Run Payroll - HRS5000

Select a Pay Date	Click to select the pay date to run the payroll and click Retrieve. 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.

The payroll information is populated.

❏ Complete the following fields:

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 your 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 payment method. Electronic Funds Transfer - Select if you are creating a file and sending deposits electronically to the bank. Checks will be printed for those employees without direct deposit. Direct Deposit - Select if you are sending a checklist and paper check to each bank. Checks Issue - Select to print a check for all employees.
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 your responsibility to verify the beginning reference number. This field is not required when either Payment Method (Checks Issue) or Print Voided Checks is selected. This number is printed on direct deposit checks instead of a check number on the check register and is used for bank reconciliation purposes. 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 who receives a direct deposit or an electronic funds transfer.
Print Bank Checks	Select to print a paper check for each bank. This is for the Direct Deposit Payment Method only.
Sort Checks by Alpha or Campus	Click to select a sort method. The 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. Y - Direct Deposit - Select to print wage and earning statements for direct deposit employees only. N - None - Select to not print wage and earning statements. A - All - Select to print wage and earning statements for all employees even if they are getting a printed payroll check. These reports are not automatically printed with payroll checks.
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 you have selected to print the wage and earnings statement, the comments that are entered are saved after you click 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, a list of all available leave types for the pay period is displayed.

❏ Under Deductions:

• Select the deductions to include in the payroll process by selecting the Deduct field for the corresponding deduction code.
• Click Select All to include all of the deductions in the payroll process.

❏ Click Next to continue to the Staff Selection page. Otherwise, click Cancel to exit the run payroll process.

❏ Under Sort by, select one of the following:

• Select the Employee Number field to sort by employee number.
• Select the Last Name field to sort by the last name. The system default is to sort by the last name.

All employees are displayed on the left side of the page.

❏ Select the employees to include in the payroll.

• 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 an 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 items) in the sequence are now selected.
• To select multiple rows when the employee numbers are not consecutive (e.g., 000025, 000185, 000221), select an 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:

❏ Click Next to continue the Calculations page. The calculation process computes net pay amounts for all employees using salaries, taxes, deductions, supplemental pay, and transmittals. Otherwise, click Back to go back to the previous page or click Cancel to exit the run payroll process.

❏ Under Run, select 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 allowing you to select the supplemental payroll parameters to include in the 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.

❏ Click Next to continue to the Payroll Processing page. Otherwise, click Back to go back to the previous page or click Cancel to exit the run payroll process.

❏ Click Run Calculations. If there are any pay dates with an adjustment of zero for the pay frequency being run, a message is displayed asking you to confirm that you want to continue and payroll details are provided.

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

❏ Be sure to print the failure and warning messages before clicking Next as these messages are no longer available after you click Next. If there are no errors that affect payroll processing, click Next. Otherwise, click Back to go back to the previous page, or in the event of a substantial error, click Cancel to exit the run payroll process and correct the problem.

The Payroll Calculations report is displayed. Review the report.

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

❏ Under Calculation Reports:

• Select and generate all pre-post reports and review as needed.
• Reconcile deduction registers to all monthly billing statements.
• Compare current payroll data to prior month's payroll data to identify discrepancies. Reference supplemental documents section.

❏ Click Generate Reports. The system displays the first report selected. Click Cancel to display the next selected report. Verify the totals of each report. When you are done viewing all of the selected reports, you are returned to the Calculation Reports page.

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

❏ Click Next to continue to the Payroll Check Test Pattern page. Otherwise, click Back to go back to the previous page or click Cancel to exit the run payroll process.

The Payroll Check Test Pattern page 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 the run payroll process. If you click Next, the 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 the run payroll process.

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

❏ (IMPORTANT: Do not skip this step.) Click Create Backup. The export pay tables dialog box is displayed allowing 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 the run payroll process.

❏ 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.

• Click Consolidate Rpts to combine the selected reports into one continuous report. 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.