Monthly Payroll Checklist

Pre-payroll process tasks

1. Enter new employees into WebSmart

• Check employees' eligibility for TRS.

• If eligible, use the TRS naming convention from the RE Portal.

• Enter the employees' core demographics, payroll information, HR information, and leave bank.

2. Enter employee name changes into WebSmart, then create  the ED25 record and submit to the RE Portal.

3. Enter benefit/deduction changes.

4. Enter leave forms.

5. Calculate any payoffs or additional pay.

6. Gather time sheets.

Create, edit  & reconcile the payroll batch

1. Create a payroll batch — standard or supplemental.

2. If needed, add staff to the batch.

3. Edit employees' scheduled payments as needed. Enter hours, supplements, and leave. Also edit the taxable gross on supplemental payroll batches.

4. Handle errors that were flagged in the batch. Use the With Errors filter on the Scheduled Payments tab to locate these records.

5. Recalculate payments for employees whose errors you fixed if you fixed them outside of the Payment Detail window in the payroll batch. Return to the Schedule Payments tab and click the icon to recalculate the payment.

6. If applicable, import hours on the Timesheets tab.

7. If needed, use the payroll batch bulk import to import supplements/additional pay and/or leave.

8. Run the following reports from the Reports tab within the batch.

• Payroll Journal – Employee Detail: Verify against the previous month, and verify payoffs and additional pay.

• Employee Leave and Leave Forms reports: Verify data entry and expected dock amounts.

• Benefit Program Participation report by Vendor: Reconcile with vendor invoices.

9. Submit the payroll batch.

Make payroll payments & terminate employees

1. Create payroll checks.

2. Print payroll checks and direct deposit stubs.

3. Print NACHA file and save to desktop.

4. Complete the direct deposit process with your bank.

5. Create & print payroll liability checks. This process includes generating & posting the IRS/EFTPS, TEXNET, and deduction checks.

6. Make the IRS/EFTPS payment online immediately. Use the EFTPS report generated when the payment was generated to enter the information on the website. https://www.eftps.gov/eftps/index.jsp  

7. Distribute deduction checks. Some may be paper and some may be online.

8. Terminate employees from WebSmart.

9. Notify benefit providers of terminated employees or terminate them online.

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