for taxes tie out
Reasonable amounts were paid

5. Verifying a Payroll Agenda
Increase Payroll Efficiency using Alio input forms
Payroll Input
Time Entry by Job Code
Stipend Entry
Payroll Input with Calculation
ESP Time Entry or EP Time Entry
Using max limits on Automated Payroll Processing
Verifying amounts on Payroll Calc
Verifying Federal & State Taxable
Verifying SS and MED Taxable
Reports helpful in verifying
Using the Payroll Tracking Report
Calc Inquiry a useful tool
Common Labor Distribution Errors
Tying out numbers for Labor Distribution
Tying out FAS Journal Entry

6. Increase Payroll Input Efficiency
3rd Party Time Entry programs that interface with alio Payroll Input
Check out WSC solution AlioTime
ESP Time Entry or EP Time Entry
Alio Payroll Input
Enter payroll by individual Employees
Most efficient if have jobs setup for various type of pays
Alio Time Entry by Job Code
Enter time filtering by Location, Job Code, Rate Type, Primary Job and/or Account Number
Most efficient if time sheets are grouped by Job Code and possibly Location
Alio Stipend Entry
Most efficient if paying fixed payments for multiple employees
Alio Payroll Input with Calculation
Add/modify payroll input records, deductions, benefits and taxes processed thru payroll calculation payroll input records, deductions, benefits and taxes processed thru payroll calculation

7. Payroll Input HEPAY08A.FMX
taxes processed thru payroll calculation
Possible to access Payroll Input from Employee Pays

8. Payroll Input HEPAY08A.FMX
Select ID and enter Time
Adjust records as needed ALWAYS using tab to move across record
If changing earn codes, use default values to populate if possible

9. Time Entry by Job Code HEPAY08A.FMX
Filter by Location, Job Code, Rate Type and/or Primary Job Flag
Key in time for appropriate employees and adjust as needed
Payroll input records are created when saved

10. Stipend Entry HEPAY07A.FMX
Create fixed payment input records for multiple employees
Must create a Stipend master record using SMSTI01A.FMX
Can override fields during stipend entry and add or adjust account numbers
Enter Employees receiving the stipend and adjust as needed

11. Payroll Input with Calculation HEPAY10A.FMX
Add/modify payroll input records, deductions, benefits and taxes processed thru payroll calculation
Drill down capabilities
Modify Employee Ded/Ben Adjustments
Ability to run Calc after making adjustments

12. Using max limits in Automated Payroll Processing
Max Total Payroll, Max Employee Pay, Max Employee Time
If any limit is exceeded, payroll processing is stopped and error appears on Calc Total, errors and warning Report

13. Calculate your Payroll and Verify Reports
Complete your Payroll Input
Run Payroll Calculation
Calculation Totals, Errors and Warnings report produced when running a Payroll Calculation is an invaluable tool to verify your payroll
NOTE:
Be sure to check the last page for errors and warnings, correct all errors and recalculate prior to proceeding.
Errors will not allow payroll to continue
Warnings should be checked but will not stop the payroll from running

14. Calculation Report – Total Wages

18. Verify – Gross Wages & Total Wages
Regular Wages 594,325.23
Non Regular Wages 14,159.51
Overtime ,682.62
Reimbursements ,075.00
Gross Wages 618,242.36
Total Wages
Overtime ,682.62
Total Wages 617,167.36

19. Verify – Federal and State Wages
Gross Wages ,242.36
Retirement/Tax Def Ded - 40,099.45
IRC ,135.02
Life Ins >50, ,780.56
Reimbursements ,075.00
Federal/State Wages 548,713.45
Run Print Deduction/Benefits Register
Ded/Ben Group = FED
Pay Subject To = Federal Wages
547, not equal 548,713.45
Difference =

20. Verify – SS & Medicare Subject To
Social Security & Medicare
Gross Wages ,242.36
IRC ,135.02
Life Ins >50, ,780.56
Reimbursements ,075.00
Social Security & Medicare 588,812.90
Run Print Deduction/Benefits Register
Ded/Ben Group = FICA
Pay Subject To = SS & Medicare Calc
588, not equal 587,824.44
Difference =
SSD Subject To 587, MEDD Subject To 587, SSB Subject To 587, MEDB Subject To 587,824.44

21. Wages = Sum Subject To for SS and Federal
Federal Wages , FEDM Subject To 316,056.36
FEDS Subject To 231,668.71
Difference ,725.07
SS & Medicare Calc 588, MEDD, SSD 587,824.44
Difference
Calculation Higher than Subject to
Reason: People Missing FEDM or FEDS, MEDD, MEDB, SSD, SSB
Use Mandatory Deductions on Pay Control
Ded/Ben Subject to higher than manually calculated FED and SS
Reason: Employees being paid have duplicate Ded/Bens
Use Print Deduction/Benefits Register to find Employees with duplicates

