Quarter Processing: Using Payroll Reports to Prepare for ...ADP Course Description Quarter...

Quarter Processing:

Using Payroll Reports to

Prepare for Quarter End

Handout Manual

Need support after training?

To exchange tips and best practices with fellow users, get on

The Bridge—an online community built exclusively for ADP clients.

V05181834587_1NH

Copyright © 2009–2018 ADP, LLC

ADP Trademarks

ADP®, the ADP logo®, ADP A more human resource®, The Bridge Sponsored by ADP & Bubble Talk Design®, and ADP Workforce Now® are registered trademarks of ADP, LLC.

All other trademarks and service marks are the property of their respective owners.

Copyright © 2009–2018 ADP, LLC. ADP Proprietary and Confidential—All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including but not limited to YouTube® or any other social media) is expressly prohibited.

ADP provides this publication "as is" without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or programs described in this publication at any time without notice.

Published by ADP Enterprise Learning

May 2018

PREFACE

Copyright 2009–2018 ADP, LLC iii V05181834587_1NH

Contents

Quarter Processing: Using Payroll Reports to Prepare for Quarter End

Course Introduction ....................................................................................................... 5

Course Purpose ....................................................................................................... 5

Course Objectives .................................................................................................. 5

Course Agenda ....................................................................................................... 5

Follow-Up Items .................................................................................................... 6

Introduction to Payroll Output Reports ......................................................................... 7

Overview ................................................................................................................ 7

Reports and Descriptions ....................................................................................... 7

Master Control ............................................................................................................... 8

Overview ................................................................................................................ 8

Explore: Company Options Page ........................................................................... 8

Explore: Employee Detail Page ............................................................................. 9

Explore: Company Totals Page ............................................................................ 14

Learning Activity: Master Control Scavenger Hunt ............................................ 15

Payroll Summary ......................................................................................................... 18

Overview .............................................................................................................. 18

Explore: Payroll Summary ................................................................................... 18

Explore: Payroll Summary Recap Report ............................................................ 19

Personnel Change Report ............................................................................................ 20

Overview .............................................................................................................. 20

Explore: Personnel Change Report ...................................................................... 20

Unused Deduction Report ........................................................................................... 21

Overview .............................................................................................................. 21

Explore: Unused Deduction Report ..................................................................... 21

Statistical Summary ..................................................................................................... 22

Overview .............................................................................................................. 22

Explore: Statistical Summary Recap .................................................................... 22

Explore: Statistical Summary Detail .................................................................... 23

Knowledge Check ................................................................................................ 24

Course Closing ............................................................................................................ 26

Continuing Education Credits .............................................................................. 26

Training Evaluation .............................................................................................. 27

PREFACE

Copyright 2009–2018 ADP, LLC iv V05181834587_1NH

Quarter Processing: Using Payroll Reports to Prepare for Quarter End

(34586_1) ............................................................................................................. 28

QUARTER PROCESSING: USING PAYROLL REPORTS TO PREPARE FOR QUARTER END HANDOUT MANUAL

Copyright 2009–2018 ADP, LLC 5 V05181834587_1NH 11

Course Introduction

Course Purpose

This course introduces you to the ADP payroll reports that help you to verify employee

Masterfile information, payroll totals, personnel changes, employee deductions, and payroll

and tax liabilities, providing you with the tools and knowledge necessary to successfully close

each quarter.

Course Objectives

Upon completing this course, you will be able to do the following:

Identify the payroll reports used to reconcile payroll.

Determine the meanings of the abbreviations that are displayed in payroll reports.

Locate quarter-to-date and year-to-date figures on payroll reports.

Course Agenda

This course includes the following topics:

Introduction to Payroll Output Reports

Master Control

Payroll Summary

Personnel Change Report

Unused Deduction Report

Statistical Summary



Follow-Up Items

List any follow-up items that you may need to discuss with your client support specialist or

implementation specialist:

Questions for my CSS/IS:



Introduction to Payroll Output Reports

Overview

ADP provides you with wage and tax information for each payroll processing by means of

payroll reports.

