Payroll Procedures

Payroll Procedures


PAYROLL PROCEDURES

Processing Schedule

Our preferred methods of payroll submission are on-line, Excel Pay Sheet or email. When absolutely necessary, we will also accept payrolls by fax or phone. However, years of experience and many studies have shown that payroll accuracy, customer satisfaction and overall efficiency when payroll data is submitted in a traceable written format.

DIRECT DEPOSIT PAYROLLS CHECKS ONLY PAYROLLS
Must be submitted no later than 2 p.m. two days before the pay date. Must be submitted no later than 2 p.m. one day before the pay date.
If Paperless Payroll it will be emailed to you the same business day. Cannot be paperless if there are checks.
If a courier delivery is required payroll package will be delivered the next business day before 5 p.m. If a courier delivery is required payroll package will be delivered the next business day before 5 p.m.

If for any reason it is necessary to change your scheduled processing day, please give us as much advance notice as possible to ensure that your payroll will be delivered when you need it.

Completed payroll information received after 2:00 p.m. on your scheduled day is considered late and may affect when you are able to receive your payroll and the day your checks are dated. The time your payroll is received is recorded. Please get your payroll worksheet to us on time.

If a next day direct deposit is required in an emergency, availability of funds cannot be guaranteed and  there will be a $50.00 surcharge.

Billing Information

You are billed for our fees each pay period with an invoice.

Our invoices detail direct deposit checks, employee and employer expense of taxes, agency checks, delivery/postage fees and the processing charge. These fees will be debited on the check date; so please be aware that this will be done automatically and if funds are not available there may be additional charges.

Confidentiality

Information about your payroll is strictly confidential.  We require authorization regarding whom we may speak with at your company about payroll matters. Please keep us updated on authorized contacts.

Submitting Payroll Data

Included with each payroll is a worksheet for you to record the information we need. Please verify all information for each payroll. The worksheet shows:

  • Department employees are currently assigned to
  • Current pay rate (optional)
  • Deductions and garnishments including voluntary deductions (i.e. 401(k), health ins., etc.) on each check that will be deducted
  • Completed payroll information received after 2:00 p.m. on your scheduled day is considered late and may affect when you are able to receive your payroll and the day your checks are dated. The time your payroll is received is recorded. Please get your payroll worksheet to us on time.

Hourly Employees

To pay hourly employees you must submit the number of regular and overtime hours to be paid. Please use decimal format (Printable Minute Decimal Conversion Chart).If an hourly employee is not to be paid, write "0" on the line next to the employee's name.

Salaried Employees

  • Salaried employees are NOT automatically paid.
  • You must indicate that we are to pay them by circling the word "salary," or inserting the salary amount, or writing the word "pay " next to the salary amount.
  • If a salaried employee is to be paid a different amount than the regular pay, please indicate the amount by crossing out the salaried amount and writing in the new amount. Please specify whether this is a permanent change or a one-time occurrence.
  • If a salaried employee is NOT to be paid, write "0" or "no pay " next to the salary amount.

Payroll Totals

If you use our worksheet, at the end of the worksheet, please record totals so we can verify that our totals match yours. Add up the total employees to be paid. Total the regular hours and overtime hours separately. We will confirm each payroll is correct by comparing our totals to yours. If there is a difference, we will verify your calculation and call if there is a discrepancy. If totals are not provided we consider the worksheet to be incomplete and we will try to contact you to get the correct totals. Because of the timeliness of payroll, we may be forced to process your payroll, but we cannot be held liable for any corrections that may need to be made. Ultimately this is your responsibility.

Additional Pay Information

Any employee can be paid additional hours for holiday, vacation, sick pay, bonus, etc. The additional pay can be included in the regular paycheck or you may ask for separate checks. Please make sure the Payroll Specialist is aware of a multiple check request.

New Hires

For your convenience this website has all of the forms a new employee is required to fill out. You are required by law to keep copies of the completed forms. Please have the new employee fill out the New Employee Information Form and the Direct Deposit Authorization Form. These are the only forms that we request from you.

If you have more than 5 new employees per payroll; we request that your payroll specialist receive the new hire sheets at least 2 days prior to your payroll processing date. Enter the employee’s name on the Input Worksheet and any hours or wages this employee may have accrued for the pay period.

Permanent Changes

The following types of permanent changes should be reported to us with each payroll:

  • Employee Name (when incorrect, married or divorced)
  • Employee address
  • Social Security number (if incorrect)
  • Rate of pay
  • Change in withholding status
  • Amount of voluntary deductions (i.e. health ins., 401(k) amounts or %, etc.)

Near the end of each year, you will receive a report listing employees and their information. For the accurate generation of W-2’s, you will be required to review the information and return it to us reporting any necessary changes.

Handwritten and Voided Checks

Whenever you issue a manual check or void a payroll check that has been issued, the check must be reported to us as soon as possible. We have the ability to use a "Tax Calculator" screen within our payroll system to calculate "net" checks or to "gross up" a check. Our suggestion would be that if possible, you call us before any manual checks are written. Every circumstance is different; so there may be multiple options available to you, but please tell us whatyour situation is at the time.

Bank and Regular Holidays

Both bank and regular holidays can affect your payroll. Each year we will provide you with a calendar detailing the specifics of your payroll submission and processing days for each payroll of the year.Please also see the calendar below detailing all North Florida Payroll Holidays.

2013 Holidays and Observances

May 27– Memorial Day – BANK/SFPS
Jul 4 – Independence Day – BANK/SFPS
Sep 2 – Labor Day – BANK/SFPS
Oct 14 – Columbus Day – BANK
Nov 11 – Veterans Day – BANK
Nov 28 – Thanksgiving Day – BANK/SFPS
Nov 29 – Day After Thanksgiving – SFPS
Dec 24 – Christmas Eve – open til noon – SFPS
Dec 25 – Christmas Day – BANK/SFPS
Jan 1, 2014 – New Years Day – BANK/SFPS