22. Use Mandatory Deduction/Benefit Groups

23. Use Mandatory Deduction/Benefit Groups

24. New Ded/Ben Calc/Amounts Comparison Report – HCDBA01B.FMX/REP
New Report/Tool to assist in balancing
Compares payroll calc Ded/Ben amounts to payroll calc Amounts
Provides listing of employees processed in Calc with option to run
Detail
Summary
Discrepancies only
Filtered by date range with Pay Control required
Optional filtered by
Pay Control
Ded/Ben Codes
Employee Nos

25. Created New Report – HHDBA01A.FMX/REP

26. Created New Report – HHDBA01B.FMX/REP

27. Created New Report – HHDBA01B.FMX/REP

28. Verify – Number of Employees Paid + Net Pay
Check Count
Direct Deposit Count
Number of Employees Paid
Check + Advice = Net Pay
Check Total ,344.14
Advice Total ,930.23
Net Pay 424,274.37

29. Verify – Reimbursements and Life Ins > 50,000
Verify Reimbursement amount
Run Payroll Input Report or
Print Earnings Register
Select Control No
Select Earn Code Group for all Reimbursement Earn Codes
Verify Life Ins. > 50,000 amount
Select Earn Code Group for 4800 Earn Code

30. Payroll Input Report

31. Print Earnings Register

32. Payroll Input Report Most errors occur during payroll input
Verify using the Print Payroll Input Report or Print Payroll Input by Account Report
Select sort that matches time sheet order – Emp Category or Emp Name or Location
Verify totals
Verify account numbers
Save report
These reports are not available after Payroll Update

33. Payroll Input Report

34. Payroll Input Report by Account No

35. Print Deduction/Benefit Register
Verify Deductions and Benefits
Run Print Deduction/Benefit Register for All
Payroll Calc Ded Total ,967.99
& Payroll Calc Ben Total ,233.21
= Amount Cur Total at end of report ,201.20

36. Verify Deductions & Wages
Net Pay + Deductions = Gross Wages Net Pay 424, Ded Total + 193, Gross Wages 618,242.36

37. Calculation Check Register
Grand Total = Payroll Calc Net Pay

38. Verify Direct Deposit–Emp Direct Deposit Listing
Total = Advice Total 419, = 419,930.23

39. Additional Useful Payroll Registers
Print Short Payroll Register
Includes gross, federal, state, social security, misc ded total, and net
1 line per employee
Print Long Payroll Register
Detailed listing of employee checks including account information and federal tax information
New version includes custom signoff
Labor Distribution Edit List
Shows Labor Distribution breakdown
Shows errors if select Show errors only = yes
Allows fixing error prior to running checks and advices and updating payroll
Calculation Totals/Error & Warnings
Duplicate copy of final Payroll Calc Report

40. Additional Useful Payroll Registers
Print Short Payroll Register
Includes gross, federal, state, social security, misc ded total, and net
1 line per employee

41. Additional Useful Payroll Registers
Print Long Payroll Register
Detailed listing of employee checks including account information and federal tax information

42. Additional Useful Payroll Registers
Labor Distribution Edit List
Shows Labor Distribution breakdown
Shows only errors if select Show errors only = yes
Allows fixing error prior to running checks and advices and updating payroll

43. Payroll Tracking Reports
Identifies differences between salaries and ded/ben amounts comparing target payroll to current payroll being run
Select Payroll Tracking On/Off check box during final calc on the Pay Control screen to flag payroll as payroll used for comparison
Be sure to click “save”
When Payroll Update is run, records in check history are marked with payroll tracking flag of “Y”
Reports compare current payroll against payroll with records with tracking flag and shows differences over specified %

44. Payroll Tracking Reports
Payroll Tracking Report – HPTRC01A.REP
Displays old and new data for employee pays records that differ when meeting or exceeding defined thresholds for
Employee pay period rate change
Employee total pay change
Employee time change
Payroll Tracking Deductions/Benefits Report – HPTRC02A.REP
Displays prior data, current data and difference for employee deductions and benefit amounts that differ when meeting or exceeding defined thresholds for defined Ded/Ben Group
Amount % change
Payroll Comparison Report – HPTRC04A.Rep
Compares and displays Earn Codes and Deduction/Benefit amount variances between two payrolls
For more information see Alio Pay - Guide to Payroll Inquiries And Reports
Chapter 2: Running a Payroll Tracking Report
Resource ID: 4671

45. Calculation Inquiry a Useful Tool
Found on Payroll Processing Menu
Based on latest Payroll Calc by Control No
Unique Control No. allows multiple records – same Control No. overrides
Check tab = check information
Click on Pay Rate amounts to drill down to pay record information
Amounts tab = pay type (buckets) totals
Direct Deposit tab = Bank no, acct number and amounts
Other tab = pay related info
NOTE: If history is changed after updating payroll, Calculation Inquiry will NOT reflect the change