Reports and Descriptions

Report Description

Payroll Schedule Displays holidays and specific payroll processing information such as

deductions, dates, check messages, and special effects

Payroll Transmittal Displays information such as payroll dates, active deductions, and

check stub messages

Master Control Displays the information used to calculate wages by employee as well

as cumulative earnings and deductions by employee

Payroll Summary Displays a summary of payroll information such as gross pay, statutory

deductions, voluntary deductions, and net pay for the current pay

period

Payroll Register Displays payroll figures for the current pay period for each employee

including hours, earnings, gross pay, statutory deductions, net pay,

and check/voucher numbers

Payroll Audit Displays the number of active, terminated, newly hired, and rehired

employees in the current pay period

Personnel Change Displays changes made to the employee Masterfile for the current pay

period

Unused Deduction Displays the employees whose earnings this pay period were

insufficient to cover voluntary deduction amounts

Labor Distribution Displays costs charged to each department for all employees

Statistical Summary Displays amounts debited from your bank account for tax deposits to

be made by ADP for products including Tax Filing Service, Wage

Garnishment Processing Service (WGPS), Full Service Direct Deposit

(FSDD), and so on



Master Control

Overview

The Master Control contains Company Options pages, Employee Detail pages, and Company

Totals pages.

Explore: Company Options Page

Sections and Descriptions

Section Description

Tax Exemption Grid Displays the earnings and deduction codes you have set up and the

taxes for which each code is exempt

Example: Long-term disability earnings are exempt from specific

employee and employer taxes and require a tax grid.

Special Accumulators Displays the accumulator code, the description, and the clearing

frequency, and indicates the hours, earnings, and deduction amounts

that ADP is storing on your behalf

Earnings Literals Displays the earnings codes you have set up with ADP and how those

codes will be displayed on ADP reports and the employee's checks and

vouchers

Deduction Literals Displays the deduction codes you have set up with ADP and how those


vouchers

Memo Literals Displays the memo codes you have set up with ADP and how those


vouchers

Special Calculations Displays the results of all the special calculations ADP currently has set

up on your company's behalf along with the description

Example: Result DCK = deduction code K and is a 401(k) deduction

calculation.

Local Information Displays the name of the city/locality for which you have employees set

up along with the Autopay (payroll entry) code, tax code, and associated

state

GTL Information Displays the group term life calculation coverage date, standard hours,

benefit factor, coverage limit, and birth-date location

Miscellaneous Displays miscellaneous company options such as Qualified Pension and

the date fields used to track hire date, birth date, termination date, and

so on



Explore: Employee Detail Page


Section Description

Personnel Displays indicative information including the employee's name, address,

home department, Social Security number status, hire date, birth date,

status, file number, and Equal Employment Opportunity (EEO) data

Pay Displays the employee's current gross, primary rate, additional rates, pay

frequency, standard hours, rate calculation, last week worked (LWW),

and the number of weeks worked (NWW)

Tax Status Displays state, SUI/SDI, and local tax codes along with tax marital

status, number of exemptions, extra taxes, and tax blocks

Scheduled Amounts Displays the standard deduction amounts, codes, and literals deducted

from the employee's pay each pay period along with direct deposit

information and goal limits

Accumulations to Date Displays balances for amounts being accumulated



Employee Detail Terms and Descriptions

Term Description

Accrual Reset Year and

Codes

Displays the benefit accrual code and year of the last reset

Action Flag Yr/Wk Displays the year and week on which an action occurs for an employee

Note: An action flag allows you to trigger an action for an employee at a

predetermined time.

Action Flag # of Weeks Displays the number of weeks worked for an employee with an action

flag

Average Rate Displays the employee's average hourly rate for this pay period

Bank Account Information Displays the employee's bank account number, transit/ABA, account

code, account type, and prenote date, if applicable

Note: Prenote is the time period in which the employee’s bank tests the

transit/ABA number and account number information for new direct

deposit accounts.

