Add Payroll Modifiers

1. Click the Scheduling icon in the navigation menu
2. Click the Post tab
3. Select a department in the calendar day
4. Add the applicable Payroll Modifiers
   Note: Make sure to add a Vacation Payout modifier before terminating an employee if your company accrues vacation.
   • How to: Add Retro Pay (Hourly)
   • How to: Add Vacation Payout (Hourly)
   • How to: Add Bonus Pay

Send Employee Records to Payworks

5. Click the Human Resources icon in the navigation menu
6. Click the Employee List tab
7. Send the Employee Records to Payworks for New, Updated and Terminated Employees
   • How to: Send to Payworks Employee Record (Bulk Action)

Reviewing Employee Imports

14. Click the Payroll link in the side navigation
15. Click the Employee Setup tab
16. Click the Auto Imports link under the Employee Imports list
17. Review the Import Files dropdown for the Employee Records to make sure all the imports were successful

Send Payroll to Payworks

18. Click the Scheduling icon in the navigation menu
19. Click the Post tab
20. Click the Payworks (PPWW) (Ready to Send) on the last day of the payroll pay period when payroll is ready to be processed
    Note: If the button does not say (Ready to Send) review Definition: Payworks Status
21. Click the Continue & Send button
22. Click the Ok button
    Note: Once the payroll file has been sent to Payworks, the pay period will be grayed out. The shifts and payroll modifiers will no longer be editable.
23. Click the Scheduling icon in the navigation menu
24. Click the Post tab
25. Click the Report (Payworks Payroll Cheat Sheet) button in the ribbon
26. Select the pay period that is being processed from the Pay Period dropdown
27. Click the Launch in New Window button
    Note: Keep this report open in a separate window for the next steps in the Payroll Summary spreadsheet and Payworks system.
28. The bottom of this sheet will indicate new hires in the pay period under "First Posted Shift", send these employees profile to Payworks individually by clicking into the employee's profile

Review Connect Payroll Import

23. Click the Pay Grid View link from the bookmarks in the side navigation or follow the path shown below

24. Click the Load Employees button to populate the payroll file imported from Connect

25. Match the Amounts in the Totals row of the Pay Grid View to each $ amount in the Amounts columns of the Report (Payworks Payroll Cheat Sheet) from Connect
    Note: The Regular Salary will not show on the Pay Grid view. You will see the salaries after you run the Preview in the Review Payroll section.

26. Scroll to the right within the Pay Grid to the Vacation Payout column and make sure that all employees that need their vacation paid out have $99,999.99 placeholders in their rows.
    Note: Make sure the Vacation Payout has been added for all terminated employees if your company accrues vacation.
27. If it is missing, enter P and hit Tab key on your keyboard and the word Payout will appear in the cell

Review Payroll    [Step 1: Preview & Step 2: Review Reports]

28. Click the Generate Payroll link from the bookmarks the side navigation or follow the path shown below

29. Review the Processing Date to make sure you are in the correct pay period
30. Click the Preview section [Step 1: Preview]
31. Click the Run Preview button

32. Click the View Reports button [Step 2: Review Reports]
    Note: These reports are pop-ups; ensure your browser setting allows for Payworks always.

33. Review each of the following Payworks Payroll Reports:
    
    1. Audit Trail
       • Violations - displays an entry that may stop the pay from being produced
         Confirm the entry is correct.
       • Warnings - highlights potential setup errors
         ie. a birthdate indicating the employee should/should not have CPP deducted (can be corrected from the Employee Information).
         These should be investigated and corrected before proceeding.
       • Information - captures employee profile changes. These should be reviewed for accuracy and become your Audit Trail report.
    2. Payroll Register
       • The Register Totals at the bottom of the report should match the Pay Grid View & Connect balancing exercise done earlier.
       • You should also confirm the Total Earnings in the Register Totals section is in line with their typical payroll total from other pay periods.
    3. Funds Summary
       • Cheques – means no banking has been entered. You can identify these employees by clicking the Missing Primary Banking notification you set on the Home screen

Balancing Payroll

34. Enter the Total Amounts minus Regular Salary from the Connect Report (Payworks Payroll Cheat Sheet) in the green cell next to label [PB 3] Connect: Payroll Draft Review Total in the Payroll Summary spreadsheet

35. Enter the Vac $ Pd, Vac Each Pay or Bonus $ and Total Earnings from the Payworks Payroll Register in the corresponding cells in the Payroll Summary spreadsheet

36. Once you have entered the totals from the Payworks Payroll Register report, ensure the Payroll Summary balances.
    The variance should be within +/- 0.25.

Submit Payroll    [Step 3: Final]

37. Ensure there is a green check mark in the first 2 steps (Preview & Reports and Violations)
38. Finish by clicking the Run Final button

Payworks Help Centre:

1. For more specific how to walkthroughs of the Payworks system, click the ? button in the top navigation
2. Enter the topic of the "how to" in the search field or click the Visit Help Centre link
3. If you are looking for Payworks support you can find the contact for your CSR below the search field

Related Payworks links:

• How to: Update Vacation Accrual
• Redirect Banking