In this section you will learn the steps to accurately enter and account for payroll data in the Town books in AccuFund. For more information contact the Clerk-Treasurer.
AccuFund Payroll Entry #
Collect your Reports #
All the reports you will need are in BambooHR. If not already, navigate to https://shipshewana.bamboohr.com and log in.
Across the top you will find the site menu. Click on Payroll.
Next select the Payroll Reports button at the top right of the screen. This will take you to the list of reports avaliable for download.
This screen will give you a list of the reports. To download the files you will need to select the download button to the right of the file name. When you do, a pop-up will open with download options.
See the example below and download the files from following list of reports to save in the historical payroll folder.
Before your start, make sure you select the correct Pay Date from the dropdown list.
- Cash Requirement – PDF
- Payroll Register with Hours – PDF
- Payroll Summary – PDF
- Complete Summary – Excel File (Rows/No Demographic)
- Deductions > Dental – PDF & Excel File
- Deductions > PERF EE 3% – PDF & Excel File
- Deductions > PERF EE VOL – PDF & Excel File
- Deductions > Shipshewana HSA – PDF & Excel File
- Deductions > Vision – PDF & Excel File
To help create uniform records, please use the following format for the file name when saving the file: Payroll Date followed by the Form Name i.e. 2024-01-11 Cash Requirement.pdf
Once all the files are downloaded, they will need to be uploaded to REVVER. Login to REVVER via the app or the web app at https://shipshewana.revverdocs.com
In REVVER navigate to Town of Shipshewana Doc > Finance > Payroll > ‘CURRENT YEAR’ Payroll Documents
Select the folder for the payroll date you are saving, if there is not one create a new folder. The folder name should be the payroll date followed by ‘Payroll’. i.e. 2024-01-11 Payroll
Save all the reports you previously downloaded to this folder. Some of these reports will be used for the accounting entry in the Town books and others are required for historical purposes.
Saving the reports to REVVER is very important. Thse reports are used to calculations benefit payments and AccuFund accounting entries.
Payroll Spreadsheet #
Now that payroll has been ran and approved, we need to account for the payroll run in AcuFund. To do so you will need a copy of the current payroll calculations spreadsheet (based of the current wage and salary ordianace) and the Complete Summary Rows/No Demographics spreadsheet you saved to the payroll folder in the previous step.
Do you need a copy of the spreadsheet template file before you begin? You can dowload it from REVVER by clicking here.
Open the template file save it as a new file with a file name of the payroll date and ‘TOS Payroll Calculation’ i.e. 2024-01-11 TOS Payroll Calculation.xlsx
Enter in Town Books (AccuFund) #
- If not already, navigate to https://apa.afanywhere.com/cs and log in.
Calculate PERF Payment to State (INPERS): Spreadsheet Setup #
Note: The reports and/or spreadsheets needed to complete this task should have already been created, see the AccuFund Payroll Entry how-to doc.
Navigate to the payroll archive folder that was created previously. Locate the spreadsheet report file that was the By Employee (columns)(No Demographic) files that has a default name of EmployeeCompleteSummaryExcel.xlsx.
Open the file and rename it with the following format: “PERF for Payroll Paid on” ENTER DATE OF PAYROLL.xlsx i.e. PERF for Payroll Paid on 2024-05-30.xlsx
If you have not opened the file previously you may need to allow edit permissions. To do so click the button called Enable Editing to make changed to the file.
Select all the data, be sure you select the column headers as well. With everything still selected navigate to Insert > Tables > Table
FYI Select all shortcut: If you select cell A1 with your mouse and type Shift+CTRL+End it will automatically select cell A1 through the last cell with data.
In the popup window make sure you have “My table has headers” checked
Next we need to add a column with the employee’s full name. To do so right click on the header of column C and choose “Insert”.
Rename the column from Column 1 to “Full Name”.
Next select the first cell in that column and paste this formula into the formula bar and hit enter.
=[@[Last Name]]&”, “&[@[First Name]]
You will see a small formula box pop up under cell 1. Click it and select “Overwrite all cells in this column with this formula” and it will enter the name in each line automatically. If this box does not come up you may copy cell 1 and select all the other cells in the column and paste the formula to accomplish the same result.
