Issue
Date: 11/14/02
Revision 3
G&P Trucking Co. Inc.
Payroll Batches and
Transmission
Page 1 of 5
Glenda Coleman
Billy Lynch
Prepared by
Reviewed and Approved by
--------------------------------------------------------------------------------------------------------------------------1.0
PURPOSE & SCOPE
1.1
This work instruction outlines the process of generating driver payroll in AS400 and
transferring this to ADP for the processing of payroll checks/vouchers.
1.2
This document applies to all company drivers and maintenance employees.
2.0
REFERENCES
2.1
Printers
3.0
DEFINITIONS
3.1
Batch - refers to a report, which is submitted after all driver logs have been entered. This
report consists of two separate parts: one section shows driver codes and names in
alphabetical order, ADP employee number, social security number, work hours for the
current pay week, earnings (hours x hourly pay + mile bonus), fees (earnings-3), trip pay
(earnings-4) and total earnings. The second portion of the report separates drivers by
home department or terminal. All other information is the same as listed above.
4.0
RESPONSIBILITIES
4.1
The payroll department is responsible for overseeing this work instruction.
5.0
WORK INSTRUCTION
5.1
Batching driver payroll (beginning of payroll transmission process) and submitting to
ADP
5.1.1 Sign onto the AS400. Click on “colg” icon on desktop. Sign on screen
appears. Type in assigned user code and password and enter. Main menu
appears; hit escape key. User menu box appears. Select log menu box
appears. Select log menu and enter corresponding number. Hit enter.
5.1.2 Driver log menu screen appears. Select “Create ADP batches”. Create ADP
files screen appears. Put in beginning pay date for the current pay week ( the
previous Monday through Sunday)on “Pay from date” line, and ending
paydate on “Pay to date” line and enter. Payroll batches are now generating.
Printer job message appears at the bottom of screen after submitted batch
has completed processing which indicates the report is now ready to print.
5.1.3 The assigned payroll department employee may check the batch while it is
processing or when the processing has completed. Check for the following:
Drivers who worked over 70 hours; fees (earnings 3) and total earnings for
unusually high amounts of gross pay. If there are any errors found, then
payroll dept. employee will pull up logs for current week and double check to
make sure that all entries from the driver log were entered correctly. If no
errors found, return to desktop.
Issue
Date: 11/14/02
Revision 3
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G&P Trucking Co. Inc.
Payroll Batches and
Transmission
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Click transfer from AS400 icon; data transfer from as400 screen appears.
Click on transfer data from as400 box. Transfer to file complete box
appears. Click ok. Close box from right corner in “X” box.
Click on “Glenda” icon from desktop. ADP circle appears. Click on utilities (in
toolbar); arrow down to import/pay data. Import external pay data box appears.
Highlight file name/click ok. You will see the file loading the external pay data
information. When complete, it will reach 100%. Open log file box appears and
pay data import should show success status. Close box. Click on “Open Pay data
Batch” on menu bar. All batches, including Batch 55 should show in balance.
Perform the following for all Texas Drivers:
5.1.7.1 Go to ADP/PC Payroll for Windows. The ADP circle will then appear.
5.1.7.2 Click on New Hires / Emp. Maint. The open employee screen appears.
5.1.7.3 Click the cursor in front of the name that appears in the box and type the
last name of the driver who did Texas runs for the current week. These
names are obtained from the payroll department employee that enters
Texas logs.
5.1.7.4 The employee file opens. Click on the “Other” tab.
5.1.7.5 In data control, click on the down arrow and the control number that
corresponds with the GPJCTN home department. That number should
now appear in the box. Click Save. If this driver does not perform Texas
runs the next pay week, the data control numbers must be changed back to
the original home department before the next transmission takes place.
To create a batch 55 file do the following:
5.1.8.1 Click on “new pay data batch” icon above circle to create a batch 55 file.
New pay data batch screen appears. Go to batch id box and enter “55”,
description box and enter the week ending date for current pay week. (It
will always end on Sunday.) Go to grid box and click down arrow.
Highlight “ADP basic pay data” and click okay.
5.1.8.2 Select employee screen appears. Order by box should have “name” in
it/leave as is/click ok. Selection criteria box appears. In “status” section,
click arrows out of all boxes except active. In “rate type” section, click
arrows out of all boxes except hourly. Click ok. Screen with active driver
names will appear on screen again. Click on select all box and names will
darken. Click ok and small hourglass appears on ADP circle screen. Batch
55 is now being created.
After batch 55 has been created, the batch will appear on the screen, and the driver
names will appear in alphabetical order. The names shown should only be the
active hourly drivers, full and part time. Now you may begin entering pay
information in batch 55 from payroll request forms that have been submitted,
vacation request forms, time cards, faxed maintenance hours, etc. For vacation
pay, you should have a vacation request form, and the pay type is #2. Tax
frequency is 1 if the vacation hours taken are 50 hrs. or less; tax frequency is 2 if
vacation hours taken are between 51-100 hours, and tax frequency is #3 is hours
taken are over 100 hours. Late logs are pay type #3 and the tax frequency is
always #1. Jury duty is pay type number one, tax frequency one. You should
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Date: 11/14/02
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G&P Trucking Co. Inc.
Payroll Batches and
Transmission
Page 3 of 5
have a document that the driver has turned in showing how many days he/she
attended court and the amount of dollars that he/she received. To calculate dollar
amount that driver should be compensated multiply 10 hours for each day missed
times the driver’s hourly rate. Then subtract from that total the amount that driver
was paid by the court. This is the amount that you enter in jury duty column in
batch 55. To put in any owner-operator hours for maintenance employees, find
the name in the batch and click. Name will be highlighted. Click on folders tab.
