Employee Timecards & Payroll

New OnTheClock Time Clock:

For weekly print-outs: check ‘Punches’ and ‘One Emp / Page’

For export:  uncheck ‘Punches’, ‘Payroll’ and ‘Show Daily’; check ‘Show Totals’.

Print the Timecards early Monday morning

Open Paraclock, Go under the ‘Report Menu’, and select ‘Craftsman Punches Summary Daily’. Have ‘All Records’ selected, and make sure date is ‘Last Week’. Hit ‘Run’, and then print. Hand office guys theirs, put Leon’s in his box, and put the rest in the breakroom. Email Troy’s and Noah’s to them to approve. Text Joe Chambers and ask if he will be in to approve his time sheet or if you should send him a picture.

Once they all come back, sort out the ones that need corrections.  Remote people send theirs (back) by email.  Note that it was verified by email, and initial.  Convert Ryan’s time from hours:minutes to hours.

Correct Time Cards

*To simply change a messed up time…

  1. Go on Para Clock
  2. Go under “Punch Maintenance” tab
  3. Change the pay period to match the date range on the timecard
  4. Select employee’s name ID
  5. Select the punch ID
  6. Hit the pencil button
  7. Change time, also AM or PM
  8. Type in reason (forgot)
  9. Hit “Post”

*To delete a punch ID… go on it and hit “Void”

*To add a whole new line…Just add the time manually to their total. Writing out clearly what it was for.

*To print the newly corrected timecards…

  1. Go to “Report Menu” tab
  2. Go to “Craftsman Punches Summary Daily”
  3. Hit “Select Records”
  4. Change Employee ID to the right one
  5. Change to “Last week”
  6. Hit “Run”
  7. Make sure the timecard is corrected
  8. Hit the print button
  9. Paper clip corrected timecard on top of old one
  10. Print all the timecards that needed corrections
  11. Send Employee’s Hours to Gehman’s Accounting – Tuesday by 3pm!

Make Payroll Spreadsheet

*Open up Excel Spreadsheets. Accounting Folder > Payroll Hours 20xx Open the last week’s spreadsheet, and ‘Save As’ ‘Payroll- 00/00/00’ using Tuesday’s date)

*Fill in present date for “Date Submitted”

*Fill in your name for “Report Completed by”

*Fill in the last day on the pay period (last Sat.) for “Payroll Info for week ending”

*Fill in the date (Friday of this week) for “Check Date”

*Clear out last week’s numbers by highlighting all and then right click and hit “clear Contents”

*Fill in Employee’s Hours

  1. Put regular hours in 1st section
  2. Put overtime hours (anything over 40 hrs.) in 2nd

*Noah has two rates his regular rate and his shop. He should have his shop rate marked if he has any. Enter his hours into the appropriate column.

  1. Double check hours entered

*Enter in any Mileage Payments & Reimbursements (using the cards the men fill out)

*Save

*Close out

*Email to Payroll@gehmanaccounting.com and Tim@goodsmillwork.com

(subject- Payroll Hours for Good’s Millwork, Attach file from Documents)

*Double check attachment before sending

*Scan time sheets and drop in time sheets folder (under Accounting Files on DropBox); double check all papers got scanned. Papers then go on the shredding pile.

Entering & Printing Employee’s Checks

*Print out entire payroll paperwork that you received from Gehman’s Accounting via email (861134324).

*Sort the paperwork in 2 piles. One should have all the individual check stubs, the other, the letterhead and Payroll Summaries.

*On the computer, go under “Payroll”, “Pay Periods”

*Select the last pay period (it should be the only one open)

*Hit ‘Close Period’ & Yes to continue.

*Create a new Pay Period by going under “Payroll”, “Set Pay Period”; hit “New”; make sure the dates are right (1st date: last Saturday, 2nd date: paydate); and hit OK, then “Set Active”

*Go under “Timecard Entry”

*Type in Employee ID

*Select correct pay period (Usually it just defaults to the right one)

*Tab down to “Pay type” and select “Bonus

*Tab over to “Pay” and fill in employee’s wages using the Individual pay stubs from Gehman’s Accounting paperwork.

*Save each one by hitting Ctrl-S, start the next employee by hitting Crtl-N

*When GOOTIM pops up, do his right in line with the others. Use the same pay period, but select ‘Salary’ instead of ‘Bonus’. In the ‘Hours’ column, type in ‘1’, and the right $ amount should pop in. Ctrl-S

*After all employee wages have been entered, close out.

*Go under “Employee Payments”

*All the employees and their wages should be listed. Using the Payroll Summary, you can double check amounts. They cannot be off 1 cent. Take the total in the lower right hand corner and subtract Tim’s Pay from it. It should then equal the $ amount on the Gehman’s Accounting Paperwork.

*Hit “Select all” on bottom of screen

*Hit “Process”, “Calculate taxes, typical”

*Hit “Process” again, “Process Payments”

*Put the checks in the printer (however it works)

*Hit “Print” to print 1st check-OK it, and then continue printing the checks

*When all the checks have been printed, Hit “Yes” on “Continue processing these payments” if all checks are OK

*Post if it asks, Close out

*Tear off bottom check stub

*Stamp checks with signature

*Fold individual pay stubs and stuff with check into envelope

*Seal envelopes, and take to Tim

Entering Employee IRS & MO tax Payments

*From the Letterhead from the Gehman’s Accounting paperwork, you’ll see the 941 Federal Withholding Tax Deposit (IRS) (which comes weekly) & the MO Employer Withholding Tax Deposit (which comes monthly) .

*For entering the 941 Federal Withholding Tax Deposit…

  1. Go under “Expenses”, “Invoices & PO’s”
  2. Type in IRSWIT for the vendor
  3. Type in the date on the paperwork for the invoice #
  4. Fill in date on paperwork
  5. Select “Manual” and for the Check # fill in “ACH”
  6. Tab down & fill in tax amount in total from Gehman’s Paperwork
  7. Enter 1 ordered & Received, and then use the following inventory codes to divide out the payments (reference Tax detail from the Payroll paperwork to see the divisions): WITHHOLDING, SOCIAL SECURITY, MEDICARE.
  8. Double check that total amount matches Gehman’s Total
  9. Scan in paper and drop into documents
  10. Hit Ctrl-P to process like normal

*For entering the MO Employer Withholding Tax Deposit…

  1. Enter exactly like the Federal tax except–vendor ID: MISDEP, and all this tax goes under the Inventory code of WITHHOLDING.

 

LL 6-4-18