We all know that payroll submission day can be hectic and whether you upload from a time keeping system or hand key your entries there is always a concern for accuracy. The last thing you want to deal with is an angry employee who wasn’t paid correctly on payday. By following some simple procedures, you should be able to drastically reduce the number of employee check issues you deal with on payday.
1.) Complete all employee record changes in advance
Try your best to avoid last minute employee changes. Changes to the employee records can be completed throughout the pay-period, so there is no need to wait to do these on your busiest and most stressful day. Some of the most common issues we come across are due to pay rate changes or deduction amounts were not entered prior to the payroll being processed. Keep a handy list of these changes so you can easily check them against the Preprocess Register.
2.) Have reliable control totals
If you have a time system, this step becomes easier as it will offer a report that will have control hours by earning code. If you have manual time cards, calculating control totals also becomes a manual process. There are many items within payroll that could have a control total however the basic control would include total company hours by earning code.
3.) Balance Preprocess Register to control totals
With reliable control totals, this step can catch the majority of payroll entry errors. Once the payroll entry, and/or time clock upload is complete, you should run the Preprocess Register. The Preprocess Register will give you a snap-shot of what your payroll will look like after it processes. You should be able to balance your control totals to the totals page of this report in order to verify the accuracy of the entry into the payroll system. You should also verify that the Preprocess Register accurately shows the employee changes you made prior.
4.) Always save your Preprocess register
We cannot stress this enough, always save your Preprocess Register. You can choose to save it in paper for, or as a PDF file, either way it is an important document to keep. If PCS is called upon to research or troubleshoot an issue, it is likely that one of the first questions we’ll ask is for you to send us a copy of the Preprocess Register. You should also verify your payroll once it is received using this report.
5.) Balance Preprocess Register to the Payroll Register received after process
Once you receive your payroll back after processing, you should compare the totals pages of the Preprocess Register to the totals page of the Payroll Register. Any variances should be researched immediately and escalated to your Client Account Manager if needed.
6.) Count the number checks/vouchers and compare to Payroll Register
Last but not least count the number of checks/vouchers received back and compare to the total listed on the Payroll Register. This will verify that you received the number of documents you were expecting. Again any variance should be researched and escalated to your Client Account Manager.
Following these simple procedures will help verify the accuracy and help catch any errors in the payroll. Remember to always save a copy of the Preprocess Register, and do not hesitate to get your Client Account Manager involved sooner rather than later.
The PCS Support Team
Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.