Payroll Data Conversion

Below is a summary of the steps needed to complete installation. It is important that these steps be performed in the order listed.

PAYROLL (Part IA):

  • Complete the Payroll Installation screen.
  • New users need to set up their processing dates in the System Administration > Installation > Processing Date Change screen before the Union File Maintenance, Wage Code File Maintenance, and Employees screens will recognize rate and status changes. These screens work off of the current processing date in Spectrum for Payroll.
  • Enter the annual tax tables for U.S. and state using Tax Table Maintenance. Print the associated listing.
  • Enter all deduction codes using Deduction / Add-on Code Maintenance. (a reimbursement is an add on type deduction). Print the associated listing. If necessary, enter formulas for deduction calculations using Formula File Maintenance. Print the associated listing.
  • Enter the departments using Department Expense Maintenance. Print the associated listing.
  • Enter the supervisor codes, if applicable, using Supervisor Code Maintenance. Print the associated listing.
  • Enter the worker compensation codes using Worker's Comp Base Code Maintenance and then Worker's Comp Code Maintenance. Print the associated listing.
  • Enter the vacation, holiday and sick codes, if applicable, using Vac, Hol, Sick Control Maintenance. Print the associated listing.
  • Enter the union codes, if applicable, using Union File Maintenance. Print the associated listing.
  • Enter the wage codes, if applicable, using Wage Code File Maintenance. Print the associated listing.
  • Enter the non-union pay group codes, if applicable, using Non-Union Pay Group Maintenance. Print the associated listing.
  • Enter the EEO classifications using EEO Classification Maintenance. Print the associated listing.
  • Enter the EEO race classifications using EEO Race Classification Maintenance. Print the associated listing.
  • Enter the user-defined formulas, if applicable, using Formula File Maintenance. Print the associated listing.
  • Build the electronic file table using Electronic File Table Maintenance, if applicable.Print the Electronic File Table Listing and check for accuracy.
  • Enter the work crews using Crew Maintenance, if applicable. Print the associated listing.
  • Set up the pay cycle calendar, if applicable, using Pay Cycle Calendar Maintenance.

PAYROLL (Part IB):

  1. Enter the file information for each employee using Employees. Print the associated listing.
  2. Enter the deduction codes and amounts (or percentages) to be withheld per pay period for each employee using Employee Deduction / Add-on Code Maintenance. Print the associated listing.
  3. Set the processing dates to the conversion date using Processing Date Change.

PAYROLL (Part IB):

Conversion Date:_________

  • Clear files for entry of year to date figures and Set the Payroll Cycle. Use the conversion date.

  • Enter year to date gross figures by preparing a manual check for each employee in the amount of each employee's year to date earnings using Time Card Entry. Check type will be Manual. If tracking hours-to-date is not required for your reporting needs, pay type SA may be used to record earnings, rather than both hours and earnings. If desired, Payroll records through the end of the prior quarter may be processed, followed by a conversion cycle for Payroll costs for the current quarter.

  • Print the Time Card Edit List and review it carefully for accuracy. Correct any mistakes using Time Card Entry and reprint the Edit List for further review. Retain the final copy of this report.

  • Do the Check Calculation.

  • Enter year to date deduction figures for employees using Check Adjustment Entry. If a report is printed, address the problem(s). Be sure to review your "subject-to" wages before running the check adjustment.

  • Print the Pre Check Register and the State Wage and Tax Report. Review them carefully for accuracy. Correct any mistakes using Check Adjustment Entry then reprint these reports. Retain the final copies of these reports.

  • Select the Print Checks function. Nothing should print since these are manual checks.

  • Print the Check Register, the Labor Distribution Report, and the Deduction History Report. Retain these printouts.

  • If all figures and reports are satisfactory, update employee records.

  • Confirm that the Payroll checkbox is not selected on the General Ledger Installation screen.

  • Perform the Payroll General Ledger update. Retain the printout.

  • Clear the month to date (or quarter to date) for Payroll using Period End Clear.

  • Select the Payroll checkbox on the General Ledger Installation screen.

  • Set the processing dates to the new period for Payroll using Processing Date Change.

  • Set status of terminated employees to Terminated in the Status pull-down menu, if desired, using Employee