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Cash payments are still used, though this practice tends to be limited to day laborers who work for short periods It is not a recommended payment approach, since it requires a considerable amount of labor to calculate and distribute cash, and also presents a high risk that the large quantities of cash involved may be stolen In order to make cash payments, follow these steps:
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Payments to Employees / 173
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Exhibit 101 Allowable Days of Delay 5 6 7 8 9 10 11 12 15 16 18 20 31 Special Provisions
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Allowable Days of Payment Delay by State State
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Arizona Massachusetts, Vermont Delaware, Hawaii, New York, Washington Connecticut, Maine, New Hampshire Rhode Island California, Colorado, District of Columbia, Indiana, Louisiana, Mississippi, Montana, New Jersey, New Mexico, Utah Oklahoma Iowa Idaho, Kansas, Michigan, Minnesota, Nevada, Ohio, Pennsylvania, Wyoming Missouri Kentucky Tennessee Wisconsin Illinois (varies by length of pay period)
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1 Calculate the amount of gross pay, deductions, and net pay due to each employee This can be calculated manually or through the use of payroll software 2 Write a check to the local bank for the total amount of the payroll that will be paid in cash This check will be converted into cash 3 Determine the exact amount of bills and coins required to pay each employee; the form used in Exhibit 102 can assist in this process To use the form, list the net pay due to each person in the second column, and then work across the form from left to right, listing the number of the largest denominations allowable that
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Exhibit 102
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Payroll Bill and Coin Requirements Form Payroll Period Ended _____ May 15 _____ $10 $5 1 1 1 1 1 1 1 1 1 4 6 3 3 19 1 1 5 1 $1 4 2 4 3 3 1 1 1 1 5 1 3 1 1 $025 $010 1 $005 $001 2 3 2 4 4 2 3 20
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Payroll Bill & Coin Requirements Form Employee Name Anderson, John Brickmeyer, Charles Caldwell, Dorian Devon, Ernest Franklin, Gregory Hartwell, Alan Inglenook, Mary Net Pay $12912 20703 11982 17314 21519 19837 24843 $1,29110 $20 6 10 5 8 10 9 12 60
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174 / Accounting for Payroll
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will pay off each person For example, to determine the exact number of bills and coins required to pay the first person in the form, John Anderson, we determine the maximum number of $20 bills that can be used, which is six His net pay is $12912, so six $20 bills will reduce the remainder to $912 The next largest useable denomination is the $5 bill, of which one can be used, followed by four $1 bills This leaves coinage, of which one dime and two pennies are required to complete the payment After completing the calculation for each employee, cross-foot the form to ensure that the bills and coinage for all employees add up to the total amount of the check that will be cashed at the bank 4 Highlight the totals row on the form Take the completed form to the bank along with the check and requisition the correct amount of each type of currency 5 Obtain a set of pay envelopes, which can be a simple mailing envelope with a stamped fill-in-the-blanks form on the outside An example of this stamp is shown in Exhibit 103 This stamp separately lists the regular and overtime hours worked and then combines this information into a single total earnings amount from which standard deductions are made, with the net pay figure noted at the bottom If there are other deductions, such as for employee purchases, 401k deductions, and so on, the stamp can be altered to include these items Write the total earnings, deductions, and net pay in the spaces provided, and as shown in the exhibit This gives each employee a complete breakdown of how his or her pay was calculated
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Exhibit 103 Employee Name Pay Period Beginning Date Pay Period Ending Date Hours Worked Earnings Total Earnings Pay Deductions Social Security Tax Federal Income Tax Medicare Tax State Income Tax Total Deductions Net Pay
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