Now your table is created and ready for the next step. Next, you will need to create a PivotTable. Make sure a cell inside the table is selected, any 1 cell. Then navigate to Insert > PivotTable
When the popup comes up you will want to verify the default table mane appears in the “Table/Range” field and that the “New Worksheet” button is selected. Next select the “OK” button and you PivotTable will be created in a new Sheet.
In the PivotTable Fields on the right side of the Excel screen you will want to select the following:
FILTEERS: None
ROWS: Full Name
COLUMNS: Values (This will prefill itself, you do not need to do anything but verify it is active)
VALUES: Total Taxable Wages, Ded-PERF EE 3%-Uncollected, Ded-PERF EE VOL-Uncollected
i.e. To accomplish the above simply drag the value from the list at the topo and drop it into the correct field below.
The data will be displayed in the PivotTable. The next step in the calculation process is to add that Employer PERF payment requirement of 11.2%.
Make a new header called “Employer Share 11.2%” next to the Sum of Ded-PERF EE… header.
In the next cell enter the following formula: =ROUND(B4*0.112,2)
The formula explained is: =ROUND(CELL OF EMPLOYEE’S TOTAL TAXABLE WAGES*0.112,2)
Copy the formula to the las employee.
Add the SUM feature to total the column or enter it manually as =SUM(SELECT ALL CELLS TO SUM)
Next select the numeric values in the columns and while selected navigate to Home > Number > “Comma Style” it is a button with a comma on it. This will format the numbers.
Now you have your values to enter into INPERS.
Note: Best practice is to remove those that are part time/seasonal employees that are not PERF eligible or do not receive PERF. You may do so in the dropdown next to “Row Labels” in the name column. Simply uncheck those that do not receive PERF and the report will omit them from the results.
Enter INPERS Payment from Payroll Calculation #
You’ve calculated the PERF payment from your current payroll. Now what? Now you need to enter the payment into the state INPERS reporting website and submit the payment.
Open a web browser and navigate to: https://erm.inprs.in.gov/erm/faces/login.jspx and login
Once logged in use the left navigation menu. You will need to click the white arrows to expand the menus.
Expand the Wage and Contribution menu and select Online Entry. The window to the right will display a heading of Select Submission Unit. If not highlighted select the line for TOWN OF SHIPSHEWANA and select the Next button at the bottom of the screen.
The payroll submission date and type will open; choose the correct Payroll Frequency dropdown:
- Bi-weekly – 1 if processing a normal bi-weekly payroll (i.e. normal hourly employees, etc.)
- Semi-annually-2 if processing a semi-annual payroll (i.e. elected officials, board appointments, etc.)
Next choose the payroll date you are entering from Payroll Date dropdown.
Next you will have to choose the report entry type. Choose one.
- New Report – This will open a new blank report. One will need to look up and add each employee to the report and then enter all payroll data needed.
- Create New Report from Previous Report – This will open a carbon copy of your previous report. If the employees are the same, one would only need to change the payroll amounts for each person. This is the preferred method to help eliminate the potential for error.
Once chosen, select the Next button to continue.
If Create New Report from Previous Report was selected, one will be directed to a page with a list of all the employees from the previous entry to enter payment information for. One would need to select the Modify link for the employee to open and edit the submission form for that employee.
If one had chosen New Report in the previous step, one would need to add each employee by selecting the Add Members button and enter the submission info for that employee. Repeat until all employees are added.
This is where one will enter the information from the Payroll Calculation excel file that had been created earlier. Enter the Gross Wages (Total Taxable), EE 3%, EE VOL, ER 11.2% and the payroll dates as shown in the employee pop-out below. Select the Save button when complete.
When every employee’s information is entered correctly select the Validate button at the bottom of this screen.
If there are any errors, the entire form will need to be deleted and reentered once submitted for validation. You cannot change items after it has been submitted for validation unless they system levees an employee open due to validation error.
If one needs to save the report to finish later, select the Save Report button. To access the saved report, follow the steps above again. One will be asked to open the saved report, rather than creating a new one.
One will get a confirmation that the entries were submitted for validation. To check status and process a payment, use the left navigation menu. Click the arrow to the left of Wage and Contribution section to expand the choices. Select Submission Reports.
Make sure the TOWN OF SHIPSHEWANA line is highlighted and select the Next button.
The reports are displayed by date submitted. The report that was just submitted should be at the top of the list. The report status should be listed as Validated. If it says Pending, please wait for the PERF system to complete its validation proses to continue.
