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17: Setting Up the Payroll Department This chapter gives a clear itemization of all steps required to both set up and fine tune the payroll department 18: Government Payroll Publications and Forms This chapter notes the primary IRS publications and forms that a payroll department is most likely to use, as well as the lesser requirements imposed by several other government agencies Appendix A: Sources of Payroll Information This appendix contains several dozen information sources on the Internet for payroll processing, general payroll information, payroll-related trade organizations, and the complete or summarized texts of numerous payroll-related laws Appendix B: Dictionary of Payroll Terms This appendix contains definitions for almost 100 payroll terms For those new to the payroll function, this book is best read in sequential order from cover to cover For those who are implementing a new payroll system, s 1 4, 12, 13, and 17 will be the most useful, while for those who want to improve their current systems, s 4, 5, and 15 are highly recommended For those who are searching for answers to daily payroll-related questions about compensation or benefits, s 6 9, 14, 16, and 18 are the most useful In general, this book can also be used as a refresher class for those who have been involved in payroll issues for a long time, but who have not updated their skills recently May 2004 Centennial, Colorado
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About the Author
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Steven Bragg, CPA, CMA, CIA, CPIM, has been the chief financial officer or controller of four companies, as well as a consulting manager at Ernst & Young and auditor at Deloitte & Touche He received a master s degree in finance from Bentley College, an MBA from Babson College, and a bachelor s degree in Economics from the University of Maine He has been the two-time president of the 10,000-member Colorado Mountain Club and is an avid alpine skier, mountain biker, and rescue diver Mr Bragg resides in Centennial, Colorado He has written the following books: Accounting and Finance for Your Small Business (Wiley) Accounting Best Practices (Wiley) Accounting Reference Desktop (Wiley) Advanced Accounting Systems Business Ratios and Formulas (Wiley) Controller s Guide to Planning and Controlling Operations (Wiley) Controllership (Wiley) Cost Accounting (Wiley) Design and Maintenance of Accounting Manuals (Wiley) Essentials of Payroll (Wiley) Financial Analysis (Wiley) Just-in-Time Accounting (Wiley) Managing Explosive Corporate Growth (Wiley) Outsourcing (Wiley) Sales and Operations for Your Small Business (Wiley) The Controller s Function (Wiley) The New CFO Financial Leadership Manual (Wiley)
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xvii
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Creating a Payroll System
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Introduction
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This chapter* provides an overview of how the payroll process typically functions, using a payroll supplier, an in-house payroll process assisted by computer systems, or an in-house system that is entirely processed by hand These descriptions also include flowcharts of each process and coverage of the exact controls that are most useful for each situation Additionally, the chapter covers the types of documents used to set up a new employee in the payroll system, how to organize this information into a personnel folder, and how to process changes to employee information through the payroll system As noted in the summary, the information in this chapter is supplemented with more detailed descriptions of specific payroll issues in later chapters
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Overview of the General Payroll Process
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The next three sections describe how the payroll process flows for specific types of systems outsourced payroll, in-house computerized payroll, and in-house manual payroll In this section, we cover the general beginning-to-end processing of payroll, step-by-step, irrespective of the specific payroll system, in order to show the general process flow Though some of these steps will not apply to each of the processes noted in later sections, it gives a good feel for how a payroll is completed The steps: 1 Set up new employees New employees must fill out payroll-specific information as part of the hiring process, such as the W-4 form and medical insurance forms that may require payroll deductions Copies of this information should be set aside in the payroll department in anticipation of its inclusion in the next payroll 2 Collect timecard information Salaried employees require no change in wages paid for each payroll, but an employer must collect and interpret information about hours worked for nonexempt employees This may involve
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This chapter is derived with permission from 1 of Bragg, Essentials of Payroll (Hoboken, NJ: John Wiley & Sons, 2003) 1
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