Payroll Processing Checklist
This checklist is a sample of a payroll checklist. This can be customized to meet your district specific needs. Please contact your ITC for complete instructions before using this checklist.
Go to Core>Posting Period, Create.
Enter the Calendar Month, Calendar Year, click Create.
Choose from the options below:
Adding Attendance Using the Employee Dashboard:
Go to the employee's Dashboard and search for the Employee. Select from the dropdown
On the Employee Dashboard select Attendance
Click Create to enter one day or click Mass Add to enter multiple days.
Click Save
Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Adding Attendance Using Attendance
Go to Core>Attendance
Click Create to enter one day or click Mass Add to enter multiple days.
Click Save
Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Adding Attendance/Absence Using Mass Load
Go to Utilities>Mass Load
USPS Load File - Click Choose File and browse to locate the file
Importable Entities - Attendance Journal
Click Load
Review Summary counts on screen
View ATTERR.CSV
Any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.
Adding Attendance/Absence Using a File to Import
Go to Utilities>Attendance/Absence Import
Attendance Import File - Click Choose File and browse to locate the file
Location Code- If using Location Code and it's specified on CSV File
Post to Payroll Processing – Choose option from dropdown
Combine Attendance Entries-If desired
Allow Negative Leave Balances N/A for Attendance Importing
Payroll Account to charge-Choose from drop down
Click IMPORT
Review Summary counts on screen
View ATTERR.csv
Any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.
Go to Reports>Report Manage>SSDT Attendance Journal Entry.
Start Date - Payroll Start Date
End Date - Payroll End Date
Job Status - Leave blank
Appointment Type - Leave blank
Type - Enter either Attendance or Absence if balancing separately
Click Generate Report
Verify the report.
Go to Reports>Report Manager>SSDT Future Pay Amount Report
Format-Chose from drop down
Page Size-Choose from drop down
Orientation-Choose from drop down
Name-Defaulted but a report name can be entered
Summary Report-If you only want a summary report click on the box next to Summary
Beginning Effective Date (optional)
Ending Effective Date (optional)
Pay Groups (optional)
Click on Generate Report
Go to Payroll>Payroll Processing
Click Initialize New Payroll
Payroll Description - Description of payroll. This description will appear in the Description column of the grid
Pay Plan - Enter appropriate pay plan
Pay Cycle - Enter appropriate pay cycle
Start Date - Enter payroll beginning date
Stop Date - Enter payroll ending date
Pay Date - Enter pay date
Suppress Voluntary Deductions - Check the checkbox if applies
Ignore Direct Deposit - Check the checkbox if applies
Special Pay - Check the checkbox if applies
Optional: If you use the Additions options.
Click Add Date Range Selection
Enter Start Date and Stop Date for these pay groups
Click Initialize Payroll
Choose from the options below:
Adding Attendance Using the Employee Dashboard:
Go to the employee's Dashboard and search for the Employee. Select from the dropdown
On the Employee Dashboard select Attendance
Click CREATE to enter one day or click Mass Add to enter multiple days.
Click Save
Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Adding Attendance Using Attendance
Go to Core>Attendance
Click Create to enter one day or click Mass Add to enter multiple days.
Click Save
Posting Mode options are available - No Posting to Payroll, Post to Current, Post to Future. If using a Posting Mode make sure that you click Post Selected Records to Current or Future Payroll after you click Save to add the attendance entry
Click on X to close the window
Adding Attendance/Absence Using Mass Load
Go to Utilities>Mass Load
USPS Load File - Click Choose File and browse to locate the file
Importable Entities - Attendance Journal
Click Load
Review Summary counts on screen
View ATTERR.CSV
Any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.
Adding Attendance/Absence Using a File to Import
Go to Utilities>Attendance/Absence Import
Attendance Import File - Click Choose File and browse to locate the file
Location Code- If using Location Code and it's specified on CSV File
Post to Payroll Processing – Choose option from dropdown
Combine Attendance Entries-If desired
Allow Negative Leave Balances N/A for Attendance Importing
Payroll Account to charge-Choose from drop down
Click IMPORT
Review Summary counts on screen
View ATTERR.csv
Any errors can be corrected on the ATTERR.CSV file then uploaded using the Absence/Attendance Import option.
Go to Reports>Report Manage>SSDT Attendance Journal Entry.
Start Date - Payroll Start Date
End Date - Payroll End Date
Job Status - Leave blank
Appointment Type - Leave blank
Type - Enter either Attendance or Absence if balancing separately
Click Generate Report
Verify the report.
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Error Report
Review all errors on the Error Report
If changes were made to the Compensation record do you need to do the following:
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click the checkbox for all pay group(s) associated with the Compensation changes
Click Update Payroll
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click on Pay Report
Report Title - Default name is Payroll Report. Can change if desired.
Sort By - Choose from drop down
Report Format - Choose from drop down
Begin Each Employee on New Page - Check if desired
Include Employer Payroll Item Amounts - Default is checked. Can unchecked if desired.
Show only Report Totals - Check if desired
Click Generate Report
Check for accuracy
Under the Report Summary, the Total Current and Total Future Gross by pay groups, can be used for balancing.
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Pay Amount Summary Report
Report Title - Default Pay Amount Summary Report. Can be changed if desired.
Report Output Format - Defaults to PDF. Choose from drop down option if desired.
Display Sub Totals - Defaulted to be checked. Can be changed if desired.
Page Break on Employee – Defaulted to be unchecked. Can be changed if desired.
