Human Resources > Payroll Processing > Run Payroll

Field	Description
Select a Pay Date	Click to select the pay date to run the payroll, and click Retrieve. The system populates the table with pay date information. If more than one pay frequency is available for the pay date, select the pay frequency for which the payroll should be calculated. Only one pay frequency can be processed during a Run Payroll session. A payroll must be completely processed and posted before starting a new payroll.
Beginning Check Nbr	The system determines the beginning check number based on either the last check number used from the most recent pay date that has been posted, or if paycheck forms are used for liability checks, then the last check number for the most recent check date in the liability check table. The system compares these two check numbers, and the greater of the two is used. It is the user's responsibility to verify the beginning check number. The system automatically fills the Beginning Check Nbr field with leading zeros when a partial check number is entered and you tab out of the field.
Payment Method	Click to select the desired method of payment.
Beginning Reference Nbr	The system determines the beginning reference number based on the last reference number used from the most recent pay date that has been posted. It is the user's responsibility to verify the beginning reference number. This field is not required when either Payment Method (Checks Issue) or Print Voided Checks is selected. The system automatically fills the Beginning Reference Nbr field with leading zeros when a partial reference number is entered and you tab out of the field.
Print Voided Checks	Select to print a voided check for each employee participating in the direct deposit or electronic funds transfer payroll processing.
Print Bank Checks	Select if bank checks are to be used in this payroll process. This is for the Direct Deposit Payment Method only.
Sort Checks by Alpha or Campus	Click to select the desired sort method. Campus is the default. When Alpha is selected, the checks are sorted by employee last name, then employee first name. When Campus is selected, the checks are sorted by pay campus, employee last name, then employee first name.
Wage/Earning Statement	Click to select whether a wage/earnings statement should be printed. If Y - Direct Deposit or A - All is selected, the user must print the reports from the Payroll Reports. These reports are not automatically printed with payroll checks. If Y - Direct Deposit is selected, only those employees with direct deposit is printed.
Wage/Earning Statement Line 1, 2, 3	These fields are used to type messages to employees. Each field can be a maximum of 35 characters. If the user has chosen to print the wage and earnings statement, the comments that are entered are saved after the user clicks Next.
Wage/Earning Print Bank Acct Nbr	Select to print the bank account number on the wage and earnings statement.
Deduction Register Print Emp SSN	Select to print the employee's SSN on the deduction register.

Under Increment Leave, all leave types available for the pay period are displayed.

Note: Inactive leave types are excluded from the Increment Leave section. Payroll calculations are processed and leave transmittals are posted even if a leave type or absence reason is inactive. ​

Under Deductions, select the deductions to include in the payroll processing by selecting the Deduct field for the corresponding deduction code.

To include all the selected deductions in the payroll process, click Select All.

Notes:

• If a new deduction code is added to the deduction code table, Deduct is selected automatically. If you do not want the new deduction included in the payroll process, you must manually clear the Deduct field for the new deduction code.
• If Deduct is not selected and deduction transmittals exist in Hours/Pay Transmittals, then deductions are not processed.

Click Next to continue. Otherwise, click Back to go back to the previous page, or click Cancel to exit Run Payroll.

On the Staff Selection page, under Sort by, select the Employee Number field to sort by employee number, or select the Last Name field to sort by last name. The system default is to sort by last name.

The system displays all employees on the left side of the page. Select which employees to include in the payroll using the following:

• Select an individual employee number to select only one employee.
• To select multiple rows when the employee numbers are consecutive (e.g., 000001-000025), select a employee number to start at, and then press and hold SHIFT while selecting an employee number to end the selection process. All employee numbers (between the first and last item) in the sequence are now selected.
• To select multiple rows when the employee numbers are not consecutive (e.g., 000025, 000185, 000221), select a employee number, and then select other individual employee numbers from different parts of the listing.
• The system displays all available employees to include in payroll on the left side of the page. Use the following buttons to select which employees to move to the right side of the page:

On the calculations page, the calculation process computes net pay amounts for all employees using salaries, taxes, deductions, supplemental pay, and transmittals. Under Run, do one of the following:

Select Payroll Calculations to run the payroll calculation for this payroll.

Select Supplemental Calculations to calculate only the supplemental transmittals that have been created on the Extra Duty, Deduction Refunds, and Non TRS tabs in Hours/Pay Transmittals under the Maintenance menu. Only transmittals that exist in the Extra Duty, Deduction Refunds, and Non TRS tabs are processed with this selection.

When Supplemental Calculations is selected, the fields under Supplemental Payroll Calculations are enabled to allow users to select the supplemental payroll parameters to include in this payroll.

