Year End Processing

At the end of the payroll year there are a number of jobs that need to be done, first to prepare for the new payroll year, then to wrap up the old payroll year. Usually the new payroll year begins at the same time for all departments of an organization. If this is not the case, added care may be necessary in the transition period to insure that Rates, Distributions, and regular Deductions are handled correctly. Government deductions do handle the transition period.

Setting up for the new year consists of these steps:

1. Set up Pay Periods for the new year for each department.
2. Review the Department definition. Check the Current Period, especially if the last period of the old year was closed. Review the Deduction Sets.
3. Review Rates.
4. Review Distributions.
5. Review regular Deductions.
6. Set up Government Deductions for the new year. First copy the Government Deduction parameters into the new year. Then make the changes to the parameters prescribed by the government(see the Machine Computations update.) Also, make sure you have the current version of the Government Deductions Calculations program.

Completing the old year consists of these steps:

1. Print and review the preliminary T4 Summary report.
2. If adjustments are needed, make them using Earnings or Deductions batches.
3. Add Pension Adjustments as a Deductions batch, if necessary.
4. Print the final T4 Summary report.
5. Print T4 forms in the appropriate format.
6. Back up the Payroll database as a yearend checkpoint.
7. Print yearend detail reports as required.
8. Purge Employee Masters, if needed.
9. Purge the assembly Batches.