- P&C
- May 29
A few Paychex reminders to help us better help YOU! From your Payroll, Benefits and P&C Teams!
Hiring Reminders:
If you are aware that a new hire does not have a legal SSN, you should contact your P&C team for further directions. This ensures we handle these situations timely and delicately and get the right documentation/information to provide the IRS, should we be contacted.
GMs should never add a “fake” SSN into Paychex.
If you hire J1 visa student, and are unfamiliar with the process, please contact P&C for further directions.
Coming Soon: a new and updated benefits platform to better serve your new hires when signing up for benefits!
Emails to Payroll for All Payroll Related Items:
Going forward, emails for payroll should go directly to Diane Clawson and Sarah Quintero. You should email both at the same time to ensure the payroll team receives your message and can better assist you in a timely manner. Diane.clawson@whg.comAND Sarah.quintero@whg.com
Please DO NOT USE rripayroll@rriwest.com any longer.
Friendly Payroll Reminders for GM’s (Do’s and Don’ts).
Notify the Payroll Department directly when you have the following situations:
Employee Record changes for employees FT or PT Status, Employee Start Date change (must be approved by P&C first).
Holiday Pay that is not showing on an employee timecard. Payroll needs to check the employee’s Payroll Policy Setup and will work with you on resolution.
RAPID Pay Cards: If you issue an employee a Rapid Pay Card and set it up inPaychex, make sure you notify the Payroll Department so the Pay Card can beregistered and ready for use.
Employee Locked Out of Paychex/Can’t Clock In – Notify the Payroll Department for password resets, etc.
Other items that will affect the upcoming pay date by Friday before noon, otherwise it will need to wait until the next pay day. This may include: Hours Worked Forms, missed Holiday, PTO or Sick etc
Employee Timecard Reminders:
Be accurate:
When adding punch time, be sure you have the correct date and AM/PM selected so the totalhours worked are correct. When correcting or changing a Job on an employee’s timecard, besure Level’s 2, 3, 4 and Labor Distribution are completed and correct (see highlighted examplebelow). If incomplete or incorrect, the hours for that shift will not pull into Payroll. Email Payroll Department for any “Unassigned” labor levels that need to be added.
Add a Note:
It’s always best if you add a little note to your changes, especially for a Jobchange. If you forget to add or change level 3,4 or labor distribution, Payroll willmake sure it is taken care of during the timecard review process.
Use the following approved codes:
Clock In / Clock Out
Begin Meal / End Meal
PTO
Sick Pay (in states where applicable; see further info below)
Jury Duty (it is recommended to approve this with P&C before using)
Codes that should NOT be used:
Begin Break / End Break – Instead, use “Begin Meal and End Meal”
Transfer – More than likely, this option was accidentally chosen when the employeewas clocking in or clocking out (if seen, please correct)
Bereavement – PTO can be used for Bereavement (please refer to the CompanyHandbook for this Policy)
Daylight Savings Meal Premium 1
When using Sick Time – Check the Employees Sick Time Balance first. Remember, Sick Time cannot be used to make up hours (please refer to the Handbook for further info) and is only applicable in certain states.
PTO –Check the Employees PTO Balance first. Remember, PTO can be used to make up hours however, PTO and Hours Worked in the same day cannot exceed 8 hours. When using PTO for an entire day, the PTO hours cannot exceed 8 hrs. onone day. PTO hours Plus Hours Worked and Holiday cannot exceed 40 hours in awork week (A work week is Sunday through Saturday).
Timecard Reviews and Approvals
Review timecards – Total hours in the Pay Period, Missed Punches etc.
Prior to Approving timecards – be sure to check for Pending Time Off requests that have not been approved. If you have already manually entered PTO on to atimecard and the employee has also made a request in the Time Off section of Paychex, the pending request should be denied.
Approving timecards – This should be completed by 10am your time on Monday
Employee Terminations
Email Payroll Department immediately and provide the following information… do not wait until the end of the pay period.
Employee Name and EE ID#
Last Day Worked
Termination Reason
Sick Time and Holiday Pay are not paid out at Termination
PTO paid at Termination if applicable and only when the employee has legitimately resigned. (Please refer to the Company Handbook for further info).
PTO upon Termination: Do not add PTO to an employee’s timecard if they are termedor being termed. PTO Balances will be added by Payroll during our Termination Process in Paychex.