Payroll Pay Run Verification Notes
Attached are the recommendations from Powerschool on steps to take to verify pay runs
 Outline of Pay Run Processes and Verification
Once the Pay Run has been loaded, process the Payroll Edit Report to compare the report to the last pay run’s report.
This will give you the totals for the timecards that have been loaded from the Employee Pay Rates for
comparison.
Import Batch Timecards
Once you have completed importing a timecard batch you can process the Pay Run Time Activity Listing report for the pay code that was processed to verify the total amount of the pay run timecard records matches the import source data total.
Additionally you can process the Import Batch Timecard Edit report as an additional source document for matching the totals.
You can provide departments/schools with the Import Batch Timecard template for their specific needs so they can fill in the data and return to payroll for processing. We accepted the Excel template and a signed PDF file via email for processing.
For Pay Run Timecard line items you can use the Time Activity Listing report to verify the data manually entered or imported.
You can use the Pre-Calculation Reports > Run for Selected Employees feature to run reports as you are entering in changes to the Pay Run Timecard for verification.
For Attendance you can use the Attendance Preview Post report to verify leave entries prior to posting attendance to the pay run. This is helpful to review employee leave without pay entries prior to posting to the Pay Run Timecard.
Verification of the number of pays remaining for each pay group. This verification will alert you to employees who may have docked pay or an error on their Employee Pay Rate remaining balance.
For terminations, new hires, job class changes, retroactive pay, blended salaries, budget distribution changes, FMLA, and Workers’ Compensation leave the Payroll Specialist would calculate and process these changes. The changes can be verified during Pre-Calc processing and also reviewed and signed off by a supervisor. Specific forms and Excel templates can be used for notification of the events and to calculate the changes.
All payroll submissions are sent via email to a generic payroll email account. This ensured that one of the Payroll specialists could retrieve the submissions and provides a date/time stamp for each submission.
Comparison of the totals of the Pre-Calculation Deduction Summary report to the prior Pay Run Deduction Summary report to identify any outliers.
A Cognos Pay Run Timecard report can be used to review the pay codes for the correct hourly and salary rates. This report can also provide the User ID for any changes made to the Pay Run Timecard after the initial Load.
FICA and Medicare Subject Wages – The Pre-Calculation Deduction Register will give you the FICA and Medicare taxes withheld plus the subject wages. This can be used to sort the subject wages from high to low to identify any irregular amounts.
 Helpful Cognos Reports
Develop reports which provide exceptions to data field checks for Human Resources screens. I had the following exception reports:
Comparison of Employee Pay Rate data to my State Required Screen data for any discrepancies before processing pay.
Comparison of Job Classes to the Retirement Employee Deduction Code for accuracy.
Comparison of Group Life >50K deduction code to qualified pay rate salary.
Comparison of Pay Run Timecard gross pay to the prior employee gross pay from check history.
Comparison of garnishment and child support amounts, check history to current employee deduction amount.
Employee Pay Rate report to verify all pay rate fields and to calculate the number of pays remaining.
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