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STEPS
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Comments
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| | \REQUEST FEDERAL & STATE EMPLOYER ID NUMBERS | |
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| | ORDER CHECK STOCK FOR PAYROLL | |
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| | REQUEST WORKMAN'S COMPENSATION INSURANCE | |
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| | MAKE SURE THAT YOU HAVE W-4's AND I-9's. YOUR SHOULD
REQUEST THEM WHEN APPLYING FOR YOUR FEDERAL Employer's ID NUMBER | |
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| OBTAIN AND POST THE REQUIRED POSTERS AND OTHER INFORMATION
REQUIRED AS AN EMPLOYER INCLUDING BUT NOT LIMITED TO: FEDERAL & STATE
EMPLOYMENT POSTINGS, INFO ON WORKMAN'S COMP., INFORMATION ABOUT SAFETY, INFO ON
EMERGENCIES ROOMS AND HOSPITALS IN THE AREA, REQUIRED POSTERS CAN BE EITHER
THE STATE OR PURCHASED FROM A COMMERCIAL SOURCE | |
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| | POSTING ON WORK WEEK STARTING AND ENDING DAY AND HOUR, INFO
ON PUNCHING IN & OUT FOR LUNCHES, NORMAL PAY DAY AND WHEN THE PAYDAY FALLS ON A
WEEKEND OR A HOLIDAY, WILL THE PAYDAY BE MOVED FORWARD OR BACK TO THE NEXT NORMAL WORK DAY | |
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| | INSTALL THE SOFTWARE | |
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| | SETUP THE P/R DEPARTMENT NUMBERS | |
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| | SETUP THE DEDUCTION CODES | |
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| | SET UP THE ADDITION CODES | |
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| | SET UP THE SHELTER CODES (NOT USUALLY NEEDED) | |
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| | SETUP TAX TABLES - FEDERAL, STATE, LOCAL | |
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| MAKE SURE THAT FOR ALL NON-STATUTORY DEDUCTIONS, THAT A SIGNED
AUTHORIZATION FROM THAT EMPLOYEE IS OBTAINED | |
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| AVOID PAYING ANYTHING ON THE PAYROLL CHECK THAT IS NOT TAXABLE EARNINGS IF
POSSIBLE. THIS WILL REDUCE THE LIKELIHOOD OF PROBLEMS WITH THE PAYROLL TAX RETURNS | |
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| ON AUTO ALLOWANCES, CAFETERIA PLANS, AND OTHER NON-TAXABLE ADDITIONS TO
PAYCHECKS, CONSULT YOUR CPA AND GET WRITTEN INSTRUCTIONS ON HOW THESE ARE TO BE HANDLED |
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| | ENTER ALL EMPLOYEES-ACTIVE & INACTIVE WITH FULL INFORMATION | |
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| | ENTER DEDUCTIONS, ADDITIONS, ETC. CODES FOR EACH EMPLOYEE | |
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| | PRINT OUT THE EMPLOYEE MASTERFILE AND CHECK EVERYTHING FOR ACCURACY
ESPECIALLY, NAME, SOCIAL SECURITY NUMBER AND RATE OF PAY | |
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| | BACKUP THE P/R MODULE | |
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| | ENTER THE YTD INFORMATION (USUALLY THIS IS DONE BY QUARTER AND THEN
MONTHLY OR PAY PERIOD BY PAY PERIOD FOR ANY ACTIVITY WITHIN THE QUARTER | |
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| | RUN REPORTS AND BALANCE EACH EMPLOYEE'S WAGES AND EACH TAX INCL.
EMPLOYER'S TAXES TO THE PENNY | |
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| | BACKUP THE P/R MODULE | |
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| | ENTER A TEST PAYROLL BASED ON A VERY RECENT WEEK, CALCULATE TAXES AND
PRINT CHECKS ON PLAIN PAPER. IN ADDITION TO CHECKING THE PAYROLL CHECKS TO A PRIOR
RUN, ALSO CHECK IT TO THE FEDERAL AND STATE P/R TAX TABLES BOOKLETS AS A DOUBLE CHECK | |
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| | VERIFY THAT THE GROSS PAY, FICA, SDI, SUI & FUI IS EXACTLY
CORRECT AND THAT THE INCOME TAX WITHHOLDING IS WITHIN A DOLLAR OR TWO. | |
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| | DO A CHECK PRINT ON PHOTOCOPIED P/R CHECKS TO CHECK THE CHECK FORMAT.
AFTER VERIFYING THE LAYOUT ON THE PHOTOCOPIES OF CHECKS, SUGGEST YOU PRINT AT
LEAST 3 CHECKS ON "REAL" CHECK STOCK TO INSURE THE CHECK FORMAT ACCURACY. | |
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| | THEN CLEAR THAT P/R | |
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| | IT MIGHT BE ADVISABLE FOR YOU TO RUN ONE PAY PERIOD PARALLEL WITH YOUR OLD
SERVICE | |
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| | FINALLY, COORDINATE PREPARATION OF FINAL REPORTS WITH THAT SERVICE
INCLUDING QUARTERLY REPORTS, WORKMAN'S COMP REPORTS, EMPLOYEE HISTORY REPORTS, ETC. | |
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| | SET UP BALANCING LOGS FOR THE QUARTERLY PAYROLL | |
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| | SETUP DEPARTMENT P/R TAX PROCEDURES | |
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| SETUP/TRAIN A BACK UP PERSON TO PERFORM THE PAYROLL FUNCTION IF THE
PRIMARY PAYROLL PERSON IS SICK OR ON VACATION | |
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| ESPECIALLY BEFORE THE FINAL PAYROLL OF THE YEAR BUT MAYBE BEFORE THE END
OF EACH QUARTER, CHECK THAT BOTH SIDES OF THE FICA, FUI, SUI & SDI AMOUNTS DO NOT
EXCEED THE MAXIMUM AMOUNT AND THAT THE AMOUNT DEDUCTED IS WITHIN +/- $.50 OF A MANUAL
CALCULATION. | |
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| MAKE A CONTINGENCY PLAN TO COVER THE SITUATION WHERE YOU NEED TO PREPARE A
PAYROLL AND YOUR COMPUTER IS DOWN | |
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