Admin Payroll Process Guide
Uploaded by
Baba BlacksheepAdmin Payroll Process Guide
Uploaded by
Baba BlacksheepAdmin Payroll Process
Created 01.20.2024
**BEFORE STARTING THE PAYROLL PROCESS BELOW:
- Go to your offices’ Data Entry sheets and click “Update Staff” to pull in the
completed offboard information from Zoho
Tutorials & Training:
Zoho New Hires Report Written Guide
Zoho Employees Report
How to Transfer Hourly Staff
Countersigning I-9s
Daily (Watch complete Basic Admin Training with Daily & Weekly Steps here)
Before Shift
❏ In the Zoho New Hires report, review all projected trainees for the day by clicking the
“Work Ready Check” button. Confirm all paperwork is in and reschedule folks who do
not have it all completed.
Update new staff in Zoho and the “Data Entry” Google Sheet (see how)
❏ In the Zoho New Hires report, mark all observers scheduled for that day as either “Orient
Show” or “Orient No Show,” or reschedule them to a different date if applicable
❏ In the Zoho Candidate report, mark all new hires scheduled for their first in-person day
as either “First In-Person Day Show” or “First In-Person Day No Show,” or reschedule
them to a different date if applicable
❏ In the “Data Entry” Google Sheet, go to the Update tab, and then hit the “Update Staff”
button
❏ In the “Data Entry” Google Sheets, go to the Shifts tab and input all projected shifts for
the day. This makes it easier to determine who is not pulling into your sheets yet, who
did not show up for their shift, and gives an estimated amount of shifts you will have to
manage for the day.
Mid Shift
Send EON (End of Night) forms (see how)
❏ On the “Emailer” tab, set today’s date in cell C3, select who is debriefing each team
member in column R (including directors), then set cell R4 to “All Staff” and click the
“Send EON Forms” button.
After Shift
Enter and approve shift data in the “Data Entry” Google Sheet
❏ Import all data from EON/Debrief forms if you use those in your office.
❏ Import all Shift data from WIW into the Data Entry
Check daily data for errors (see how)
❏ Review and confirm each row of data in the Shifts tab, and fix any mistakes you see.
Once you’ve done so, scroll to the end of that row and select “Okay” in the appropriate
“Reviewed By” column.
❏ On the Update tab in “Data Entry,” select today’s date and hit the “Check for Errors”
button. Go to the Errors tab, and fix anything you find listed here. Once you’re done, hit
the “Check for Errors” button again, and confirm those errors are no longer listed on the
Errors tab.
Send daily Pay reports to canvassers (see how)
❏ Open the Pay Google Sheet. On the Update tab, select today’s date and the correct pay
period, then select “All Staff” in the Email To box, then hit the “Send Daily Reports”
button
❏ If any canvassers have responded to a daily report email sometime that day, fix their
information in the Shifts tab of Data Entry, and then resend the daily report to them
(select just that person’s name in the Email To box)
Offboard staff in Zoho (see how - written guide|| video tutorial)
In the Zoho Employee report, offboard anyone who quit or was fired that day
❏ Note: This includes any staff person who has no-called no-showed for up to 3
days. You should offboard them on the 3rd day.
❏ You’ll also need to follow any FPOW (final payment of wages) steps found in
your state-specific document in your Projects Shared Drive
Transfer Staff to a new office if necessary.
❏ Note: you can only transfer staff AFTER they have completed their last shift in
your office and the corresponding EON/Debrief forms.
Weekly (by 12:00 PM every Saturday) (see how)
Update director attendance:
❏ Open the “Data Entry” Google Sheet, and go to the “DirAttend” tab. Under each
director’s name, select a value under “Dir Status” and “Dir Attend” for each day this week
Review the staff list
❏ Open the “Data Entry” Google Sheet, and go to the “Update tab.” Hit the “Update Staff”
button.
❏ Go to the “Lists” tab. Carefully review this list to confirm that everything is accurate,
especially that anyone who is listed as “Yes” in the “On Staff” column is still actively on
staff.
❏ If you find something incorrect: update / offboard that staff person in Zoho. Then
go back to the Update tab in “Data Entry” and hit “Update Staff” again.
