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    Workforce Payroll Process Overview
    • 09 Aug 2024
    • 2 Minutes to read
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    Contents

    Workforce Payroll Process Overview

    • Updated on 09 Aug 2024
    • 2 Minutes to read
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    Article summary

    This article is an overview of the steps needed to complete a full pay run, including reviewing and approving associated journal entries. 

    Step

    Pay Run & Paycheck Run

    Journal Entries

    1

    Pay Run is created

    System Generated Pay Runs are automatically created at the end of each pay period.

    One-Time Payments can be used to manually create Pay Runs before the end of the pay period.

    2

    Salary earnings are automatically added to scheduled Pay Runs

    3

    Hourly earnings are reviewed on the DSS

    4

    Hourly earnings are reviewed utilizing the Workforce Payroll Preview Report

    5

    If needed, punches are adjusted by either:

    • Editing punches in R365 if the Punch Edits feature is enabled

    • Editing punches in the POS and repolling labor if the Punch Edits feature is not enabled

    6

    DSS is approved

    Estimated Labor Journal Entry is automatically created, including:

    • Earnings

    7

    Hourly earnings are exported from Smart Ops and imported into the scheduled Pay Run

    8

    Additional earnings are added via One-Time Payments or imported via a Payments Import, if needed.

    9

    Pay Run is Calculated

    10

    Pay Run is reviewed using the Payroll by Pay Period Report or Payroll by Pay Date Report

    11

    Pay Run is approved

    Once approved, Pay Runs cannot be unapproved. When approved, funds will be automatically disbursed to direct deposit recipients and Payroll Journal Entries will be created. Additional imports and adjustments will not be possible. Ensure Payroll is complete and accurate for all employees before approval.

    Approval Deadline

    Pay runs must be approved before 11:00am MT two days prior to the selected pay date to allow adequate time for processing and fund transfers. Funding for pay runs will be withdrawn from the funding bank account two days prior to the selected pay date.

    To avoid delays and potential issues with payroll disbursement, ensure that funds are available in the funding bank account on file before submitting payroll.

    Example:

    A pay run with a Friday pay date must be approved before 11:00am MT on Wednesday.

    Funding for the pay run will be pulled from the funding account on file on that Wednesday.

    If the funding transaction cannot be processed due to insufficient funds, payments to employees cannot be processed and the pay date will be delayed.

    12

    Paycheck Run is created

    Payroll Journal Entry is created, including:

    • Earnings

    • Taxes

    • Cash Disbursements for Direct Deposit, Pay Cards, and Taxes

    13

    Physical Paychecks are printed either manually or through Print & Ship

    Once all Paychecks are printed, the Paycheck Run will change to the status of 'Paid'. If no Paychecks need to be printed for the Paycheck Run, it will automatically move to the 'Paid' status.

    Funding Journal Entries are created, including:

    • Cash Disbursements for Paychecks

    14

    Payroll Journal Entry is reviewed and approved

    Learn more about Estimated and Actual Payroll Journal Entry Clearing here.

    15

    Funding Journal Entries are reviewed and approved

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