Payroll Processing

Pay Periods and Pay Cycles

Go to Payroll and HR > Payroll Processing > Pay Period.

Note:
The Pay Period List shows the Pay Cycles and their effective dates. The Pay Cycle defined on the Pay Period matches the Pay Cycle listed on an employee record.
Click the View link for any Pay Period to see the details.

Note:
The Pay Cycle is used to determine which active employees should be calculated. The Begin Date and End Date determine when active employee records are to be calculated using employee pay codes, position, pay, and benefits. The Payment Date and Posting Date determine the Posting Period.

Calculate Payroll

Go to Payroll and HR > Payroll Processing > Pay Periods.
Uncheck the “Make Available to Timesheets” box.

Note:
Employees continue to enter time, but it is not associated with this pay period automatically; instead, it gets added to the next pay period.
Go to Payroll and HR > Payroll Processing > Calculate Payroll.
Select the Pay Period.
Use the Filter Options, ex. Department or Employee.

Note:
By default, all active employees with the corresponding pay cycle are calculated. Do not use filters if you want to add all employees attached to the pay cycle of the pay period- select None.
Click Submit.
If calculated previously, a warning message confirms it’s ok to continue since updates will alter the existing batch. Click OK to continue to calculate that batch.
Refresh to update status to Pending Processing, then Complete.
View employees displayed on the Payroll Item sublist in Default view.

Note:
If any errors occur, the user receives a notification here. Change to Error view and click the ID link to troubleshoot codes.

Audit an employee's payroll

From the Payroll Item sublist, click the link to an employee’s name.
Review regular hours, deductions and benefits listed with the amounts, in the order of priority for calculation.

Note:
If you find an error for an individual or the batch, correct the error and then recalculate affected employees.

Recalculate

After correcting errors, go back to Calculate Payroll, or if on the Payroll Batch page, utilize the Recalculate button as a shortcut back to that screen.
Re-calculate, as needed.

Note:
Before committing the payroll batch, employees can be added or removed.

Remove an employee from the batch

Go to Payroll and HR > Payroll Processing > Remove Employees from Payroll.
Select the pay period and use the Employee Filters.
Click Submit.
Refresh until the status is Complete.
Verify employee(s) removed from that Payroll Batch.
Add or remove employees as needed.

Note:
Before committing, employee records can be updated, and the batch can be re-calculated as many times as needed.

Payroll Review and Proof

Go to Payroll and HR > Payroll Processing > Payroll Batch to see the list of all batches calculated and their status.
Click the ID of a Payroll Batch to review and proof.
From the Payroll Item subtab, click an employee’s name.
Verify their information in the General section, ex. employee ID, name, pay period, calculated gross pay, net pay, and total deductions.
From the Payroll Item Line view, note each Code ID that calculated, ex. additional pays, benefits, deductions, and the hours. These items display on the paystub.

Note:
IDs can be sorted by any column when clicking on the column header. Click the Customize View button to reorder the fields.
Click the Direct Deposit Lines subtab linked to the banking information entered in Employee Management, such as account and routing number, the name associated with the direct deposit, priority for calculation, bank name, account type, and whether it is in a prenote status are included. Verify the Amount from the final calculation based on the information setup on the employee’s profile.
Click the number under Payroll Batch located under General.
Click the View Posting Report and View Posting Detail Report buttons to preview the general ledger transactions before posting.
Click the Print Paystubs button to review and validate the employee's pay before committing and finalizing the payroll batch.

Note:
Printing is available on-demand at any time.

Auditing Pay and Hour Buckets

Auditing the pay and hour buckets helps to verify that the employee’s hour codes and pay codes are set up correctly before committing the payroll.

Return to the Payroll Batch and click an employee’s name to go to the Payroll Item page.
Click the Audit Pay Buckets button.
From the Pay Buckets sublist, audit the pay buckets to confirm that the expected amounts from the pay codes are hitting the correct pay buckets.
Click the Hour Buckets sublist and audit the hour buckets to confirm the expected amounts from the hour codes are hitting the correct hour buckets.

Commit Payroll

Committing Payroll should be done after reviewing and proofing the payroll, then auditing pay and hour buckets.

Return to the Payroll Batch and click the Commit button.
Verify the Pay Period under General. Only calculated pay periods in a status of “complete” can be committed. If this the correct pay period, click the Commit button to finalize and lock the payroll.
Click OK, if you would like to continue and the status changes to Commit- Submitted.
Refresh the screen.
Review the direct deposit files
Go to Documents > Files > File Cabinet or type File Cabinet into Global Search.
Open the Direct Deposit EFT Files folder.
Locate the file that was automatically generated and identified by the name of the pay period.

Note:
This direct deposit file can be uploaded to the bank.

Review and print checks
Go to Payroll and HR > Payroll Processing > Print Payroll Checks or type Print Payroll Check into Global Search and View the page.
Select the checkbox for checks to be printed. Use the Mark All or Unmark All to select or deselect all records on this page.

Note:
The check will be located at the top and the paystub will be located on the bottom. It is recommended to use a check stock that is used by NetSuite.
Review the register of pay codes
Go to Payroll and HR > Reports > Pay Code Accumulator Report.
Select the Pay Period in the Primary Information.
Use Employee Filters to select all employees, a group of employees or specific employees.
Use Pay Code Filters to select all or specific pay codes.
Click the Run button.
Review codes by employee.
Scroll down to review totals by code.

Uncommit Payroll

Go to Payroll and HR > Payroll Processing > Uncommit Payroll.
Locate the Pay Period and validate the Batch ID.
Click the Uncommit button.

Note:
Completing the uncommit process will void and delete check entries. It will void and delete payroll GL transactions, vendor bills and the direct deposit file. Ensure that the direct deposit file already generated has not been sent to the bank and all physical checks are still in hand.
Click OK.

Generate Vendor Bills

Ensure the Vendor has been added to the Pay Codes.

Note:
This is done during implementation and when configuring a new pay code.
After the Payroll Commit is complete, navigate to the Payroll Batch and click the Related Records subtab.
Under Transaction Link, click the Bill link.
Return to Related Records and click the GL Transaction link to review the GL Impact.

Utilizing the 941 Quarterly Federal Tax Report

NetSuite for Government produces the quarterly report which can be used to populate 941 forms.