NBD folder screen will appear. It will show any hours that have already been
entered, as well as a temporary rate. Right click on mouse and click on “new
entry.” Screen will now be clear. Go to amount section in box and type in hours
listed under owner operator column on the maintenance hour’s sheet that has been
faxed by the Maintenance Supervisor. Go to temporary rate box and put in
applicable temporary rate for incentive pay. Click save. Then click on grid box
and screen will go back to original batch. It should now have two entries for the
name in which you entered regular maintenance hours and owner operator hours.
Repeat procedure as necessary. After all pay information has been entered, scan
the entire batch by using your up/down arrows on the right side of screen. This is
to make sure that all information has been entered correctly. If not then the error
will be researched and corrected. If there are no errors, then click save. Saving
batch information box will appear and all information that was entered will
process and save. Click close. ADP circle screen will appear. Look in pay register
and find the page that is labeled “Unused Deduction Report”. Any names that do
not have “Account pre noted, or loan deduction amount met, you will have to
double the dollar amount of the deductions under the Voluntary Deductions
Column. This report reflects the name, rate, deduction, status, and explanation of
any drivers who did not work for that pay date. If the explanation column shows
“Goal deduction has been met.”, then it will be necessary to double check any
loan deduction or charity deduction, such as United Way, etc., to make sure that
their remaining balance is zero.
5.1.10 Click on open batch icon above ADP circle. Open pay data batch screen
appears/batch 55 will be highlighted/click open. Screen will appear that shows all
batches transferred from as400 as well as batch 55. They should all show in
balance, which means that all pay information has been entered and calculated
correctly. To further check that correct pay data file has been created click open
batch 01. Pay data-NBD folder box appears. Click on grid. Select grid box
appears. Click on down arrow to “ADP BASIC PAY DATA” and click ok. Look
at first name and totals and compare to green bar report labeled “ADP BATCH
SUMMARY REPORT.” The first name and totals should match the first names
and totals in the ADP batch. Click save and close. Click “Auto Balance” in pay
data batch box that appears. Batch status should show In-balance. Click ok and
return to the ADP circle.
5.1.11 Click on create payroll files. Create Payroll File box appears. Click in box
labeled “Send Payroll File to ADP.” Click ok. Payroll file box appears, and you
will see the file advance to 100 percent. Open log file box appears and the status
should show success. Click close. The start send Payroll box appears in which
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Date: 11/14/02
Revision 3
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G&P Trucking Co. Inc.
Payroll Batches and
Transmission
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you will now enter an assigned password. Click ok. ADP Communications box
appears. Modem is silently dialing. This begins the process of transmitting all
the pay information that has been entered from driver logs and batch 55, along
with any changes made to driver files in employee maintenance section of the
ADP circle. This information is now being sent via computer to the automatic
data processing center in Charlotte, NC to be processed for direct deposit. This
process usually occurs on Tuesday in order to have a Friday pay date. Once
information has been sent to ADP, open log file box will show success. Close
box. Screen will return to ADP circle. All boxes will be cleared out except
box labeled “Start New Cycle.”
To exit ADP, click “x” in top right corner. Box will appear that asks “Are
you sure you want to exit?” Click Yes. Screen will now return to desktop.
An ADP download is done on the day after payroll is transmitted. Go to
ADP circle and click on utilities/receive files. NBD-G&P TRUCKING CO.
will be highlighted. Click ok/select files type box appears. Click to highlight
EMPLOYEE CUMULATIVE DATA, PAY DETAIL, GL INTERFACE
DATA, and GL INTERFACE REPORT. Click on boxes at bottom of screen
labeled Load Employee Cumulative Data Files and Load Pay Detail Files.
Click ok. Start receive files box appears to enter assigned password/click ok.
ADP communications box appears, and modem silently dials in to ADP.
After the download process has been completed, open log file box appears,
and status screen should show success. Click close and screen returns to
ADP circle.
Next click on “Start Payroll Cycle”. Click ok and new payweek information
will be highlighted. All information from previous payweek is cleared in
start new cycle box. Success status will appear in open log file box when
completed. Click close, and #2,3, and 4 will now be highlighted on ADP
circle. Now new information can be entered for the new pay cycle.
For general ledger purposes, click on Utilities from toolbar on ADP circle.
Arrow down to Export data/over to MR/GLI data. Export management
reports box appears that will display the payweek that was downloaded.
Highlight that week/click ok. After export process has completed, success
status will appear in open log file box. Click close to return to ADP circle.
To print payroll reports for General Ledger (after downloading), click on
utilities/on-site printing /print reports. ADP reports on demand-main menu
screen appears. ADP print box to overwrite appears. Click yes to overwrite.
File filter box appears. Click on week number box for week that was
downloaded/click ok.
ADP reports on demand box reappears with downloaded week information.
Click on line with GRNBD Week # P.GLI. Click open. Box appears with
desired week number-report view. Click file/print. Print box appears. Click
ok. Report will begin printing. It is usually17-19 pages. Click file/close.
Screen returns to ADP reports on demand-main menu. Click exit. Screen
returns to ADP circle.
Issue
Date: 11/14/02
Revision 3
6.0
G&P Trucking Co. Inc.
Payroll Batches and
Transmission
Page 5 of 5
RECORDS
6.1
Payroll batch reports and payroll batch electronic data are to be generated and maintained
in accordance with quality procedure, Control of Quality Records.