Instructions for the Monthly Trial and Final Payroll Verification

Transcription

1 1. You will create a pivot table from the Monthly Payroll Master worksheet. In the Monthly Payroll Master worksheet select the cell A1 and then do CTRL + A to highlight all the data in the worksheet. Then go to the Insert tab and select PivotTable. a. You will get the Create PivotTable prompt box. Make sure to select New Worksheet and click OK. 2. You will now have a new worksheet will look like the screen below.

2 a. You will now add your PivotTable fields. Drag the Dept ID, Name, and Empl ID fields into the Row Labels section. b. Drag the month that you are verifying into the Values section. c. Under PivotTable Tools, go to Design, Report Layout, and select Show in Tabular Form.

3 d. Then under the same PivotTable Tools, go to Design, Subtotals, and select Do Not Show Subtotals e. You can now adjust the columns widths to view all the data. f. To format the way the numbers are displayed, click the Sum of 5/31/12 field and then Value Field Settings.

4 g. Next select Number Format, Number, select the black numbers in parenthesis, check the box for Use 1000 Separator (,) and select OK. h. When the Format Cells prompt box closes, select OK on the Value Field Settings prompt box. Your numbers should now have comma separators.

5 i. You can also select to have the Dept ID be repeated on each row. Right click one of the department IDs and select Field Settings. j. On the Field Settings prompt box, select Layout & Print, check the box Repeat item labels and click OK.

6 k. You will now have Dept IDs showing for every row in the pivot table. 3. Name the worksheet the month that you are verifying (ex. M053012). Right click the worksheet tab, Rename, and type the in the pay period. 4. Now you can copy the pivot table. Highlight the pivot table, copy the selection, right click the cell where the table will start, Paste Special, Past Values, and then select Values & Source Formatting. z a. Paste only the values and formatting, make sure the copy starts on the same row, and there should be at least four columns between the pivot table and the copy.

7 b. You can format the EMPLID column to have the leading zeros at the beginning of the employee ID. Highlight the employee IDs, right click the selection, Format Cells, Custom, and then type seven zeros. c. Click OK and you will now have the zeros at the front of the employee IDs. 5. On the copy, type the following column labels: Trial, Difference, Final, Difference, Off Cycle, Off Cycle Pay Period, and Notes. Make sure to have the Difference and Off Cycle columns be in red font.

8 a. The first Difference column will be calculated by taking the Trial amount less the Sum amount. Type this formula in the first Difference column. b. The second Difference column will be calculated by taking the Final amount less the Sum amount. Type this formula in the second Difference column. c. Copy the formula down for all your employees. You should now have both Difference columns showing negative amounts. d. Format the cells in both Difference columns so that the amounts are in Accounting format, with no $ symbol, and in red font. To do this, highlight the amounts in the both columns, right click the selection, Format Cells, Accounting, select None for Symbol.

9 e. Then go to the Font tab, select red for the color, and then click OK. f. You should now have your Difference columns showing in red. 6. You are now ready to input the information from your Trial Payroll Verification Report. Type in the pay amounts for each employee. a. If the amount from the Trial matches the Sum amount, then the Difference column will change to zero.

10 b. You can change the display of the Trial column amounts by highlighting all the amounts, right clicking the cell, Format Cells, Number, select the black numbers in parenthesis, check the Use 1000 Separator (,) box and click OK. c. The amounts will now be displayed the same as the Sum of 5/31/12 column. d. If an employee is being overpaid, the Difference column will show a positive number for the overpayment amount.

11 e. If an employee is being underpaid, the Difference column will show a negative number. f. You will need to investigate any over/under payments and contact your Payroll Administrator if any corrections are needed. Make sure to include a note in the Notes column. g. Also insert a comment in the corresponding cell for the month that you re verifying in the Monthly Payroll Master worksheet.

12 7. In the Final column, you will input the information from the Monthly Final Verification Report using the same steps describe above for the Trial verification. 8. If an off cycle is processed for an employee, input the amount in the Off Cycle column and the pay period date in the Off Cycle Pay Period column in the worksheet for that corresponding month. 9. It is strongly recommended to print a PDF version of the Trial and Final verification for each month that is verified.