Issue/Symptom/Question

Does Penta offer step by step instructions on processing payroll in PENTA?

Applies To

PENTA for Windows

Employee Setup

Payroll Processing

Resolution/Fix/Answer

Employee Setup Process

1. Create a new Employee in the Employee Payroll Information window.
   1. Correctly assign the employee to the appropriate Employee OU Id, Pay Group, and Payroll Class.
   2. On the Pay Rate tab, indicate whether the employee is paid salary or hourly and assign the pay rate/salary.
   3. Optionally set up default timecards. Default timecards can be copied into the Time Entry window each week to avoid manually keying the time.
   4. On the withholding tabs, assign tax status as well as dependent information.
   5. On the Miscellaneous tab, if the employee has a PENTA user id, assign the user Id to the employee. Also indicate if the employee is subject to random drug and/or alcohol testing
   6. On the Direct Deposit tab, if the employee is eligible for Direct Deposit, enter their bank information and indicate they are ‘A’ Approved for Live Transmission. ALWAYS use ‘A’ Approved for Live Transmission to avoid employees getting paid via checks during the ‘pre-note’ waiting period
   7. On the Reporting tab, complete the Equal Employment Opportunity Reporting section and Vets reporting section
   8. Prior to closing the window, open the Status History popup window and enter an Active status and date for the employee.
2. Assign Voluntary Deductions (recurring deductions) to the new employee. Assign the following:
   1. 401k Deduction
   2. 401k Employer Deduction Match (to be offset with a Voluntary Reimbursement)
   3. Health Insurance Premiums Deduction
   4. Employer Health Insurance Premium Deduction (to be offset with a voluntary Reimbursement)
   5. 2^nd Direct Deposit Deduction - $50 of Net Pay in Savings Account
   6. One other deduction
3. Assign Voluntary Reimbursements (recurring reimbursement) to the new employee. At a minimum, assign the following:
   1. 401k Employer Reimbursement Match (offsets the employer deduction above)
   2. Employer Health Insurance Premium Reimbursement (offsets the employer deduction above)

Payroll Check Process

1. Navigate to the Time/Equipment/Production Units Entry window (Payroll>Time Entry), enter timecards charging a variety of jobs and overhead.
   1. NOTE: If you are using automatic overtime rules, all hours should be entered as regular hours, PENTA will automatically calculate which hours should be overtime based on the over 8 hours in a day rule and the over 40 hours in a week rule.
2.  Navigate to the PENTA Workbench, click on the Payroll tab, and find the PR: Undistributed Timecards workbench panel. This panel allows for daily review of undistributed timecards. Make sure to click on the panel Setting button, and enter in the correct date range as needed to view your undistributed timecards.
3. Navigate to the Time/Equipment/Production Units Entry window, query back each batch after reviewing the hours, mark the batch 'Ready to Distribute' then close the window.
   1. NOTE: You could optionally do this in step 1 and skip over this step
4. Navigate to the Timecard Distribution window (Payroll>Payroll Check Processing>Timecard Distribution), maximum batch creation date should always be the current date, select your batches, and close the window. Hours have now been distributed, cost to jobs/work orders/overhead, and can now be billed. This process should be run daily.
5. Navigate to the PENTA Workbench, click on the Payroll tab, and find the PR: Labor Hours workbench panel. This panel allows for daily, weekly, or bi-weekly review of distributed timecards. Make sure to click on the panel Settings button, and enter in the correct date range as needed to view the distributed timecards. This is the final approval process prior to cutting checks and should be done weekly.
6. Navigate to the Gross to Net Processing window (Payroll>Payroll Check Processing>Gross To Net Processing). Enter the period end date for the current payroll run you are processing, add all pay groups, and close the window. The Gross to Net process calculates deductions, reimbursements, taxes, and ultimately, net pay.
7. Navigate to the Create PR Check File window (Payroll>Payroll Check Processing>Create PR Check Files). Enter the Pay Group, and week ending date. Close the window. PR Checks and PR Advices will be sent to your Report Monitor Print and View window. Navigate to the Report Monitor Print and View window to print your PRCHECKS and PRADVICES.
8. Navigate to the Create ACH Direct Deposit File (Payroll>Payroll Check Processing>Create ACH Direct Deposit File). Enter the file name for the DD file, select transmitter Id 1, in the lower block, select OU Id 1, enter the check date, the descriptive date should be the same as the check date. Click Initiate Creation, and save the file. Upload the ACH File to the bank and this completes the payroll check process.