Monthly and Quarterly Reconciliation of Payroll Payments

Monthly Reconciliation of Payroll Payments

1. At end of each month, <<Staff Title>>, or assigned staff, obtain the monthly Payroll Journal Summary from the payroll system
2. The report includes the following:
   • Payments for <<X program>> Consumers
   • Payments for <<Y program>> Consumers
   • Adjustments for <<X program> Consumers
   • Adjustments for <<Y program>> Consumers
   • Adjustments for Transfers
3. This report must be matched to the weekly reconciliations
   • Open spreadsheet called
   • Create a new tab in the spreadsheet and name it “Month End”
4. A tab exists in the spreadsheet for each payroll week
   • These tabs include summary amounts for each day payroll was cut for the payroll week as well as weekly sums
   • Copy the weekly summary amount to the month end tab
   • Do this for each week in the month
5. <<Staff Title>> creates a spreadsheet and merges every expense report for the month
6. Using the monthly Payroll Journal Summary from the payroll department enter the following values separated by program, transfers and adjustments
   • Day Hrs
   • Day wages
   • OT hours
   • OT wages
   • Holiday hours
   • Holiday wages
   • Other hours
   • Oth wages
   • Night hours
   • Night wages
   • Total hours
   • Total wages
   • Federal Income Tax Withheld
   • State Income Tax Withheld
   • Employee Social Security
   • Employee Medicare
   • EIC
   • Misc Deductions
   • Net
   • Employer Social Security
   • Employer Medicare
   • Employer FUTA
   • Employer SUI
   • Total Liab
   • Workers' Compensation
7. In column S, insert calculations that sum each of the rows listed above for each program
8. In column T, the difference between the payroll system month end report and the sum of weekly payroll amounts is shown
   • Research and resolve any discrepancies
9. Journal Entries and Posting to General Ledger is performed using Policy and Procedure <<insert link>>

1. At end of each quarter, <<Staff Title>>, or assigned staff, obtain the quarterly Payroll Journal Summary from the payroll system
2. The report includes the following:
   • Payments for <<X program>> Consumers
   • Payments for <<Y program>>Consumers
   • Adjustments for <<X program>> Consumers
   • Adjustments for <<Y program>> Consumers
   • Adjustments for Transfers
3. This report must be matched to the sum of the monthly reconciliations in the quarter
   • <<Staff Title>> opens spreadsheet called Quarterly Reconciliations YYYY from <<File Path>>
4. On the first tab (Jan-Dec YYYY), a summary of each quarter exists
   • The quarterly values are automatically pulled from the reconciled monthly values called Month YYYY at <<File Path>>
   • The summary contains data for each program
5. Open the tab on the spreadsheet called “TRANS X Qtr”
   • This tab shows all transfer amounts in and out of the F/EA by hours, dollars and tax
   • Enter the transfer amount from the tab called “TRANS X Qtr” to the Transfer column on the Jan-Dec YYYY tab
6. Enter the data from the quarterly Payroll Journal Summary Report
7. Insert calculations to compare the quarterly Payroll Journal Summary Report from the payroll system to the calculations on the summary tab called (Jan-Dec YYYY)
8. The amounts on the quarterly Payroll Journal Summary Report should match the quarter sums on the summary tab of the spreadsheet called (Jan-Dec YYYY)
9. Any discrepancies must be researched and resolved
10. A note is made in the green box at the bottom of the spreadsheet to outline any discrepancies and how they are resolved
11. After resolving any discrepancies, print Quarterly Reconciliation document for the quarter
12. Print the Transfers tab for the quarter
13. Attach the quarterly Payroll Journal Summary report for the quarter
14. Attach any supporting documents showing resolution of discrepancies
15. <<Staff Title>> reviews reconciliation and supporting documents
16. <<Staff Title>> signs and dates on the Prepared By: line
17. <<Staff Title>> reviews reconciliation and supporting documents
18. <<Staff Title>> signs and dates on the Approved By line
19. Scan signed reconciliation and supporting documents to <<File Path>>