Worksheet Balancing

Worksheet Balancing

The Payroll Technicians enter time summaries into specific worksheets. They balance the total hours for each worksheet.

They give me the totals from all of the Aesop daily substitute sign in sheets and I balance that to the Aesop data upload file.

After they have entered all of the time summaries I run the QP Pay Worksheet Entries ALL Emp with Name Key report and download it to Excel and subtotal it by letter and also by individual. The Technicians balance all the time summary total hours to this report and also check by name to ensure the correct employees are paid.

I audit the time summary data by using the same QP report. Before I run the report I make sure we have updated all of the hourly rates in the Years of Experience area and I copy it to the WESPaC general tab through the copy process. The report pulls the hourly rate from the WA general tab. Once all of the time summary and uploaded Aesop data has been entered and hours balanced I run this report to include all worksheet data and download it to Excel.

I break out the data by employee type and review each group on a separate worksheet. I enter a formula to compare the worksheet rate to the personal tab rate. I sort by paycode and change the formula to calculate overtime or double time rates to compare the two rates.

For the employees that are not contracted I sort the data by the worksheet rate and then review the rates and the account codes and also the paycodes.

I also copy paste the account code to the far right column and parse it out to be able to confirm the object code as compared to the hourly rate.

I review the dates for missing dates or dates prior to this school year.

I review the report for any terminated employee types being paid and check into why they are on the report. I also check for cert substitute rates only being paid to appropriate employee types.

I send the Payroll Technicians an Excel spreadsheet to review the data in their specific worksheets.

I enter a calculation formula totaling the gross pay for each entry and compare this total to the post verify Check Summary report and the post verify Summary Totals report for the T codes in Pay.

I review the data for employees being paid rates higher than the sub rates. This should only be the few employees that regularly work out of class for another employee. They get to keep their longevity level when they substitute out of class.

This is a sample of the final version of the report with the Tot Pay column calculated.