# Paychex Payroll Processing Step-by-Step (Erica Harris)
### Paychex Payroll Run — Time & Attendance → Payroll (Anderson Mill & Palm Valley)
### Purpose
Ensure every pay period is processed accurately and consistently in Paychex: review punches, handle PTO/vacation cases, push time cards, calculate/adjust checks, and close out terminations—while keeping Erica in the loop only for true exceptions and benefits items.
### Scope
- zss
### Roles & RACI
- **Geralyn (CVA)** – R/A for execution of the steps below
- **Angie (CVA)** – A for oversight; jump in on edge cases; signs off first cycles
- **Erica (Client)** – C for exceptions & benefits; I for final “looks good” before submit (until fully delegated)
- **Tansy (Director)** – C for on-the-ground staff updates; provides new-hire/termination info & approvals
### Frequency
- Semi-monthly (e.g., **1st–15th** and **16th–30/31**).
- Run on the established payroll days/times.
### Tools
- **Paychex Flex** → **Time & Attendance** → **Timecards**
- **Paychex Flex** → **Payroll Center** / **Dashboard**
- **Slack** → #payroll (exceptions, terminations, status updates)
- **OneDrive** → “**New Employee Intake**” folder (background check sheet + start date + wage)
### Key Rules/Definitions
- **Stop sign icon** in timecard = missed punch or issue; investigate.
- **4x10s** = expect four days of ~10 hours; verify days and totals.
- **Salary Exempt** (e.g., Erica, Makai, Shavonda, some admins): punches don’t affect pay unless OT policy explicitly applies—generally **skip editing** their timecards; they won’t get OT if they don’t track time.
- **Vacation vs PTO**:
- Use **Vacation** earnings **to pay lead-week time** without reducing PTO balances.
- Use **PTO** when approved and intended to come from PTO banks.
- **Benefits**: If someone terminates near a month-end, **Erica calls Paychex** to ensure correct **benefit premium deductions** on their final check (so the company isn’t stuck with premiums they can’t recoup).
### Pre-Checks (10–15 min)
- **Open Slack – #payroll**
- Review Erica’s pre-run notes: who to **skip**, who needs **extra hours**, who **terminated**, and any **hold** flags (Palm Valley sometimes shows “on hold”—Paychex will release).
- **Confirm Pay Period**
- Example: **16th–30/31** or **1st–15th**.
- You’ll be flipping back one period occasionally to add prior missing hours for newly onboarded employees.
## ❶ Review Missed Punches
• Missed punches (stop sign):
- If obvious 'no lunch' or single missing punch but totals make sense→ leave as-is unless flagged.
- If day has 0 hours but they worked → correct if verified, otherwise leave.
## ❷ 4x10s Staff Checks
• 4x10s staff (e.g., Betsy, Desiree): Expect four days ~10 hrs;correct manual/wrong day entries.
## ❸ PTO/Vacation Handling
• PTO/Vacation handling:
- Lead-week off for lead teachers: Do NOT deduct PTO. Later add 40h Vacation in check edit.
- Pending PTO not approved: deny and refresh. If already approved incorrectly, offset in check edit.
- **⚠️ New:**Non-taxable reimbursements must be added under Company Settings → Payroll → Earnings & Deductions → Add Earning → Expense Reimbursement (Non-Taxable).
- **⚙️ New:**Pay period date ranges must match Time & Attendance; verify before pushing timecards.
## ❹ Review Salary/Exempt Employees
• Salary/Exempt (e.g., Erica, Makai, Shavonda): Leave punches alone; no OT.
## ❺ Handle Terminations in Time Card Review
• Terminations (e.g., Renee, Samantha, Sabrina, Megan): Do not terminate yet; wait until after payroll.
## ❻ Time Card Review (Anderson Mill first, then Palm Valley)
1. Go to Paychex Flex → Time & Attendance → Timecards.
2. Select Pay Period (e.g., 16th–31st).
3. Open each employee one by one and apply these checks.
## ❼ B. Push Time Cards toPayroll
6. Go to Payroll → Push Timecards.
7. Select all → Submit (expect short delay).
8. Confirm Complete status.
## ❽ C. Build &Edit Checks (Dashboard → Current Payroll)
9. Dashboard → Resume Current Payroll.
10. Items per page → 50.
11. Skip pay for flagged employees (e.g., Erica, Makai).
12. Add Vacation/manual hours (e.g., Amanda/Mandy, Henny,Elizabeth):**⚠️ New Reimbursement Setup:**
- Go to Company → Payroll → Earnings & Deductions → Add Earning → Expense Reimbursement (Non-Taxable).
- Edit employee check → Add Earning → Reimbursement → Enter flat amount.
- Confirm no tax is applied.
- Edit Full Check → Add Earning → Vacation → Hours (40 orspecified).
- Save and Preview check to confirm.
13. If PTO approved incorrectly, reduce PTO hours and add Vacationhours.
## ❾ D. Review & Submit Payroll
14. Review all checks (esp. changes, OT, new hires, prior-periodadd-ons).
15. Post quick summary in Slack #payroll (who skipped, added hours,unresolved punches, benefit/hold items).
16. Get Erica’s thumbs-up (until delegation complete).
17. Payroll Center → Run All → Review & Submit → Submit.
18. Confirm Complete.
19. Submit & Return to close out.
## ❿ E. Post-Run:Terminations (after capturing timecards)
20. Person icon → Search Employee → Employment → Terminate.
21. Effective Date: last working Friday (or date given).
22. Reason: Voluntary/Involuntary; Note 'Personal' if unknown.
23. Keep Direct Deposit Active: Yes.
24. Save.
25. Repeat for remaining separated staff.
26. Benefits Check: Erica calls Paychex to deduct premiums forterminated staff benefits still active.
## ⓫ Complete in Hubtasks/Worklenz
Comment that you completed the task for the week in Hubtasks/Worklenz "Comments" section. With a screenshot if possible. Complete the task so it can recur.
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Source: SweetProcess DOCX export (Drive pack). Migrated to Eniston category Allied. Do not treat as dual source of truth with SweetProcess.