2313 APPENDIX B – Payroll WORKFLOW.pdf
PDF 142 KB Posted
- Solicitation number
- 2313
- Issued by
- Kenosha County, Wisconsin
About this file
This file is a payroll workflow process diagram for Kenosha County, Wisconsin, documenting the county's current human resources and payroll operations. The document illustrates the complete payroll cycle from timecard entry through final payment processing, involving multiple systems and stakeholders including employees, Kronos approvers (managers, supervisors, directors, and CIO), payroll staff, and the Dayforce (Ceridian) platform. The payroll process operates on both biweekly and monthly cycles, with timecards reviewed and approved by the following Tuesday at noon after the payroll period ends on Saturday at 11:59 PM. The workflow integrates data from multiple time and attendance tracking systems including Telestaff for the Sheriff Department, Onshift for scheduling at WBB and BCC facilities, RT Vision for Highways, and CDP for the public health department, all feeding into the central Kronos and Dayforce systems for processing, validation, and payment distribution.
The process encompasses comprehensive payroll functions including overtime verification, paid time off (PTO) validation, error correction protocols, and proofing/audit reporting procedures managed by designated biweekly payroll staff (Brian and Chelle) and monthly payroll administrators (Brian and Jenny). Post-payroll activities include generating internal reports from Dayforce covering payroll registers, labor reports, and overtime reports, interfacing with Wisconsin Retirement System (WRS) for monthly payments, processing MetLife deductions and third-party payments through ACH and check methods, managing garnishments, updating accrual files, and creating W2 tax reporting documentation. The workflow reflects a complex, multi-system integration environment requiring coordination between time tracking platforms and the central Dayforce system, with specific approval checkpoints and data validation procedures designed to ensure accurate and timely employee compensation.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Payroll ProcessPayroll Process E m p lo y e e
E m p lo y e e
K ro n o s
A p p ro v e r
K ro n o s
A p p ro v e r
P a y ro ll P a y ro ll D a y fo rc e
(C ri d ia n
D a y fo rc
(C ri d ia n
U K
G -K ro n o s
U K
G -K ro n o s
T e le st a ff
O n sh if t/ P u n ch
T e le st a ff
O n sh if t/ P u n ch
CommentsComments
Enter or Correct
Timecard Hours for
Payroll Period
Approved?
Approve Overtime/
Other Correction/
Comments
Correct Timecard/
PTO/Comments
Yes
Review Timecard No
All Employees
Reported
Yes
No
Report/Notify
Employee & their
Manager who didn’t report Hours
PTO OK? Yes Overtime OK?
No
Yes
Review
Completeness &
Compares
Employee
Transaction &
Totals Report against Interface
File*
No
Time Card or Data
Accepted?
Error CorrectionNo
Process Payments
(Checks) and captures Tax
Information
Yes
Payroll Cycle
Completes
Run Proofing/
Audit Reports from
Dayforce verify against Kronos or manual check/ override - Initial review before
Review Signoff
Approval for Payroll Biweekly/
Monthly?
Yes
No
Direct Deposits File sent to Fed which sents to various
Banks and Live
Check sent via
Fedex to KC Payroll
Department
Telestaff
(Scheduling and
Punching for
Sheriff
Department)
Onshift
(Scheduling, PTO, A&S for WBB and
BCC)
RT
Vision(Highways)
Time and
Attendance
Review Wage
Increase/Life
Event/Disability/
Transfer/Multiple
Task/Manual Split hours or Rates
CDP(Time Tracking for public health dept)
Payroll Process Diagram
✓ Payroll Period ends on Saturday 11:59 PM
✓ Timecard Reviewed and Approved by following Tuesday Noon
✓ Kronos Approver – Manager/Supervisor/Director/CIO
✓ *From Kronos against Dayforce (Quick Entry)
✓ Monthly Payroll – Manual entry in Dayforce quick entry
(Timesheet or Spreadsheet)
✓ Refer Payroll Approval Workflow for Biweekly/Monthly
Approval process
✓ Post Payroll Tasks performed after Payroll Cycle completes
Employee
Transaction &
Totals Report
Interface File/
Upload File
❶ ❷
❶❷
File Upload
Dayforce (Quick
Entry)
❸
❸ Employee Work
Assignment
Primary &
Secondary
Payroll Election
(hard calculation), Secondary
Assignment(needs refresh)
❹
❹
Payroll Cycle Starts
Payroll Approval
Start
Input from
Payroll
Process
Bi-Weekly Payroll
(Brian – Chelle)
Monthly Payroll
(Brian and Jenny)
Review
• Monthly manual time card entries in Spreadsheet and
Dayforce (Quick Entry)
• Proof Reading Timecards or Per
Diem entries
Chelle Approves and
Payroll Approval
Ends
Email Confirmation
Review Dayforce Audit Reports
• Max out Report
• Active but not Paid (Seasonal or
Pool Employees)
Additional Verification
• Metlife – change in Percentage/
• Astronomical Dollar Amount
• Adjustment for Terminating
Employees and prorated
Insurance Benefits
Email Confirmation
Multi Pay Cycle
Payroll Approval Workflow
Post Payroll
Activities
Internal Reports (Source
- Dayforce)
• Payroll Registers
• Labor Reports
• Overtime Reports
• Short Term
Disability
General Ledger File created by
Dayforce goes to
Microsoft AX
Wisconsin
Retirement System
WRS File manually created – Payment once a Month
Metlife File
Payroll Deduction and various
Employee
Information
• Third Party AP Checks
(Entered into AX for
Uni Dues, United Way, R&D fees for Child
Support)
• Invoice for 457 in AX done as ACH
• Metlife ACH Biweekly
& Monthly, United
Way Biweekly, Union
Dues first check of the month, R&D Couple of times a year
• Direct deposit files sent to banks
• Creates W2
• Partly Tax Reporting
• Garnishment Process
(Wire/Checks)
• Accrual File (Kronos to
Dayforce – updates
PTO, Vacation, Casual hours)
Post Payroll Activities
Payroll Period ends on Saturday 11:59 PM
Timecard Revieved and Approved by following Tuesday Noon
| Payroll Process -Final v02.vsdx |
| Payroll Process |
| Payroll Approval Workflow |
| Post Payroll Tasks |
| Comments |
File details come from the government source that posted it. Updated .