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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
