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      What to Expect on your First Payroll: Embedded Payroll Implementation Training

      A comprehensive guide for successful payroll preparation and execution

      Implementing a new payroll system can be a complex and daunting task. To ensure a smooth transition and successful first payroll run, it’s crucial to understand the process, prepare adequately, and know who should be involved. This article will guide you through what to expect during your first payroll implementation training, including who should attend and what they should come prepared with. We’ll also cover key post-submission procedures and considerations.

      Who Should Attend Payroll Training?

      The training session for payroll implementation is pivotal and should include the following participants:

      1. Primary Payroll Administrator: This is the individual who will be responsible for running payroll regularly.
      2. Backup Payroll Administrator: It’s essential to have a backup who can step in if the primary administrator is unavailable.

      Having these key participants ensures continuity and redundancy in your payroll process, minimizing risks of disruption.

      Preparing for Your First Payroll Run

      Proper preparation is the foundation of a successful payroll run. Here’s what attendees should come prepared with:

      1. Employee Hours: Determine how you will capture and input hours for hourly staff. If using the company’s time tracking system, ensure all timesheets are approved. If using another system, be prepared to either import the hours via a spreadsheet that includes employee IDs or input the hours manually.

      2. Employee Information: Verify that all raises, terminations, and reimbursements are entered into the system. Ensure termination payrolls are processed if applicable.

      3. Submission Ready Data: Collect all necessary payroll data beforehand. This includes hours worked, raises, terminations, and reimbursements. The goal is to focus on inputting data during the session rather than collecting it.

      4. Bank Account Verification: Be prepared for a possible Request for Information (RFI) from Gusto, requiring a screenshot of your bank balance with the current date. This is a security measure to verify funds availability.

      During the Training Session

      The training session typically lasts about an hour and involves hands-on learning. Here’s what to expect:

      • Screen Sharing: The payroll admin will drive the session by sharing their screen. This interactive approach ensures they get familiar with the system.
      • Data Entry: You’ll be guided through entering data into the payroll system, reviewing best practices along the way.
      • Preview and Submit: After data entry, you will preview the payroll to check for accuracy, including tax deductions and other withholdings. You can choose to submit immediately or review the data offline and submit later.

      Post-Submission Procedures

      Once payroll is submitted, several processes occur:

      1. Request for Information (RFI): As mentioned, an RFI may be triggered to verify funds. This request will come via email and will ask you to provide a screenshot of the bank account showing the balance with the current date/time. Timely response to this request is crucial to avoid delays in payroll processing. 🚨 If the information is received late you will be placed on a 4 day payroll cycle and your pay date will be 2 days later. 
      2. Notifications: Employees receive email notifications and a GoCo inbox notification when they are paid, and pay stubs are available in their profiles.
      3. Payroll Reports: Reports such as payroll journals and general ledger (GL) reports will be available. These can be found in GoCo's Reports app under the payroll section and are essential for record-keeping and reconciliation. If there are any reports outside of those that you need and or want to customize, reach out to your designated payroll specialist. 
      4. Funding and Deductions: Multiple debits will appear in your bank account for net pay, taxes, reimbursements, and child support (if applicable). It’s essential to reconcile these transactions accurately.
      5. Garnishments and Benefits: Most deductions and benefits require manual funding after each payroll cycle. Exceptions that are automatically funded include…
        1. Child support (except South Carolina)
        2. 401K with vendor Human Interest
        3. HSA with vendor Ameriflex

      Key Takeaways

      • Be Prepared: Have all necessary payroll data ready before the training session.
      • Know Your Deadlines: Payroll submission deadlines are critical (e.g., 4 PM Central, two days before the pay date).
      • Understand Post-Payroll Processes: Be familiar with RFIs, report generation, funding requirements, and handling of garnishments and benefits.

      By attending the training session well-prepared and understanding the subsequent steps, you can ensure a smooth and efficient first payroll run. This will set a solid foundation for future payroll cycles, minimizing errors and ensuring timely payments.

       

      Check out this video on "What to Expect on your First Payroll"

       

      If you have additional questions on preparation for your first payroll training please get in touch with your designated payroll specialist or CSM team. 💚

      Published 05.21.2024