Payroll Processing Checklist

Bi-weekly payroll run for a multi-store retailer, from timecard approval through tax filing and pay-stub delivery. Run by the store manager and payroll admin; reviewed by the district manager before funding.

Use this workflow
1

Pre-Payroll Preparation

  1. Lock the timekeeping system for the pay period
  2. Reconcile punches against the posted schedule
2

Timecard Review

  1. Review meal and rest break compliance
  2. Flag overtime and double-time hours
  3. Audit predictive-scheduling premium pay
  4. Confirm approved PTO and unpaid leave
  5. Manager signs off on store timecards
3

Earnings and Deductions

  1. Import approved hours into the payroll system
  2. Add commission and SPIFF earnings
  3. Apply benefit and 401(k) deductions
  4. Process garnishments and child-support orders
  5. Verify final-paycheck rules for terminations
4

Pre-Funding Review

  1. Run the pre-process payroll register
  2. Compare gross-to-net against prior period
  3. District manager approves the payroll register
  4. Confirm payroll funding account balance
5

Submission and Pay Delivery

  1. Submit the ACH file to the bank
  2. Print live checks for unbanked employees
  3. Confirm pay-stub posting in the employee portal
6

Tax Filing and Compliance

  1. Remit federal 941 tax deposit via EFTPS
  2. File state withholding and SUTA deposits
  3. Submit new-hire reporting to state agency
  4. Reconcile YTD wages to the GL
7

Close-Out and Post-Run Review

  1. Confirm whether any pay disputes were filed
  2. Issue an off-cycle correction check
  3. Archive payroll register and backup files
  4. Sign off on the completed payroll run