Payroll Processing – User Guide

Processing Weekly Payroll: Overview:

Employee Submit Hours Worked-For Approval (TSheets):

Employee Submit Paid Time Off -For Approval (TSheets):

Supervisor Approved Submitted Timesheets (TSheets):

Supervisor How to Unapprove or Reject Employee Time sheets (TSheets):

HR QB Import Approved Time sheets (QB):

HR Review , Print & Save your QB Sync Log Report in Tsheets (TSheets):

HR Save Employee Timesheets To Payroll Drive:

Employee Commission Submission:

HR Save Employee Commission Sheet To Payroll Drive:

HR Update Commission Spreadsheet:

HR QB Create Paychecks For Hourly & Commission:

PTO Employee Calender:

Attach Employee Timesheet To Their Paycheck:

Supervisor Approve PTO Time Off:

Checklist Of Items To Review:

Processing Weekly Payroll: Overview:

1

Must be submitted by Wednesday at 2:00
2

SEF pay period is from Sunday To Saturday

Example:

Check Date: 1-26-17
Pay Period Would Be: 1/14/18 to 1/20/8

Tsheets: sefinancial.tsheets.com

Employee Submit Hours Worked-For Approval (TSheets):

1

Go to TRACK > Submit Time
2

Verify time recorded for the current payroll run week pay period
3

Click Submit Time
4

Make sure each date in the pay period is checked, click Submit

Employee Submit Paid Time Off -For Approval (TSheets):

Note: To avoid losing your entries, click SAVE after entering each week’s PTO

A reminder to submit hours worked will be emailed per the Human Resources Bi-Weekly Pay Schedule

1

Go to TRACK > Paid Time Off (PTO)
2

Select the date and the appropriate PTO code
3

Enter the number of PTO hours used, then click Save

Supervisor Approved Submitted Timesheets (TSheets):

1

Go to REPORT > Approvals Report
2

Select the report dates “By pay period” click Run Report
3

To view detail, click “view detail” under the total hours OR tap plus sign
4

Click Approve

1

Make sure pay date range is Sunday To Saturday -same as Quickbooks payroll date
2

Employees- Choose All
3

Show Hour Totals In-Choose HH:MM
4

Sort Employees By-Last Name
5

Sort By Group Name-No

Supervisor How to Unapprove or Reject Employee Time sheets (TSheets):

1

Go to REPORT > Approvals Report
2

Select the report dates “By pay period” click Run Report
3

To unlock employee’s timesheet, click Unapprove
4

To reject it, click Reject
5

Enter the reason for rejection and click Send

HR QB Import Approved Time sheets (QB):

1

QB-File-Update Web Service

1

Web connector opens-put check mark in first box (right before application section)

1

Click update selected
2

Wait for application process to be 100% & status says complete

HR Review , Print & Save your QB Sync Log Report in Tsheets (TSheets):

1

Tsheets-quickbooks-view sync log

1

Review the log for any errors & look at times for employees make sure correct

1

Choose date you exported to QB-right click-print to pdf

1

File Save Location

Server/Computer: \MGMT

Folder: Payroll

Subfolder : : Payroll TSheets Sync Log Reports

SubFolder: Year

Subfolder: Month

Example File Name Structure : TSheets _QuickBooks Desktop Integration Sync Report 1-4-18 through 1-20-18

Example Folder Path: : \MGMTPayrollPayroll TSheets Sync Log Reports20181 JAN

1

File Naming Format

TSheets _QuickBooks Desktop Integration Sync Report 1-4-18 through 1-20-18
Change dates

HR Save Employee Timesheets To Payroll Drive:

1

TSheets-Report-Payroll Report

1

Reports date is payroll run Time Periods-compare date to QB pay period dates

1

Employees choose all-show hours to MM-sort employee by last name

1

Payroll report appears-choose open as PDF-save as .. see below

1

File location-and create pay period folder

Server: \MGMT

Folder: Payroll

Folder: Payroll Timesheets

Folder: 2018

Folder:01 JAN

Create this pay period folder: 1-14-18 through 1-20-18

Example All Employee PDF Naming: All Employee Timesheets._1-4-18 to 1-20-18

Example Whole Path:\MGMTPayrollPayroll Timesheets20181 JAN1-14-18 through 1-20-18

1

File naming all employee PDF- All Employee Timesheets ._1-4-18 to 1-20-18Se

1

Extract" all employee "time sheet PDF into individual employee time sheet saves

1

Open PDF
2

open bookmarks section
3

click page thumnails
4

highlight all thumbnails-right click-select extract pages-from first page to last-click extract pages as separate files
5

Save to -Example Whole Path:\MGMTPayrollPayroll Timesheets20181 JAN1-14-18 through 1-20-18
6

Rename individual employee timesheet by putting employees last name in from - Example Adams-Payroll Timesheets._All Employees_1-4-18 to 1-20-18 1

Employee Commission Submission:

Email For Payroll Department: [email protected]

HR Save Employee Commission Sheet To Payroll Drive:

1

Save employees commission sheets to payroll server
2

network-MGMT-payroll-payroll commissions-year-month
3

create folder for pay period - name structure 1-14-18 through 1-20-18
4

save commission sheet here - naming structure Harper-Commission Sheet-January 14-20

1

Location

Example \MGMTPayrollPayroll Commissions20181 JAN1-14-18 through 1-20-18

1

File Name

Example: Harper-Commission Sheet-January 14-20

HR Update Commission Spreadsheet:

1

Update Commission Paid Spreadsheet
2

Location- \MGMTPayrollPayroll Commissions

HR QB Create Paychecks For Hourly & Commission:

1

QB-Employee-Payroll Center

1

Start Scheduled Payroll

1

Bank Account -CASH:0-1010

1

Pay Period Ends -Last Date Of Pay Period

1

Check Date-Friday Following Pay Period End

1

Check Options-Direct Deposit-Print DD on check stock(this queues direct deposit) or Assign DD numbers for Quickbooks to auto assign direct deposit number.

Check Options:

Print paychecks on check stock to queue paychecks for printing in QB
Direct Deposit Options
- click print DD on check stock to queue direct deposit
- Click assign DD number to prevent direct deposti from being placed in check printing que

1

Verify Pay Period & Check Date
2

Pay period ends last date of timepunch (Sunday-Saturday)
3

Check date is following friday .. date employee receives paycheck
4

Example: pay period 1/14/18 through 1/20/18 ... Check date is 1/26/18

1

Unclick Any Employees With Zero Time Or Pay

1

Open Paycheck Detail

1

Verify Hourly time is correct & Salary From TSheets -QB and tsheet comparison
2

pull up -tsheets-report-approval report-on ne side of screen & qb on other

Earnings Items: Imported From TSheets

Hourly
Overtime
Holiday
Vacation
Ovetime

1

Enter Commissions On Paycheck

1

Make Sure Direct Deposit Checked

1

Verify employees Have No Commission Sheets Is Correct

PTO Employee Calender:

Attach Employee Timesheet To Their Paycheck:

Supervisor Approve PTO Time Off:

Checklist Of Items To Review:

1

Lunch Breaks-Make sure a 30 minute lunch break is entered for each day if not manually enter one
2

Overtime-Wesley must sign off
3

GPS Location Report-Print gps location report and include for final sign off on payroll
4

Tsheet Sync Log

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