RIMAS for UNIX Software Installation

To: All Users of SLG Payroll System

From: The SHARED LOGIC Group, Inc.

Re: Period-End Processing and Closing

Date: February 16, 2004

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The following is a discussion of the programs that should be run and procedures that should be followed at the end of the period, related to reporting and closing Payroll. As you review these steps, you will find that not all steps are required (though some optional steps are recommended). You should revise this outline to satisfy your company’s requirements.

This discussion begins after you have processed the last payroll that is to be charged (in whole or in part) to the current accounting period. You should run whichever of the following reports are important to you, although none are required for the operation of the Payroll or General Ledger systems:

Print Pension/Gross Earnings Report

Print Month-to-Date Register

Create & Sort M-T-D Check Register, then Print Month-to-Date Check Register

The following programs should be run at end of each accounting period:

Print Maintenance Audit List

Create Maintenance Audit List

At the end of each quarter, you may choose to run (for tax filing purposes) any the following:

Print Quarter-to-Date Register

Print Form 941A

Print 941A List

Create & Sort Unemployment, then Print Unemployment Report

At the end of each half, you may choose to run (for tax or insurance purposes) any of the following:

Create & Sort Worker Compensation, then Print Workers Compensation Report.

At the end of each year, you may choose to run any of the following:

Print Year-to-Date Register

Create & Sort for W-2’s, then Print W-2’s.

Programs are also available to Update to Create W-2 IRS Disk and Update to Create W-2 IRS Tape. (The disk and tape programs are revised each year, at the request of individual Payroll System users. If you anticipate needing either of these programs for any specific tax year, please provide IRS filing regulations with your program update request at least two (2) months prior to the time you must run the program.)

At this point, you should interface to General Ledger, by doing the following:

In the Payroll menu, Print G/L Detail Journal. Confirm that it reflects the proper transactions to be posted to General Ledger.

In the G/L menu, run Interface Payroll to G/L Detail.

In the G/L menu, run Print Detail Journal to confirm that the batch is acceptable.

Optionally, in the G/L menu, you can run Update Detail Journal to Accounts at this time. Of course, this can be run later also.

You may now continue processing the new period. Any activity entered after this point that should have been part of the period just closed, should be posted to the new current period. Under normal circumstances, you should not post additional transactions to a period that has been closed.

Report retention must be determined and documented by each Payroll system user.