Preparing an Excel Spreadsheet to use as a master listing of paychecks by pay period PAYCHECK SORT AND COUNT

Transcription

1 Preparing an Excel Spreadsheet to use as a master listing of paychecks by pay period PAYCHECK SORT AND COUNT

2 Internal Controls Live paychecks are counted to verify all checks have been received from the Office of the State Comptroller (OSC). The paychecks will be re-counted by a second person prior to being placed in the appropriate box / envelope for distribution to various program areas and off-site locations.

3 Available Resources We use both PayServ query and Microsoft Excel to create and sort the list of actual paychecks for each pay cycle. To ensure the most accurate distribution of checks and advices, mail drop changes are entered in PayServ by Friday after payroll closes. The query is run on Monday morning this ensures that query is picking up the mail drop changes that were entered on Friday

4 RUNNING THE QUERY Sign into PayServ query: Proceed to query: Main Menu > Reporting Tools > Query > Query Manager Enter LOCKED_QUERY_24 Press the Search button PAY_BY_MAIL_DROP Run to Excel For Easier access to the query in the future: Click EDIT and Save As to save the query to your agency s query list using your agencies naming convention i.e _Check_Sort Enter your Dept ID and Pay Period End: Click View Results

5 SAVING THE QUERY IN EXCEL AND PREPARING THE SPREADSHEET You will be given the option to Save the spreadsheet to a specific location using your agencies naming convention or just click save and the query will save to your documents. The excel file will appear at the bottom of your screen Open the file: If you have a yellow bar at the top, the file has opened in a protected view and you will need to click on the Enable Editing button. Click in the grey area of row one-to highlight the entire row. Right click to delete the entire row. (This row contains the Query name and number of records returned and is not needed) The new first row should now be the column headings.

6 Place your cursor in the first row column A which should have the heading: Mail Drop Click on the Insert Tab at the top of the screen You will now see the Pivot Table and Table icons Click on Pivot Table

7 A POP- UP window will appear to ask where you want the pivot table inserted. Use the default settings which will insert the pivot table onto a new sheet (tab) Select OK

8 A new sheet will open with a new tab at the bottom of the page. Sheet 2 will be the new pivot table, sheet 1 is the original data. NOTE: If you would like to re-name the tabs, double click on the tab and type the new name.

9 Working with the Pivot Table Field List Click on Mail Drop and Drag to the Row Labels area Click on Chk Option and Drag to the Column Labels area Click on ID and Drag to the Values area The data is now sorted by mail drop, with a column for each type of Check option (which can now be filtered), counted by each Employee ID, along with a grand total for each mail drop code. The Grand Total Column also shows a total of all checks at the bottom of the page.

10 As only the actual paychecks are physically counted, click on the Chk Option filter to filter out A (advices) click ok Advices and or any other Paycheck Option values that are not physical checks. Now the grand total for each mail drop only includes physical checks.

11 Counting the checks Pull each group of checks from the box i.e. Audit and count the checks, check off each group that is correct. If you find a group that does not match the list, place your cursor in the grand total box for the group that does not match i.e. CED and double click the left mouse button. This will bring up a new page showing the employees in that group; this can now be used to verify which check is either missing or extra for the group. NOTE: A new sheet (3) has been created within the spreadsheet.

12 If an employee received a refund of taxes due to Workers Compensation, they would have multiple checks but these checks are not included in the check count and would result in too many checks for the group. To verify, pull the person up in PayServ and review their checks for the PP end date you are working on.

13 IDEAS!! Questions????