0. Prerequisites

Objective: Ensure employee info is up to date. This is mostly an HR function.

Maintain RATES and rules

• Update rates table for contract changes (e.g. 2021 rates)
• Apply new rates to employees
• Update benefit rates

Maintain EMPLOYEE info (PERS, JOBHIST, PayInfo)

• Add new employees
• Update probation dates.
• Update addresses
• Terminations. Layoffs. ROEs
• Ensure salarys are up to date
• Raises and grade advances
• Job changes
• Update employee bank accounts

Maintain BENEFITS

• New enrollments.
• Coverage changes
• Ensure start dates correct after waiting period end

1. Gross Pay : Acquire hours

• Open pay calendar and select the current period

IMPORT from Excel, RECUR.xlsx, and other systems

• Later this will be replaced
• Verify rates

Get timesheet hours

• Ensure all timesheets have been posted (approved)

Add Manual adjustments

• Vacation payouts
• Advances (to pay, or to recover)
• Recurring transactions? Boot allowance, etc.

Adjust, Balance, Correct

2. PREPAY process

Tweak the gross pay. Perform operations which can only be done after the hours worked are known.

Use PREPAY and other tools to

• Add premiums and overtime where needed
• Roll over time banks with individual dates
• Mark employee probation completed when required hours reached.
• Give raises (grade advances) when required hours worked
• Adjust TIMEDT rates corresponding
• Activate benefits when waiting period ended.

BANK TERMINATION WIZARD

• Vacation bank payout on termination

VALIDATE: Print, Validate, Balance

• Make corrections

3. Calculate the net pay

Add the benefits and takes the taxes.

CALCULATE NET PAY (Temp pay. Not finalized)

• Run the net pay calculation wizard

CHECK and ADJUST

• Open net pay window for any employees you want to check
• Make any manual adjustments needed.

VALIDATE: Print, Validate, Balance

• Compare to previous period, Pay register, etc.
• Debbie: Discuss suggested reports
• Balance to gross pay
• Make corrections to GROSS PAY and recalculate
• Make corrections to NET PAY directly

FINALIZE when ready

4. Wrap-up

Transmit to the bank, print stubs, distribute, etc.

DIRECT DEPOSITS

• Create EFT file and send to the bank
• Write manual cheques as needed

PAY STUBS

• Print and/or Email pay stubs
• Print to PDF and save for history

EXPORT to GL

• Export from Umana. Import into your GL

PRINT OTHER REPORTS.

• For your auditor: Pay register, GL summary, etc
• Save as PDF for history

REMITTANCES

• Print remittance reports
• Source deductions to governments. WCB.
• Benefits and pension fund to carriers
• Garnishments