Dates 6 - 15 Displays the dates entered in these fields

Ded Goal Limit Displays the goal deduction code and limit

Ded Goal to Date Displays the amount deducted to date towards the goal limit

Dept. Allocations Displays the department and percentage allocated to that department for

an employee coded with automatic allocation

EEOC Displays the employee's race, occupation, and on-the-job training (OJT)

codes related to equal employment opportunity (EEO)

Extra Pays Displays the number of additional pays the employee has received for

the processing

Garnishment Displays the type of garnishment (G-standard or F-federal) with which an

employee is set up

Group Term N Displays the coverage amount and factors used to calculate taxable

group term life insurance

Job Allocations Displays the percentage allocated to a job number for an employee set

up with automatic labor allocation

Last on Wk Set Indicates that the employee is coded to be printed at the end of the

worksheet

Meal Factor Displays meal factor coding

N.J. State Special Tax Displays the code for the tax table on which the New Jersey employee is

coded

Not on Worksheet Indicates that the employee is coded not to be printed on the worksheet

Ohio School Dist. Tax Code Displays the Ohio school district code on which the employee is taxed

Oregon Health Ins. Code # Displays the code identifying the type of health coverage for an Oregon

employee

Paid 12th of Month Displays code 1, 2, or 3 to indicate whether the employee is paid near

the 12th of the month in the first, second, or third quarter

Pay Group 2 Indicates that the employee is assigned to a second pay group



Employee Detail Terms and Descriptions (cont.)

Term Description

Permanent Exclude Indicates that the employee's pay is calculated but a check is not

generated

Rate 3 Identifies the employee as having a third hourly rate

Set for Purge Identifies the employee as being scheduled to be removed from the

Masterfile

Special Account No. Indicates whether the employee is coded to special account 1 or 2

Std Earns 5 Code Displays the earnings 5 amount and code if the employee has

standard earnings set up in the Earnings 5 field

State Exemptions $ Displays state exemption amounts for states that require amounts

versus the number of dependents

Term W-2 Issued Indicates that an interim Form W-2 has been issued for the terminated

employee

Tip Credit Minimum Rate Displays the minimum rate used to calculate the employee's tip credit

Tip Factor Displays the rate used to calculate the employee's tips

Title Displays the employee's title if the employee is coded to display a

description

Under Minimum # of Wks and

Dollar Amount

Displays the number of weeks and the total gross pay under the state

minimum (for unemployment purposes only)



Accumulations to Date Section: Abbreviations and Descriptions

The following abbreviations are preceded by either a Q for quarter-to-date figures or a Y for

year-to-date figures:

Abbreviation Description

Alw # Allowed Hours/Earnings #

FIT Federal income tax

Fringe Ben Taxable fringe benefits

FUTATXBL FUTA taxable

Gross Gross pay

GRSNLMT Gross under limit

GTL Group term life insurance

Local 1 Local/city income tax

Local 2 Local/city income tax (lived in)

Meals Meals or lodging

MED Medicare tax

MEDST Medicare surtax

MEDTXBL Medicare taxable

PRDEFCMP Prior deferred compensation

PRFUTXBL Prior FUTA taxable

PRMEDST Prior Medicare surtax

PRMEDTX Prior Medicare tax

PRMEDTXB Prior Medicare taxable

PRSSEE Prior employee Social Security tax

PRSSER Prior employer Social Security tax

PRSUI/SDI Prior SUI/SDI tax

PRSUTBEE Prior employee SUI/SDI taxable

PRSUTBER Prior employer SUI/SDI taxable

SDITXBL State disability taxable

SICKPAY Excludable (nontaxable) sick pay

SS Social Security tax

SSTXBL Social Security taxable

State 1 State income tax

State 2 State income tax (lived in)

SUI/DI SUI/SDI tax

SUITXBL SUI taxable

Tip Credit Tip credit

Tips Reported tips



Accumulations to Date Section: Abbreviations and Descriptions

(cont.)

