DRB Year-End Processing

DRB Year-End Processing

Purpose:

A step by step plan on how to process DRB accounts annual payrolls. 

Timeline

11/01 - connect with DRB to find out who the year end contacts will be
11/02 - update year end form and send it to DRB
11/03 - prepare your check off spreadsheet - go to the company sets in M3 and copy/paste all the companies under the DRB company set in excel - removing all termed clients - add the column headers Received, Keyed, Process Date, Processed, and Notes to your spreadsheet and save it on your OneDrive so it can be shared with others who are helping you with this process
12/12 - prenote for all clients who have not processed this year to ensure their bank accounts are still active (Fix File) 
12/12 - communicate with accounting that you will be processing DRB payrolls on 12/13 and ask them to run these as a separate ACH filter when running the bank files. 
12/13 - process first round of DRB accounts with a payroll schedule date of 12/13 that have been received in open status
12/13 - send email to the clients that processed the first round to let them know we processed payroll and to ensure funds are in their bank accounts 
12/19 - communicate with accounting that you will be processing DRB payrolls on 12/23 and ask them to run these as a separate ACH filter when running the bank files. 
12/20 - process second round of DRB accounts with a payroll schedule date of 12/23 that have been received in open status 
12/20 - send email to clients that processed second round to let them know we processed payroll and to ensure funds are in their bank accounts 
12/26 - communicate with accounting that you will be processing DRB payrolls on 12/27 and ask them to run these as a separate ACH filter when running the bank files. 
12/27 - process final round of DRB accounts (last day to process to make on-time tax deposits) 
12/27 - send email to clients that processed final round to let them know we processed payroll and to ensure funds are in their bank accounts
Info
Important Information:
  1. DRB Company set - Referral_CPA_DB
  2. Almost all checks are manual checks - no live payments unless DRB specifies this on the submitted forms. 
  3. We bill for Zero payrolls - do not block billing
  4. Taxes over 100K - payrolls need to be processed 5 business days prior or need to wire in funds
  5. If next year payroll data is provided you must update this in M3 under payroll  notes and under the employee profile. 
  6. Accounting will have a separate ACH filter to run for these payrolls
  7. If processing day prior - reminder that the Allow Same Day needs to be checked. 
 

Process for Forms: 

Form is received in Zoho and routed to the DRB ticket list - review the information if any questions email DRB team, it not proceed to step 2

 Current Year-end processing:

  1. open the check date making sure the check date is Q4's year end check date
  2. enter the pay details as indicated on the submitted form - pull the preprocess to verify
    1. If the payroll is marked to be processed ASAP - process now.
    2. If the payroll is marked to be processed on 12/13 - leave the payroll in OPEN state and go to the calendar and update the schedule date to be 12/13
    3. If the payroll is marked to be processed on 12/20 - leave the payroll in OPEN state and go to the calendar and update the schedule date to be 12/20

Next year data:

  1. Update the employees gross wages, taxes, 401k etc per the information received under the employee profile
  2. Update the company notes (gray box) with the new years data, deleting any old notes. 
Form can be assigned to the appropriate client and closed.