Sort By - Choose option from drop down
Include subtotals by selected sort option? - Check if desired
Select Specific Pay Groups? - Check if desired
If checked, move pay groups you want on the report to the Selected box
Click Generate Report
Check report for accuracy
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Pay Item Detail Report
Report Title - Default is Payroll Item Detail Report. Can be changed if desired
Report Output Format - Defaults to PDF. Choose from drop down option if desired.
Sort By - Choose option from drop down
Begin Each Payroll Item on New Page - Check the box if desired
Select the Payroll Items - By not selecting any Payroll Items, all Payroll Items will be included. If you wish to run the report for select Payroll Items, double click or highlight and click the right arrow to move the items to the Selected side.
Click Generate Report
Check for accuracy
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Pay Item Summary Report
Report Title - Default is Payroll Item Detail Report. Can be changed if desired
Report Output Format - Defaults to PDF. Choose from drop down option if desired.
Click Generate Report
Check for accuracy
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Budget Distribution Report
Report Title - Default is Payroll Item Detail Report. Can be changed if desired
Report Output Format - Defaults to PDF. Choose from drop down option if desired.
Sort By - Choose option from drop down
Click Generate Report
Check for accuracy
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Payroll Account Distribution Report
Report Title - Default is Payroll Item Detail Report. Can be changed if desired
Report Output Format - Defaults to PDF. Choose from drop down option if desired.
Sort By - Choose option from drop down
Click Generate Report
Check for accuracy
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Post Payroll
Click Post
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Post Error Report
Review report for errors and warnings
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click and Generate Pay Item Detail Report
Click and Generate Pay Item Summary Report
Click and Generate Budget Distribution Report
Click and Generate Payroll Account Distribution Report
Checks:
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Process Payments
Processing - Select Checks
Output Format - Click XML or PDF. Most printing software companies require the XML format.
Bank Account - Select from dropdown
Sort By - Choose from drop down
File Name - Change be changed if desired
Click on Process Payments
Transfer the direct deposit XML or PDF file to your check printing software
Click Done
Direct Deposits - Paper Direct Deposits:
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Process Payments
Processing - Select Direct Deposits
Output Format - Click PDF
Bank Account - Select from dropdown
Sort By - Choose from drop down
File Name - Change be changed if desired
Click on Process Payments
Submit the file to your printer
Click Done
Go to Payroll>Payroll Processing
Click the Detail for the payroll being processed
Click Email Notices
Date and Time to send email notices - From the calendar, select the date and enter the time you wish the notices to be sent. (For example - 3/15/23 12:09 PM)
Available - By not selecting any employees, all employees will be included. If you wish to generate email notices for employees, double click or highlight and click the right arrow to move the items to the Selected side.
Direct Deposit Form - Choose the appropriate form from the drop down
Click Schedule Sending of Selected Email Notices
Generate and verify the SERS Per Pay Report
Go to Reports>SERS Reporting>SERS Per Pay Report
Report Title - Default is SERS Per Pay Report. Can be changed if desired.
Report Format - Defaults to PDF. Choose from drop down option if desired.
Sort By - Defaults to Employee Number. Can be changed if desired.
Begin Each Employee on New Page? - Check the checkbox if you wish to begin each employee on a new page
Show Detail on Report - Should be checked
Show Informational Messages on Report - Should be checked
Pay Date - Enter Pay Date
Pay Cycle - Select Pay Cycle from drop down
Pay Cycle Code - Enter the Pay Cycle Code
Start Date - Choose the Start Date from the calendar
Stop Date - Choose the Stop Date from the calendar
Click Generate Report
Verify and balance report
Create the SERS Per Pay Submission File.
All previous data from report generation should still be populated
Check the checkbox to 'Set Employees Within Submission File As Reported to SERS'
Click Generate Submission File
Click Generate Adjustment Only Submission File
Click Link to eSERS login and and upload the tape file to eSERS
Generate and verify the STRS Per Pay Report
Go to Reports>STRS Reporting>STRS Per Pay Report
Report Title - Default is STRS Per Pay Report. Can be changed if desired.
Sort By - Defaults to Employee Number. Can be changed if desired.
Payment Method - Defaults to Check. Can be changed if desired.
Check or Transaction Number - Enter a number. Optional.
Report Format - Defaults to PDF. Choose from drop down option if desired.
Check the checkbox from the grid for the payroll being processed.
Click Generate Report
Verify and balance report
Create the STRS Per Pay Submission File.
All previous data from report generation should still be populated
Click Generate Submission File
Click Choose File. Browse to select your file.
Click Submit Uploaded File to STRS
OR Click Generate Submission File and Submit to STRS in one step
Criteria needed for an employee to be on the SERS New Hire report:
An employee has to have a SERS =400 Payroll Item with the New Employee box checked and hold a position that has SERS as the Position>Retirement Code and a Position>Start Date no more than 60 days before the system date for the employee to be eligible for the report.
Create the SERS New Hire Report for verification.
Go to Reports>SERS Reporting>SERS New Hire Report
Report Title - Default is SERS New Hire Report. Can be changed if desired.
Click Generate Report.
Verify the report.
Generate the submission file
Click Generate File
Save the file to a folder of your chose
Upload to eSERS
Criteria needed for an employee to be on the STRS New Hire report:
An employee has to have a STRS =450 Payroll Item with the New Employee box checked and hold a position that has STRS as the Position>Retirement Code and a Position>Start Date no more than 60 days before the system date for the employee to be eligible for the report.
Create the STRS New Hire Report for verification.
Go to Reports>STRS New hire Report
Report Title-Default is STRS New Hire Report