Abbreviation Description

Tkn # Taken Hours/Earnings #

UNCL MED Uncollected Medicare tax

UNCL SS/ME Uncollected Social Security and Medicare tax

UNC SS Uncollected Social Security tax

XFIT Amount exempt from federal income tax

XFUTA Amount exempt from federal unemployment tax

XLocal 1 Amount exempt from city income tax

XLocal 2 Amount exempt from city income tax (lived in city)

XMED Amount exempt from Medicare tax

XMEDTXBL Amount exempt from Medicare taxable

XSS Amount exempt from Social Security tax

XState 1 Amount exempt from state income tax

XState 2 Amount exempt from state income tax (lived in state)

XSUI/DI EE Amount exempt from employee SUI/SDI tax

XSUI/DI ER Amount exempt from employer SUI/SDI tax

3PSPFIT Third-party sick pay federal income tax

3PSPMED Third-party sick pay Medicare tax

3PSPNTXB Third-party sick pay Social Security and Medicare nontaxable amount

3PSPSS Third-party sick pay Social Security tax

3PSPSSAJ Third-party sick pay Social Security tax adjustment

3PSPTXBL Third-party sick pay Social Security and Medicare taxable

401K Deferred compensation 401(k) plan

403B Deferred compensation 403(b) plan

408K Deferred compensation 408(k) plan

457 Deferred compensation 457 plan

501C Deferred compensation 501(c) plan

1099 1099 earnings



Explore: Company Totals Page


Section Description

Company Totals Displays totals of hourly and salary rates of active and nonactive

employees, totals for new hires, changes, entries, and pays for the

current payroll.

Pay Displays totals for hours and earnings fields, statutory and voluntary

deductions, gross, and net amounts. This section also displays the total

number of male and female pays for the current payroll.

Scheduled Amounts Displays totals of all scheduled voluntary deduction codes (sorted

alphanumerically) and goal deductions and balances.

Accumulations to Date Displays all balances for amounts being accumulated.

Note: The next available and highest available file numbers are

displayed beneath the Accumulations to Date section.



Learning Activity: Master Control Scavenger Hunt

Instructions

Access the Master Control in your reports manual and locate the required information to

answer the following questions.

Company Options Page

1. Is company code AQN set up for qualified pension?_____________________________

2. What deduction codes are set up for the following deductions?

Savings: _______________________________________________________________

Health Benefits: _________________________________________________________

Loan: ________________________________________________________________

3. What accumulator codes are set up for the following hours, earnings, and deductions?

QTD Depend FSA: ______________________________________________________

YTD Hours 1: __________________________________________________________

YTD Employer-Paid Health Savings: ________________________________________

QTD Medical: __________________________________________________________

4. What earnings codes are set up for the following earnings?

Bonus: ________________________________________________________________

Vacation: ______________________________________________________________

Sick: __________________________________________________________________



Employee Details Page

1. How many direct deposit deductions are set up for Anthony Albright? ______________

2. What information is displayed in the following fields for John Dexter?

Dept: _________________________________________________________________

Status: ________________________________________________________________

State code and SUI code: _________________________________________________

3. What information is displayed for Samuel Barbato for the following?

Goal deduction code: _____________________________________________________

Goal-to-date amount: _____________________________________________________

Goal limit: _____________________________________________________________



Company Totals Page

1. What amount is displayed in the following accumulation to date fields?

Y SUI/DI: _________________________________________________________

Y FIT: ____________________________________________________________

Q Local 1: _________________________________________________________

Ac 08: ____________________________________________________________

Ac 29: ____________________________________________________________

2. How many regular hours 1 were worked this payroll processing for company code

AQN?

__________________________________________________________________

3. How many total active employees are displayed for company code AQN?

__________________________________________________________________

4. What number is displayed for the number of changes made in this payroll?

__________________________________________________________________



Payroll Summary

Overview

The Payroll Summary contains detailed payroll analysis pages and company totals by

department.

Explore: Payroll Summary


Section Description

Department Displays the department number and description

Hours Displays totals for regular hours, overtime hours, and hours 3 and 4 (coded

hours)

Earnings Displays totals for regular, overtime, third, fourth, and fifth field earnings

Gross Displays totals for gross pay and the percentage of the department's gross pay

to the company

Statutory Deductions Displays totals for federal, state, and local tax deductions

Vol Deds Displays totals for voluntary deductions

Net Pay Displays totals for net pay

Analysis Displays detailed information for earnings, memos, deductions, federal

taxable, FUTA, state and state taxable, SUI/SDI, and local codes and amounts

Important Information

Be sure to notify ADP when you add new payroll codes and tax jurisdictions to your company

setup so that the proper information is displayed on your output reports.



