Workflow Templates: Payroll Processing Checklist

Ensure all employee time records are collected and approved

Verify that any new hires, terminations, or changes in employee status are updated in the payroll system

Confirm overtime hours and ensure compliance with labor laws

Process the payroll using the updated and approved time records

Calculate gross wages for each employee based on time worked and pay rate

Deduct appropriate taxes and other payroll withholdings such as benefits and retirement contributions

Ensure that payroll funds are transferred to the appropriate bank account

Distribute pay stubs to employees, either electronically or in paper form

Prepare and file payroll taxes with the appropriate government agencies

Maintain detailed payroll records for future reference and compliance audits

Generate payroll reports for management to review labor costs and budgeting

Archive all payroll-related documents in accordance with federal and state regulations

Regularly update the payroll software with the latest tax rates and regulatory changes

Perform system backups to prevent data loss

Conduct periodic audits of the payroll system to ensure accuracy and integrity

Payroll Processing Checklist