Select the View link to verify and view the validated report for errors or warnings.
View the Validation Results section. If all submissions are validated and have no errors, one will see that in the Transactions That Passes Validations line.
If completed with no errors or warnings, one is done with this section and may move on to the next how-to doc. If there are any validations with Errors or Warnings, please continue below. If unsure how to proceed, contact the Clerk-Treasurer.
If there are any errors, they will show up here in the Resolve column. View the errors by clicking the link Resolve in the resolve column and correcting them as needed. Contact the Clerk-Treasurer for assistance if needed. Note: Many warnings are only due to fluctuation in pay amounts. i.e. an employee that makes more one week due to overtime.
Highlight the employee in the list to see their info. Verify the numbers submitted are correct to what was calculated. Select the link Resolve to very the error noted and edit the numbers entered if needed.
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A new window will open with the employee that was selected. You can not the error or warning INPRS has flagged. In this example an employee’s wages are higher this payroll due to overtime. If all numbers are double checked correct, select the Save and Revalidate button.
Once all the steps are completed notify the Clerk-Treasurer via email the PERF Report is entered and ready for payment.
No one may process any payment to INPRES without the Clerk-Treasurer verifying the entry and written direction to make the payment from the Clerk-Treasurer.
Calculate HSA Payment to Employees: Spreadsheet Setup #
Note: The reports and/or spreadsheets needed to complete this task should have already been created, see the AccuFund Payroll Entry how-to doc.
Navigate to the payroll archive folder that was created previously. Locate the spreadsheet report file that was the Shipshewana HSA file that has a default name of ViewPayCycleDeduction.xlsx.
Open the file and rename it with the following format: “HSA for Payroll Paid on” ENTER DATE OF PAYROLL.xlsx i.e. HSA for Payroll Paid on 2024-05-30.xlsx
If you have not opened the file previously you may need to allow edit permissions. To do so click the button called Enable Editing to make changed to the file.
Log-in to Revver and navigate to Documents > Finance > zTemplates and locate the HSA template file called HSA Calculations (Current Year).xlsx Once located download and open the file.
NOTE: When you download the file, Revver will lock the file until you can upload it with changes. This process of checking in and checking out a file is described in more detail here, in the Revver Wiki. Contact IT or the Clerk for more info if needed.
Once the spreadsheet is open create a new Tab and name it the payroll date you are calculating. The easiest way to do this is to right clock on the last Tab and choose Move or Copy. A new window will open. Choose (move to end) and check mark Create a Copy. Chooses the OK button. Now double click the name and rename the tab to the payroll date in the following format: YYYY-MM-DD
Next take the time to verify the sheet has the correct information. Change the payroll period to the one being calculated. Leave the Payment Date blank. The Clerk with change that to the day the payment is made.
Verify the names on the spreadsheet are correct and match the names on the payroll spreadsheet.
NOTE: The bottom half of the spreadsheet calculations (Section B) automatically pull from the first part (Section A). It is important you verify the names and info is correct.
Use the amounts from the payroll spreadsheet HSA for Payroll Paid on YYYY-MM-DD.xlsx and enter them into Section A of the HSA Calculations (Current Year).xlsx spreadsheet.
Once completed, email a copy of the HSA Calculations (Current Year).xlsx spreadsheet to clerk@shipshewana.gov letting the Clerk know this HSA payment is ready to be made.
Upload HSA Calculations Spreadsheet Back to Revver #
You must upload the completed HSA Calculations (Current Year).xlsx spreadsheet back to Revver. To do so log-in to Revver and navigate to Documents > Finance > zTemplates and locate the HSA template file called HSA Calculations (Current Year).xlsx
You should see the file is locked. Select the open blue lock with the checkmark to upload the file with the changes that were made. Once you select the blue lock with a checkmark a file viewer will open to upload the file. Locate the file in the file viewer and select it to upload.
Note: The file must be saved and closed for this to upload. It must also be the exact same file name.
A new window will open in Revver verifying to check the file back in as a new file version with the uploaded file. Select the OK button.
When you download the file, Revver will lock the file until you can upload it with changes. This process is described in more detail here, in the Revver Wiki. Contact IT or the Clerk for more info if needed.
Enter HSA Payment info from Payroll Calculation #
Payment is entered by the Clerk via the Town’s ACH payment system.