Income Tax	Click to select whether the supplemental payroll calculation does not calculate income tax, calculates income tax at the regular rate, or calculates income tax at the flat rate. The system default is to not include the income tax deductions.
FICA/Medicare	Select to include the social security deductions in the payroll calculation. The system default is to not include the social security deductions.
457 Def Comp	Sect to include the alternative retirement plan deductions in the payroll calculation. The system default is to not include 457 deferred compensation deductions. If 457 Def Comp is selected and if Apply 457 is selected on the Maintenance > Staff Job/Pay Data > Hours/Pay Transmittals > Extra Duty tab, the extra duty pay associated to the transmittal is subject to 457 deferred compensation based on the Employee and Employer Rates defined on the Tables > Tax Deductions > 457 Def Comp tab. If the employee is flagged as FICA eligible, Apply 457 is selected on the Extra Duty transmittal, and both FICA/Medicare and 457 Def Comp Supplemental Payroll are selected, the transmittal amount is subject to both rates. When supplemental payroll calculations are run, employees flagged to calculate 457 deferred compensation deductions with a D2 deduction type in their master deduction record will have a D1 deduction type calculated in place of the D2 deduction. The system will use the first D1 deduction code from the deduction code table.
TRS Deposit	Select to include the TRS deposits in the payroll calculation. The system default is to not include the TRS deposits.
Workers' Compensation	Select to include the workers' compensation calculations in the payroll calculation. The system default is to not include workers' compensation calculations.
Unemployment	Select to include unemployment calculations in the payroll calculation. The system default is to not include unemployment calculations.

Click Next to continue. Otherwise, click Back to go back to the previous page, or click Cancel to exit Run Payroll.

On the payroll processing page, click Run Calculations. If there are any pay dates with an adjustment of zero for the pay frequency being run, a message is displayed confirming that you want to continue, and payroll details are provided.

• Click Yes to continue. The temporary tables will be cleared of the previous records for the pay date, and the payroll will be calculated based on the current user's selections. Otherwise, click No to cancel the process. No temporary tables will be deleted, and the current user can cancel out of the payroll calculations process. An error message will display on the Payroll Calculations Error report.

The Payroll Calculations report is displayed.

Review the report.

Click Print to print failure and warning messages. If there are no errors that affect the payroll processing, click Next. Otherwise, click Back to go back to the previous page, or in the event of a substantial error, you must click Cancel to exit Run Payroll and correct the problem.

After running the payroll calculations, you should verify the results on the Calculation Reports page before continuing with the payroll process. Errors must be corrected before continuing. Once corrections are made, run payroll calculations again to ensure that corrections were completed. If errors are found and corrections made, you should click Cancel to exit Run Payroll, and then restart the payroll process.

Under Calculation Reports:

Click Generate Reports. The system displays the first report selected. Verify the totals of each report.

Review the report.

Click Exit to close the displayed report and open the next report or return to the Calculation Reports page.

Click Next to continue. Otherwise, click Back to go back to the previous page, or click Cancel to exit Run Payroll.

The Payroll Check Test Pattern page is displayed, which is used to preview and print the payroll checks. Use the scroll bars to view and verify the alignment of the check. If the local education agency (LEA) is using electronic signatures for checks, click Check Signatures.

Click Next to continue. Otherwise, click Back to go back to the previous page, or click Cancel to exit Run Payroll.

If you click Next, actual payroll checks are displayed. Only one check is displayed at a time. Choose from the following options:

• Click Previous Check to view the last check again.
• Click Next Check to view the next payroll check.
• Click Print. The Printer Selection dialog box is displayed.
  • Under Page Range, select All or Pages. If Pages is selected, type the page range (e.g., 1-12) to print.
  • Click Print. The dialog box closes.
• Click Check Signature to display the Check Signature dialog box and to customize these options for individual checks.

Click Next to continue. Otherwise, click Back to go back to the previous page, or click Cancel to exit Run Payroll.

Did the checks print correctly?	The system default is Yes. If the checks did not print correctly, click to select No to enable the Reprint checks starting from check number and Starting new check number fields. This field is disabled if no physical checks are created for the processed payroll (i.e., all employees included in the payroll have direct deposit/EFT).
Reprint checks starting from check number	Type the six-digit check number of the first check that did not print correctly.
Starting new check number	The system default is the next starting six-digit check number. This field can be changed.

Example:

Click Next to continue. Otherwise, click Back to go back to the previous page, or click Cancel to exit Run Payroll.

If you click Next, the create backup and post page is displayed.

Click Create Backup. The export pay tables dialog box is displayed to allow you to export the payroll tables.

• If you create an export when processing Regular or Supplemental payroll calculations (zero adjustment cycle), the data is exported to database tables, and the external .rsf file is no longer generated. As a result, the table names are no longer displayed during the export. Database tables can be imported using the Import HR Tables From Database Tables utility.
• If an export is run, it will overwrite the previous export database tables created for the pay frequency as only one set of payroll export database tables can exist per pay frequency.
• If you process payroll calculations for a check issue (adjustment cycle greater than zero), the external .rsf file is generated and the table names are displayed during the export.
  • Click Yes to export the tables.
  • Click No to exit Run Payroll.

A message is displayed if the export was successful.

Click Post! A message is displayed indicating that the posting was completed successfully. Post is disabled, and Next is enabled.

Click Next to continue. If you click Next, after running the payroll check process, print the Payroll Reports.

Under Payroll Reports:

Click Generate Reports. The system displays the first report selected. Verify the report data is correct.

To combine the selected reports into one continuous report, click Consolidate Rpts. This allows one PDF report to be created (instead of a PDF for each report).

When all totals are verified, click Finish to close the Run Payroll page.