46. Calculation Inquiry
Search by
Control No
Emp No
Emp Name

48. Calc Inquiry – Checks tab – Pay info
Click on Pay Rate amount to drill down to pay record information

49. Calc Inquiry – Checks tab – Ded/Ben
Click on Ded Ben Code to drill down to Ded Ben Code information

51. Calc Inquiry – Direct Deposit tab
Click on Ded Ben Code to drill down to Ded Ben Code information

52. Calc Inquiry – Direct Deposit tab
Click on Ded Ben Code to drill down to Ded Ben Code information

53. Labor Distribution Verification
Run using check date as cutoff date
Run as Show Errors Only = “YES” first time and correct all errors before proceeding
Will process all entries up to that date
Will include voids, account adjustments and single checks if labor distribution not run for these
Verify Pay Control totals to Payroll Calculation amounts

54. Solving Labor Distribution Errors
If you get errors when running Labor Distribution Update:
Identify type of error
Identify record error occurs in
Follow procedure to correct
Rerun Labor Distribution

55. Solving Labor Distribution Errors

56. Error Message on Labor Distribution
Employee number and name
Code/Plan that is incorrect
Check number
Type BE = Benefit Expense
BL = Benefit Liability
DL = Deduction Liability
DTRG – Due to/Due From Account
Amount, debit = 1, credit = -1
Invalid Account No or Ded/Ben plan

57. Labor Distribution Most Common Errors
Account number does not exist in Chart of Accounts in FAS
Masked account number is not correct or missing in the Deduction Benefit Master
Distribution Group is either blank or incorrect on Emp Pays, Distribution or Payroll Input record

58. Account Number Does Not Exist
Possible reason:
Account number was not built when entering a new fund or dimension
If determine account number SHOULD exist:
To correct:
Go to Chart of Account
Add new account number
Rerun Labor Distribution Update

59. Account Number Does Not Exist
Possible reason:
Ded/Ben Master mask trying to build an inaccurate number
If determine account number SHOULD NOT exist:
To correct:
If BE type and Benefit Pay Type is PREG, identify check and use Check History Inquiry to check Pay Class
If supplemental Pay Class is regular pay (01-04) and it should be nonregular (11 & higher), account mask is trying to prorate benefit amount to incorrect number
Use Pays History Change to change Pay Class
Rerun Labor Distribution Update

60. Employee’s Distribution is Incorrect or Missing
Identify Check
Use Check History Inquiry to verify Distribution Group
Double Click on Pay Rate on Employee’s Check
Add account on Employee Distribution screen if needed
Use Pays History Change to select appropriate Distribution Group
Rerun Labor Distribution Update

61. Account Number Does Not Exist or Incomplete
BE type and Benefit Pay Type is PREG Use Check History Inquiry to check Pay Class

62. Account Number Does Not Exist or Incomplete
Use Pays History Change HHPAY02A.FMX to Change Pay Class or Distribution Group on individual Checks lines for an employee
Caution: Be sure you are on the correct check and pay line when making changes

63. Account Mask Incorrect or Missing
Identify Ded/Ben causing problem
Go to Ded/Ben Master
Check account masks for accuracy
Check Select Account Mask
BE = Debit Account Mask
BL or DL = Credit Account Mask
Correct errors or add accounts
Be sure to check ALL plans
Rerun Labor Distribution Update

64. Error Message on Labor Distribution
Error of this type
usually is a setup issue
Go to Ded/Ben Master,
find code and plan
Fix Select Account Mask
and rerun Labor Distr

65. Labor Distribution Verification
Match Labor Distr to Payroll Calc
Gross = Calc Gross
Gross………………………………………..………………….618,242.36
Benefits = Calc Benefits Total
Benefits Total………… ,233.21
Debits = Calc Gross + Benefits Total
Gross + Benefits Total…………………………… ,475.57
Ded Liability = Deductions Total
Deduction Total……………………………………… ,967.99
Ben Liability = Benefits Total
Benefit Total……………………………………………..…216,233.21
Net = Calc Net
Calc Net……………………………………………………..…424,274.37
Credits = Calc Net + Ded Total + Ben Total
424, , , = 834,475.57
Due to From = varies according to funds used
If all Ded Liabilities go to one fund Due to From = Gross

67. Labor Distri – Post to Adjust Journals

68. FAS Journal Entry Verification
Debit Amount = 834, Benefit Expense 216, Gross Pay (Expense) 618, Due to From Total Credit Amount = 834, Benefit Liability 216, Deduction Liability 193, Net Pay 424,274.37

69. Check History Inquiry – Check tab

70. Validating Employee Check Accounts

71. Verifying Employee Check Amounts
Benefit Expense = Benefit Liability =
Gross = Deduction Liability + Net
1, = 2, = ,576.24
Interfund Debit = Interfund Credit
Only if multiple funds

72. Verifying a Payroll Checklist
Visit infolink to download a copy of: “Verifying and Proving Out a Payroll Checklist” Limit to Resource ID: 693 OR Limit with Text Search: Verifying and Proving Out a Payroll