This basic checklist assumes payroll has been set up in AptaFund, including all Payroll Configuration and Human Resources Configuration values, calendars, and deductions. It also assumes that each employee has an approved job, an approved deduction set, a payment plan for salary jobs, and is submitted to payroll.
Add any new employees to be paid in this cycle in Human Resources > Manage Employees.
Find employees who need to be submitted to payroll so they can be paid. In Employee Payroll Information filter on Status = Available.
Make any needed changes to current employees' deduction sets — including direct deposit and withholding — in Payroll > Deduction Assignment.
Run the Job / Addendum Summary Report, and review it. Select Reports > Human Resources > Job / Addendum Summary Report. Note: This report will tell you if any new jobs/addenda were approved in Manage Employees for an employee after the employee was submitted to payroll.
If new jobs were added to employees, add the new jobs to employees to be paid on this cycle in Human Resources > Manage Employees.
Create a payroll register. See Manage Payroll > Create a Payroll Register.
Adjust pay as needed.
Enter hours and overtime hours. The system provides the default hours/days worked. See Enter Hours if you need to change the defaults.
Note: For special registers, you must add jobs to the register before you can enter employee time. See Add a Job to the Register.
Enter hours/days for a group of employees with the same hours/days and who require time entry for every pay period. See Set Mass Days/Hours.
Dock pay if necessary.
Enter leave used for this pay period in Manage Payroll > Leave Details.
Optional. Preview net pay.
Submit the payroll register for review.
Review the register.
Run & review the Payroll Register Pre-Pay Check Listing. It will list the employees receiving a paper check. Access it from Reports > Payroll > Payroll Register - Reports.
Run the Supplemental Pay by Register Report to review the supplemental/exception type jobs added to the register. Access it from Reports > Payroll > Payroll Register - Reports.
Run & review the Payroll Deduction Verification Report sorted by Name Only. Access it from Reports > Payroll > Payroll - Employee Reports. It will show the employee insurance deductions.
Important: You can't run this report after approving the payroll register.
Run & review the Direct Deposit Activity Report. Access it from Reports > Payroll > Payroll - Employee Reports. Make a note of the record count near the top left corner of the report and the dollar total at the bottom right corner of the report.
Run & review the Payroll Register Payments Report. Access it from Reports > Payroll > Payroll Register - Reports.
Optional. Preview net pay. If at this point, you find that you need to make corrections to the payroll register, you will have to un-submit the register, make the corrections, then re-submit the register, and run the above reports again.
Create the direct deposit file. Note: You can complete this step either before or after you approve the payroll register.
Approve the payroll register. Note: This step can't be undone. If you need to make corrections, you'll have to void the payroll register and start over.
Print employee paychecks.
Verify paychecks.
Print paper direct deposit stubs.
Verify the direct deposit.
Create special registers as needed.
If necessary, make adjustments to modify the liability amounts.
Print liability checks.
Verify liability checks.
(Optional) Create the ACH Electronic Funds Transfer Data Export or the EFTPS Electronic Funds Transfer Data Export to pay state, federal or other payroll liabilities electronically. The vendors must be setup for electronic payment. Please refer to AptaHelp for updated information.
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