On Monday morning, the Timekeeping
Department sends timecards to the Payroll
Office. The timecards report employee’s
name, SSN, and the hours worked each day. A
clerk in the Payroll Office verifies each
timecard to insure that the listed person is
currently employed. Once the timecards have
been verified, the valid data is entered in the
payroll system. On Thursday night, the
payroll system computes the payroll. Using
valid payroll data from the previous week
retrieved from the transaction file, the
computer calculates each employee’s gross
pay. Withholding data stored in the employee
withholding file is retrieved and used to
calculate net pay. After calculating net pay, the
computer updates the employee data files with
the gross pay, net pay, and withholdings for
each employee. The current payroll data is
then used to update the payroll journal file.
The computer prints paychecks which are
mailed to the employees on Friday.
Time Cards
Key Time Card
Information
Weekly
Payroll
Transaction
File
Employee
Withholding
File
Payroll
Journal
File
Weekly Payroll System
Joe Q. Charter
January 19, 1999
Compute
Payroll
Paychecks
Employee
Payroll
Data File
Subscribers complete address-change forms that
include the subscriber’s old address, new address and
subscription umber. This information is then keyed
into an online terminal. This terminal provides
access to an online computer that temporarily stores
these data as a file of address-change requests. This
keying activity will be performed continuously, so
we may characterize this processing as “daily
processing.”
Once a week, the change request records are used to
update the subscriber master file. This means that
information about new subscribers will be added to
the file and the addresses of existing subscribers will
be changed. A “Master File Processing Report” is
also prepared by this program to document the
additions and modifications made to the file. This
completes the “weekly processing.”
Once a month, postal labels must be prepared for the
magazine’s monthly mailing. The subscriber master
file serves as the chief input for this program and the
two major outputs are the labels themselves and a
processing report documenting these activities. This
is “monthly processing.”
Subscriber
Address Change
Request Forms
Key Change
Information
Subscriber File
Maintenance
Change
Request
Records
Subscriber
Master
Files
Master File
Maintenance
Prepare
Mailing Labels
Mailing Label System
Joe Q. Charter
January 19, 1999
Master File
Maintenance
Processing
Report
Mailing Labels
Processing
Report
Subscriber
Nailing Labels
Subscriber
Address Change
Request Forms
Key Change
Information
Subscriber File
Maintenance
Change
Request
Records
Subscriber
Master
File
Master File
Maintenance
Updated
Subscriber
Master
File
Mailing Label System
Joe Q. Charter
January 19, 1999
Prepare
Mailing Labels
Master File
Maintenance
Processing
Report
Mailing Labels
Processing
Report
Subscriber
Nailing Labels