Payroll Processing Procedures

Before running a payroll, you should confirm that your employee records and associated tables are up to date. You then can perform the following procedures to generate pay for either selected employees or all the employees in your system.

Menu Path: Human Resources > Entry & Processing > Payroll > Pay Run Processing

Procedural Steps

Select the Human Resources > Entry & Processing > Payroll > Pay Run Processing option to display the Pay Run Processing page.
Click Setup Pay Run to activate the Payroll wizard. The wizard leads you through all the pages used in completing a pay run.
You can exit the wizard at anytime and select the options individually using the buttons in the Pay Run Processing page.

Pay Run Processing Page Options

The Pay Run Processing page's sections and buttons include:

SetUp/Timecards Section
Setup Pay Run	Defines the parameters for processing a payroll, including pay period dates, pay groups, default hours, pay cycles, deduction and special pay frequencies, and vendor payment dates.
Clear Balances	Clears current, month‑to‑date, and quarter-to-date salary, taxes, and deductions from employee records and accrues monthly leave.
Load Employee Time	Loads employee timecards for regular, advanced, summer, short, retroactive pays, and batch pays. If you use Time Entry, you also need to run the Human Resources > Entry & Processing > Time Entry > Post Timecards option. If you use the Import Batch Timecards option, you also need to post the timecard records from Human Resources > Entry & Processing > Payroll > Import Batch Timecards.
Edit Employee Time	Allows you to add and change timecards. This includes selecting employees, specifying pay rates, defining hours, and identifying the cycles covered.
Employee Time Reports	Generates the Payroll Edit Reports, Time Activity Listing, Substitute Report, and Substitute Mailer Report. It also provides an option for printing timecard sheets, after you correct any errors reported in your timecard data.
Pre-Calculation	Simulates calculations for your pay run. This enables you to change timecards and modify other settings prior to running the actual calculations.
Pay Calculation Section
Lock Human Resources	Locks users out of the Human Resources System.
Pay Calculation	Calculates the payroll, clears timecard information, and updates employee records.
Unlock Human Resources	Unlocks the Human Resources System.
Direct Deposit/Checks Section
Direct Deposit	Creates a file for direct deposits and allows you to enter posting and file creation dates for sending the file to the bank.
Print Checks	Generates employees’ pay checks and direct deposit vouchers.
Follow-Up Activities Section
Run All Activities	Completes the remaining options using the Payroll wizard. You can also run the options individually from the Pay Run Processing page. These additional options follow.
Check Register	Generates a register of regular, manual, and voided checks.
Payroll Journal	Reports all checks issued in the pay run with an itemization of each check.
Deduction Register	Generates the Deduction Register, Deduction Summary, and Deduction Register by Vendor reports.
Fund Accounting Interface	Creates a batch file for distributing payroll expenses to the Fund Accounting System.
Distribution Reports	Generates the Organization Charge Summary, Benefits Charge Summary, and Project Charge Summary.
Payroll Encumbrance	Encumbers payroll expenditures in the Fund Accounting System.

For more information, refer to Pay Run Processing.