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The following is a guideline for the time-keeper to follow when producing a payroll run.
Enter employee time into the system via the Crew Sheet or Employee Time Entry Programs. Time is normally entered on a daily basis for accurate, up-to-date reporting and validation.
This report should be run after all time has been entered for a day. It will produce a list of any employees who have no time entered for that day. Ideally this report should have no employees listed as every employee should be accounted for 8 hours of worked or non-worked time per day.
This report is to be run in conjunction with the Missing Time Report daily. Once the specific criteria has been set (date, exception hours of straight-time and overtime), the report will produce a list of any employees not matching the criteria. Once the exceptions have been identified the time-keeper can make any necessary changes within the Crew Sheet or Employee Time Entry programs or inform the foremen so they can make the adjustments. This report can be run as often as required.
This report is run to identify employees reaching a vacation anniversary date. If an employee has reached a new percentage tier, his vacation percentage should be changed in his master file before creating the pay records. For IWA agreements the employee is also owed a catch-up percentage of his earnings between the date of his last anniversary date and the date of the last common vacation cut-off date. The report will scan the time transactions for the appropriate date range and do the calculations for the catch-up amount to be paid. The catch-up amount may be entered in the Journal Entries for payment within the pay period or accrued for payment at a later date. See the Vacation Anniversaries for further details.
This report is to be run to produce a list of all employees who are LTD exempt. Once the criteria has been set (typically Age 59), the report will list all employees who have reached that date within the start and end dates of the current pay period.
This report is used for those divisions who have not set up standard benefit/deduction codes for employees for union dues. This report will produce a list of employees who are required to pay union dues based on the criteria set in the opening screen of this program. Once the listing is produced, the system can automatically generate the journals entries for union dues.
Any changes and/or adjustments to an employee's current pay may be done in the Journal Entries program. Once the journal entries date has been selected, any adjustments may be added throughout the pay period. Typical journal entries would include adjustments to pay missed from a prior pay period, specific employee purchases (lumber, tools, safety purchases), garnishees not set up as a regular deduction in the employee master file, and any vacation pay advances.
This program must be reviewed prior to the pay run. Any missed deductions from a previous pay period would be listed here as the system will try to take the deduction again in the current pay period. Some deductions which were missed may not be required to be taken in the following pay periods. For example, if an employee was away sick, and had not worked enough hours required for a union dues payment, the timekeeper may delete it so that the system will not try to process the deduction.
This report is to be run after the time entry and validation is completed. The Hours Inquiry report will list each employee and all time transactions attached to him/her for the period selected. Every time entry, journal entry, and ticket/premium transaction is listed in detail for each employee. A pay code and account summary are listed at the end of the employee detail. These totals will be used to compare against the Create Batch Report when producing the employee pay records in final mode.
This report is to be run once all time transactions have been finalized. The program is selected in a 'non-live' mode until the timekeeper is satisfied that all employee pay details are correct. The program may be run per employee or for all employees and may be run as many times as required in the 'non-live' mode. Each employee record will be listed with all pertinent pay details (earnings, deductions, benefits, and accruals). The report totals listing the pay code and account summaries at the end of the report will be compared against those listed in the Hours Inquiry report. These totals should be exactly the same. The only exception would be if a manual cheque has been produced in the Manual Cheque Program. These amounts would already be posted, therefore not included in the Create Batch totals. When the program is run as a 'live' posting, all employee pay records will be updated.
This report is run after the Create Batch program is complete. Each employee record is listed with all pertinent details that will be included on their cheque or direct deposit slip (earnings, deductions, benefits, accruals, cheque/ddeposit numbers, bank and branch numbers). Again, the pay code and account summaries should be the same as the Hours Inquiry and Create Batch Reports.
The Direct Deposit file must be created and then sent to the financial institution utilized by the Division. The file must be sent in a timely fashion as there are time restrictions per each financial institution.
This program is run to produce the pay cheques and/or direct deposit slips. They can be run in any sort order, by division, department, crew or whatever is specified on the opening screen of the program.
This report is to be run after every pay. It will list divisional totals for EI, CPP, and Income Tax amounts for both the Employee and Employer sides. All rates are pulled directly from the EI/CPP/Income Tax Rates Tables listed in the Pay Tables Section.
There are various payroll reports that can be produced at the completion of every pay period. Any report can be produced through the Benefit/Deductions Report program. Once the specific benefit/deductions have been set, the report settings may be saved so that the report can be generated instantly for the next pay. Once the report is run, the timekeeper may use it for a comparison against the premium statement produced by the benefit carrier (such as MSP, Pacific Blue Cross, etc.) The report may also be used as the actual statement to be sent to the benefit carrier (such as IWA-Health & Welfare, Pension & LTD Plans, Union Dues, etc.).
This report is required to produce employee totals (in detail or in summary only) for Worker's Compensation Board. The report will list employee's gross earnings, the premium rate determined by WCB as per the class type of the division, and the premium amount to be paid. The premium rate and maximum WCB earnings are set up for January 1st, in Miscellaneous Tables - Pay Tables section.
The monthly GL Journal report is run to produce information for the Controller to tie in all costs into the appropriate GL accounts.
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