Running a Regular Payroll

A "Pay Run" or a "Payroll Run" is the process used to pay your employees using the Payroll module. In order to perform a Pay Run, you must have already performed the setup activities as described and explained in Setting up the Human Resources Module. You must have all of your employee information up to date as explained in Setting up Employee Information. If you have not performed these activities, your payroll run will not be correct.

The following steps are recommended to run the Pay Run process at your organization. They combine the system processes with manual steps to take during the Pay Run process. It may be beneficial to keep a copy of these steps and a copy of this information for future reference.

NOTE: You need to select the Clear Files After Save checkbox.

You will need to transfer all direct deposits to magnetic media. (This step is only necessary if your organization offers the direct deposit feature to your employees.)

For step-by-step instructions, see How to Transfer Direct Deposits to Media.

Before running the regular payroll, you need to process any voided checks. Process the voided checks before the regular payroll so that the tax calculations are as up to date as possible. For step-by-step instructions, see How to Void a Check.

Next, you must update the Void Checks batch that is created using this option. For instructions on processing the batch, see How to Run Update Payroll.

Before running the regular payroll, you will need to enter any manual checks. Enter the manual checks before the regular payroll so the tax calculations will be as up to date as possible.

For step-by-step instructions, see Recording a Manual Check.

Create a list of all timekeepers, their extensions, their departments, and a place to check off when timecards/sheets are received for the current pay period. Review this list each pay run to make sure that all timecards have been received. This list needs to be maintained manually, as it is not part of the Payroll module.

NOTE: Remember that salary changes must be entered before timecards are generated, because timecards are not automatically updated.

Update all employee records including address changes, position changes, deduction changes, tax changes, etc., using the Employee Master window.

For more information, see Define Payroll Controls Information for the Pay Run.

For step-by-step instructions, see How to Enter Payroll Control Information.

After entering the Payroll Control information, record the following information for future reference:

Period Dates Begin:
Period Dates End:
Check Date:
Calendar Year:
Direct Deposit Type:
Direct Deposit Number:
Check Type:
Check Number:
Work Study Year:
Work Study Term:
Quarter End Date:

For more information, see Generate Timecards Automatically.

After entering the generating timecards, record the following information for future reference:

Batch Description:

Manually sum the timecards/sheets from the timekeepers. You will need totals for Regular Hours, Overtime Hours, and Accrual Hours. The accrual total will need to include all accruals that are set up in the Configure Payroll window.

For validation purposes, enter the totals into the Timecard Batch header (.

For future reference, record the following:

Time Batch ID:
Time Batch Description:
Regular Hours:
Overtime Hours:
Accrual Hours:

For this step in running a Payroll, select the Regular button on the Timecard Entry window.

For more information, see Enter or Make Changes to a Timecard and Selecting Positions/Accounts for Timecards.

Ensure that your timecard sheets and clerical checklists are complete. These lists need to be maintained manually, as they are not part of the Payroll module.

NOTE: For one-time deductions, you must select a status of one time only.

Enter any last minute one-time deductions on the Benefits tab of the Employee Master window.

For step-by-step instructions, see How to Enter Benefits for an Employee.

For more information, see Perform the Pay Run Edit.

For future reference, record the following information:

Check Batch Description:

For more information, see Review Pay Run Edit Reports and Make Corrections if Necessary.

Print a copy of the Deduction Edit Report and give it to the child support/garnishment administrator. You can print this report during the Pay Run Edit process.

For step-by-step instructions, see How to Perform the Pay Run Edit.

For more information, see Print Pay Checks, Direct Deposits, and Register.

For future reference, record the following information:

Direct Deposit Type:
Direct Deposit Number:
Next Check Type:
Next Check Number:
Batch Description:
Check Batch ID:

For more information, see Review Checks for Errors and Correct if Necessary.

Make a copy of the last page of the Payroll Register for the tax administrator.

For more information, see Update Payroll.

NOTE: Print the report that has been generated. In order to keep the direct deposit file available in case of some problem at the bank, do not select the Clear Files After Save checkbox.

For more information, see Transfer Direct Deposits to Media.

For step-by-step instructions, see How to Transfer Direct Deposits to Media.

For future reference, record the following information:

Destination File Name: