Workflow Templates: Payroll Processing Checklist

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Payroll Processing Checklist

Pre-Payroll Preparation

Verify total hours worked for each employee using timekeeping system

Collect and confirm receipt of approved time-off requests

Ensure all employee information is up-to-date (e.g., banking details, tax withholding statuses)

Payroll Calculation

Calculate gross pay based on hours worked and pay rate

Deduct appropriate taxes and other withholdings (e.g., federal/state taxes, social security, Medicare)

Account for any other deductions or additions (e.g., health insurance premiums, retirement contributions, bonuses, commissions)

Post-Payroll Responsibilities

Ensure that direct deposits and physical paychecks are issued correctly and on time

Prepare and file payroll tax reports with appropriate government agencies

Update payroll records with the current pay period information and archive documentation

Compliance and Verification

Review payroll summaries for accuracy before finalizing the payroll

Check for compliance with federal, state, and local employment laws

Confirm that all year-to-date totals for payroll are accurate for tax reporting purposes

Employee Communication

Provide employees with access to their pay stubs

Address any employee questions or concerns regarding their pay

Notify employees of any changes to payroll processes or schedules in advance

System and Data Backup

Regularly backup payroll data to prevent loss of information

Ensure security measures are in place to protect sensitive payroll information

Perform routine checks to ensure the integrity of payroll data backups

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