Biweekly (on payroll weeks) (watch complete Payroll Tutorial here)
On Friday at the end of the pay period
❏ Enter final shift info from Friday and complete regular daily steps
❏ Confirm that all errors from daily data entry have been resolved for the entire pay period
On Saturday at the end of the pay period
❏ Enter any PTO, and holiday pay that has been approved on the Adjustments tab of the
Pay spreadsheet. Re-generate paysheets.
❏ Once you receive an email from Bethany or Josh with eligible friend referral bonuses for
your office, enter these on the Adjustments tab of the Pay spreadsheet. Re-generate
paysheets.
❏ By noon local time: follow the steps below under “Checklist for Approving Payroll” and
send in your approval via email by the deadline.
❏ Please refer to your payroll approval thread for timelines on reviews and approving final
paysheets. Respond to any questions/corrections from the SPC before the deadlines.
On payday
❏ On the morning of payday, email all paysheets to canvassers via the “Email Paysheets”
button on the Update tab of the Pay form - Your SPC will typically remind you on that
day.
Checklist for Approving Payroll (see how)
❏ Ensure the daily Data Entry drill is 100% complete
❏ Check that all shift data is entered through Friday
❏ Check that all errors are resolved
❏ Ensure all adjustments are added (friend referrals, PTO, etc)
❏ Review the staff list
❏ Hit the “Update Staff” button in the data sheet. Confirm everything is accurate in
the “Lists” tab.
❏ Run the Check Payroll Check
❏ Open the Pay form, go to the Update tab, confirm correct dates/pay period, and
hit “Check Payroll”
❏ Go to the Errors tab and confirm there are no errors listed there. If there are
errors listed, fix them and re-run “Check Payroll” until the script returns no errors
❏ Generate Paysheets
❏ On the Update tab, hit “Generate Paysheets” and let the script finish running
❏ Look for technical or formula issues:
❏ Spot check the math for at least 1 type of every possible pay element to ensure
the formulas are working on your paysheets. Pick 1 instance where each pay
element is calculated in a paysheet and manually check the math there
❏ Confirm that the hourly pay is calculating correctly for 1 day for someone
getting paid at the canvasser rate (total hours x hourly rate)
❏ Confirm that the hourly pay for 1 day is calculating correctly for someone
getting paid at the Team Lead rate
❏ Confirm that the hourly pay for the week is summed correctly
❏ Confirm that the Transportation bonuses for the week are summed
correctly
❏ Confirm that the Daily and weekly attendance bonuses for the week are
summed correctly (check 1 of each type of bonus)
❏ If applicable, confirm that the "Other bonuses" are summed correctly
❏ Confirm that the PTO pay is calculated correctly
❏ Confirm that the Overtime (OT) hours are pulling correctly for someone
who worked over 40 hours in one week
❏ Confirm that the "Total Pay" cell for week 1 is summed correctly
❏ Confirm that the "Total Pay" cell for week 2 is summed correctly
❏ Confirm that the"Total Pay" cell for combined total is summed correctly
❏ Confirm one instance of the math for every other pay components that
applies to your office
❏ Look for data entry errors or management issues:
❏ Review the paysheet for every single canvasser (3-5 minutes per paysheet), and
jot down a list of questions or potential errors you see
❏ Make sure your adjustments are pulling in: Is the PTO you entered for
someone pulling in? Is the friend referral you entered pulling in?
❏ Confirm there isn’t data that could be incorrect: Is someone clocked in or
clocked out at a weird time? Is it right that someone who is normally a TL
was marked as a canvasser 1 day this week?
❏ Resolve all questions and flags until you feel confident that the pay is correct
❏ Generate Paysheets
❏ On the Update tab, hit “Generate Paysheets” and let the script finish running
❏ Stay engaged on the payroll approval email chain until all errors or questions are
resolved
❏ When you are done with your check,reply all to the payroll approval email chain
(sent by your PBA, but make sure your PD, and a systems admin is copied)
saying that you approve the paysheets
❏ Look for feedback and questions from the PD. If they have questions or flags,
address them and run the paysheets again.
❏ After Project Director approval of the paysheets, print all paysheets to PDF and
upload this file into the Paysheets folder in your Google Drive