Explore: Payroll Summary Recap Report


Section Description

Item/Description Displays the net cash, federal payroll tax and deposit liability, FUTA,

SUI/SDI tax, state income tax, local income tax, employer SUI/SDI, and

company recap sections

Jurisdiction Displays state and local jurisdiction information for SUI/SDI, state, local,

and employer SUI/SDI taxes withheld

Taxable Displays the taxable amounts for federal, FUTA, SUI/SDI, state, local,

and employer SUI/SDI taxes

Liability Displays the net cash and federal deposit liability amounts along with

FUTA, SUI/SDI, state, local, and employer SUI/SDI deposit liabilities

Federal Income Tax by State Displays the federal income tax amounts by states

Additional Resources

To learn more about quarter-end processing tasks, access the quarter-end resources on The

Bridge.



Personnel Change Report

Overview

The Personnel Change Report displays changes to employee indicative information. The report

displays both old and new data and a brief description of the change made to the employee's

Masterfile information.

Explore: Personnel Change Report


Section Description

New Hires, Name and

Address Changes

Displays the employee's file number, name, department, rate 1, rate 2,

rate 3, and the description of the change to the employee's employment

status and address, if applicable

Other Changes Displays the employee's file number, name, department, clock, old data,

new data, the difference between the old and new data, and a

description of the change

Note: You must access your payroll system to validate the employee's

Social Security number because SSNs are not displayed on payroll

reports.

Pays Issued to Non-Active

Employees

Displays the employee's file number, name, department, clock, gross,

net, and the employment status description



Unused Deduction Report

Overview

The Unused Deduction Report displays employees whose earnings during the pay period were

insufficient to cover the scheduled voluntary deductions. Additionally, the Unused Deduction

Report displays employees who have satisfied deduction goals but whose deductions are

currently scheduled.

Explore: Unused Deduction Report


Section Description

Personnel Displays the employee's name, period-ending date, file number,

department, clock, and rate

Voluntary Deductions Displays unused deduction amounts, codes, and descriptions

Employee Status Displays the employee's status

Explanation Displays a descriptive message such as "goal deduction reached"

Deduction Analysis Displays all unused deduction amounts, codes, and descriptions for the

current payroll



Statistical Summary

Overview

The Statistical Summary is a standard output report that you receive if you use ADP's Tax

Filing Service. This report contains both a Recap page and a Detail page.

Explore: Statistical Summary Recap


Section Description

Taxes Debited Displays taxes debited for federal, Social Security, Medicare, FUTA,

state, local, school districts, and Workers' Benefit Fund

Assessments

Other Transfers Displays federal garnishments and child support transactions

Bank Debits and Other Liability Displays totals of all checks, direct deposits, adjustments, voids, and

prepays that ADP debits from your company's bank account

Taxes - Your Responsibility Displays taxes that ADP is not filing and that are your responsibility

Total Liability Displays the total amount that ADP debits from your company's

bank account for payroll taxes, checks, and direct deposits

Note: The Total Liability excludes adjustments, prepays, and voids.



Explore: Statistical Summary Detail


Section Description

Net Pay Displays the total net pay

Taxes Displays itemized federal, state, and local tax liabilities for both employee and

employer contributions

Important Information

Be sure to verify your total liability amount and fund your bank account with the amount

indicated on the Statistical Summary Recap report. ADP will debit your company's bank

account for the total tax and net cash (checks and direct deposit) amounts.



