The payroll department works as a team to get payroll checks distributed to employees in a timely fashion. More goes into processing time to pay employees than just documenting time and issuing checks. The payroll department works collectively and responsibly for payroll accuracy. This department is usually divided into three essential duties to get the job done.
Payroll Clerk and Time Coordinator
The payroll clerk documents and records paid time into a database specified for such. He generally uses basic typing skills and related computer application skills. The time coordinator comes behind the payroll clerk or may even act as a backup when the payroll clerk is absent. The time coordinator ensures that the payroll clerk has recorded all time correctly for each pay period. This person makes sure that payroll is accurate and complete for each pay period deadline. She may also have to review leave request forms against time entered on the time sheet to make sure requested hours of leave match the time sheet. In the case of errors on payroll time, the coordinator makes the call to forward errors to the supervisor, allow an exception or send errors back to the payroll clerk for correction.
The payroll supervisor comes behind the clerk and coordinator to ensure all information on payroll time sheets is correct and accurate. He evaluates time sheets and sends verified time sheets on to the paycheck issuer for paycheck processing. The payroll supervisor has the final say in approving leave request or sending it back to the time coordinator for denial. If all information is qualified suitable for payment, the supervisor signs off with a stamp of approval.
In general paychecks are issued by paper check, direct deposit or another system of electronic payment, including a direct deposit to a prepaid debit card. The person approving time, verifying time or putting payroll information into the system should not issue paychecks.
The paycheck issuer must first check to see if the employee should be granted a paycheck for any given pay period. If employees pick up paper checks in person, they are subjected to presenting a picture ID to the paycheck issuer before receiving the check. Paycheck issuers can distribute the check only to the actual employee. Depending on the employer, if a check is not picked up by the employee after a certain number of days, the paycheck issuer cannot issue that check and must send the employee through the process of getting an updated check issued.
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