The Center for Family Resources
Payroll Policies
Approved by Finance Committee January 2001, updated March 2008, updated August2015
General Pay policy information
 Work week is Saturday 12:01 am – Friday 12:00 pm
 Payroll is processed bi-weekly.
 Timesheets are due Monday at 10:00am of the pay week.
o Employees will enter in and out times to document worked time, rounded to the nearest quarter
hour.
o Employees will enter nonproductive information for Vacation, Sick and Holiday as defined in the
Employee Handbook
o Employees will indicate worked time related to services provided to specific grants or to
interdepartmental activities. This time can be summarized by day or can be detailed through in
and out times.
 Over time must be approved by the supervisor or manager in advance, however, any over time documented
will be paid.
 Direct deposit is not mandatory but encouraged. Funds are available on Friday of the pay week.
 Employees will submit vacation requests in advance, as stated in the Employee Handbook. Exempt
employees must take time off in full day increments.
General Duties

The Accounting Assistant is responsible for the following
o Collecting timesheets, verifying productive and nonproductive times and required signatures
o Entering all wage, tax, and benefit information and generating payroll
o Reviewing reports to ensure payroll has been accurately processed
o Maintaining reports by pay period for each year
o Ensuring documentation for deductions and changes in wages are properly authorized and filed in
individual employee files
o Making bank transfers to fund the payroll account
o Processing all benefit deductions and payments
o Notifying third parties and terminating benefits timely when necessary
o Processing and distributing W-2

The Controller is responsible for the following
o Gathering restricting access to appropriate personnel all hiring information for new employees,
including hiring letter, I-9, W-4 and G-4
o Ensuring all background checks and drug screens are completed
o Completing E-verify process
o Reconciling monthly payroll data and review for reasonableness ensuring no duplicate employee
names, unauthorized employees or payments to terminated employees
o Preparing and entering the journal entry to post wage and benefit activities
o Calculating the labor distribution (wages and benefits) for grants and providing support
documentation for worked and billed time
o Allocating interdepartmental labor costs
o Preparing and entering the labor distribution into the General Ledger
o Ensuring funds are available to make the transfers needed to fund the payroll
o Reconciling the payroll bank statement
o Reconciling prepaid and payable wage and benefits accounts