In Harvest create a time report reflecting the previous week’s hours:

• • Click on Reports, then Detailed Time

  • In Detailed Time Report change the drop-down Timeframe menu to Last Week (note: you can enter a custom timeframe if you are not running payroll the Monday following the end of the pay period)

  • Select all active staff.  Do not include any of the partners!

EXPORT REPORT

• From the drop down menu Group by select Team   

• From the drop down menu Export select  Excel

• The report will automatically show up in your browser's download folder.

EDIT REPORT

• Open the Excel spreadsheet and enable editing

• Create (2) columns on the left side of the Date column

• Drag the "employees names" to the newly created Column A and B

• Create (2) more columns to the right side of the Date column

• Drag the "Hours Rounded" (typically located after notes section and hours) to the newly created columns to the right of the date.

• In the second created column (column to the right of where hours rounded was just placed) label it 'total hours'

• Select 'Custom Sort' under the home tab> then editing sub tab 

• Add (2) levels and sort like this:

  1. Last name

  2. Date

  3. Client

• At the top of the first cell of each employee simply add the sum of hours worked (=sum(range:range))

• Save report to the shared folder with Abacist names: Accounting (SHARED W ABACIST) - Timesheet Backup with the week’s date range.

• Inform Abacist that the report has been saved

IMPORTANT: 

• If you have not already done so, also include the previous week's report. 

• Payroll is processed every other week on Wednesday in the AM so it is IMPORTANT to pull the report and save to shared folder by EOD on Tuesdays at the latest!  

(Archived) QBO payroll process

• Review the timesheet reports from the past two weeks. These can be created in Harvest or viewed at a8 admin/Accounting – Timesheet Backup.

• Has anyone worked over 40 hours in any one week?

• Has Katie worked any hours for a land use client? (for client list see a8 wiki page called Katie’s Land Use Clients)

• Now either total up the two weeks’ reports or create a new Detailed Time report in Harvest covering the entire two-week pay period.

• Add up any overtime hours and enter that into the box labeled “OT Hrs” box for the respective employee (remember to deduct this amount from “Regular Pay”)

• Add up any of Katie’s land use hours and enter that into Hourly 2 Hrs box (remember to deduct this amount from “Regular Pay”)

• Click Preview Payroll

• Check to see that hours worked match what you entered and it is set for direct deposit. Note the date of direct deposit and make sure it is set for the coming Friday.

• Click Submit Payroll – yay!

• Following the instructions below, save paystub for each employee to a8 admin/Accounting – Paystubs

• Click on Employees

• Click on employee name

• Click Paycheck list

• The default will list the most recent payroll. Click the box next to the date and print to PDF. Use the following naming convention: 2016.03.11.Cote (deposit date . last name)

• Email each employee his/her paystub (you know how to do this, right?)

Deposit employee deductions into Fidelity Account

• Do this to run a Payroll Summary report in Quickbooks Online:

• Click on Reports at far left

• Select Payroll Summary report (check to see the Date Range is “Last pay date”) 

Pay federal payroll taxes

• Log into www.eftps.gov

• Sign-in using info from Spreadsheet

• Enter Tax Form Number: 941

• Tax Type Selection is: Federal Tax Deposit

• In QuickBooks online click on Reports and run a Payroll Tax Liability report. Make sure the Date Range says “Last pay date.” Find the Federal Taxes (941/944) Tax amount. 

• Enter the QBO Tax Amount in the Payment Amount field of EFTPS.gov 

• Select the current Quarter and Year

• For Settlement Date choose the Monday after payroll is deposited

• In the Sub Category Amounts page click next and skip entering this info.

• Review payment summary and submit. Yay!

• Save a pdf summary in a8 admin/Legal – Taxes/ 941 Payments saved like this: 2016.03.14.Payment (deposit date.Payment)