Knowledge Check

1. In which section of the Master Control can you locate information detailing the last week

worked by an employee?

a. Accumulations to Date

b. Pay

c. Personnel

d. Tax Status

2. Which two output reports display goal deduction information?

a. Master Control and Personnel Change Report

b. Master Control and Unused Deduction Report

c. Payroll Summary and Personnel Change Report

d. Personnel Change Report and Unused Deduction Report

3. Which payroll output reports can you use to determine the federal deposit liability for

your current payroll?

a. Master Control and Payroll Summary Recap

b. Payroll Summary Recap and Statistical Summary

c. Statistical Summary Recap and Unused Deduction Report

d. Unused Deduction Report and Master Control



Knowledge Check (cont.)

4. You need to fund your company's bank account with the total liability amount for the

current payroll. Which payroll output report displays the total liability information for

your company?

a. Master Control

b. Payroll Summary

c. Statistical Summary Recap

d. Unused Deduction Report

5. Your company's accounting department needs to verify the employer SUI tax total for a

specific department. Which payroll output report displays this information?

a. Master Control

b. Payroll Summary

c. Personnel Change Report

d. Statistical Summary



Course Closing

Continuing Education Credits

ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll

Association (APA) and continuing professional education (CPE) credits by the National

Association of State Boards of Accountancy (NASBA). Most ADP courses are eligible for

RCHs and CPE credits.

RCHs and CPE credits provide recognition for updating or broadening professional

competencies and may be used to maintain certifications such as the Certified Payroll

Professional (CPP), Certified Public Accountant (CPA), or the Society for Human Resource

Management (SHRM). Professional organizations establish their own certification procedures,

which are subject to change.

Professional organizations often require documentation of class objectives, agenda, and

duration, along with a certificate of completion. This information is provided at the end of your

handout manual. At your request, your instructor will provide you with a certificate of

completion at the end of this class.



Training Evaluation

Please take a moment to complete the evaluation.

ADP Course Description

Quarter Processing: Using Payroll Reports to Prepare for Quarter End (34586_1)

Program Content

This course prepares participants to read and understand payroll reports. Topics include the Master Control, Payroll Summary, Personnel Change, Unused Deduction, and Statistical Summary reports.

Objectives

Upon completing this session, participants will be prepared to do the following:

Identify the payroll reports used to reconcile payroll.

Determine the meanings of the abbreviations that are displayed in payroll reports.

Locate quarter-to-date and year-to-date figures on payroll reports.

Audience

This course is intended for those participants who are responsible for reconciling payroll each quarter.

Prerequisites

None

Advance Preparation

None

Participant Materials

Participants will need to download or print the Quarter Processing: Using Payroll Reports to Prepare for Quarter End handout manual and the Quarter Processing: Using Payroll Reports to Prepare for Quarter End reports manual before attending class.

Method of Presentation

Virtual class (VC), Group Internet Based

Duration

2 hours, 15 minutes

Continuing Education Credits

This course may be eligible for the following recertification credit hours (RCHs) and continuing professional education (CPE) credits:

RCH: 2.0

CPE: 2.0

Note: ADP is unable to grant formal RCH and CPE credits to a participant logged on to class through a mobile device. For more information, see the Training Policy.

In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour.

ADP, LLC, Employer Services, is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org.

In accordance with the American Payroll Association (APA), recertification credit hours (RCHs) apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials.

Recommended Field of Study (NASBA)

Specialized Knowledge and Applications

Cost and Training Policy

For information about course cost, registration, and cancellation policies, refer to the Training Policy.

Learning Records and Privacy Policy

Learner records are available on Learn@ADP within 24 hours after participants complete their training classes. To access learner records, refer to these instructions.

View ADP's Privacy Policy on Learn@ADP.

V05181834586_1VCNH

Copyright © 2009–2018 ADP, LLC

http://learn.adp.com/content/trainingPolicy.htm

https://www.nasbaregistry.org/

http://learn.adp.com/content/trainingPolicy.htm

https://learn.adp.com/content/assets/adp/adpclient_view.htm#completed

https://learn.adp.com/asst/adp/privacy.htm

Quarter Processing: Using Payroll Reports to Prepare for ...ADP Course Description Quarter...

Documents

Transcript of Quarter Processing: Using Payroll Reports to Prepare for ...ADP Course Description Quarter...