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Payroll monthly review

Employee Data Review

Ensure all employee data is accurate and up-to-date.

Verify that new employee records have been added correctly.

Review any changes to employee information, such as job titles, pay rates, or tax withholdings.

Check for any missing or incomplete employee records.

Confirm that employee information is correct on all payroll related documents

Verify that all employee deductions are accurate and up-to-date

Ensure that employee benefit information is current and correct

Review changes in employee tax withholdings or exemptions

Cross-check employee data with other HR systems

Confirm that employee data is in compliance with local labor laws

Time and Attendance Review

Review time and attendance records for accuracy.

Compare recorded hours to scheduled hours.
Check for any errors or discrepancies in time entries.
Ensure that time records are properly labeled and categorized.

Verify that all employees have submitted their timesheets or time cards.

Cross-reference employee list with submitted timesheets.
Follow up with employees who have not submitted their timesheets.
Document any reasons provided for missing timesheets.

Check for any discrepancies or inconsistencies in recorded hours.

Compare recorded hours with previous records.
Investigate any significant differences or inconsistencies.
Document any findings and take appropriate action.

Ensure that any approved time-off requests are properly documented.

Review time-off request forms or system entries.
Verify that requested time-off has been approved by a supervisor.
Ensure that the documentation includes the dates and reasons for the time-off.

Confirm that shift changes and break times are recorded correctly

Review any overtime hours and ensure they are in accordance with company policies

Ensure that any missed punches or late arrivals are documented and investigated

Verify that the time and attendance system is compliant with applicable labor laws and regulations

Analyze attendance data to identify any patterns or trends

Investigate any cases of excessive absenteeism or tardiness

Check for any potential time theft or abuse of company policies

Overtime and Leave Review

Review overtime hours worked and ensure proper overtime calculations.

Verify that all leave taken (vacation, sick, personal, etc.) is accurately recorded.

Check for any unauthorized overtime or leave taken.

Review overtime pay rates to ensure compliance with labor laws

Confirm that employee records accurately reflect the total hours worked and leave taken

Reconcile overtime and leave balances with monthly payroll data

Verify that employees are not being overpaid or underpaid for overtime or leave

Ensure that overtime payments are made in accordance with the organization's policies and procedures

Verify the accuracy of overtime and leave records in the payroll system

Review the accuracy of timesheets and other documentation related to overtime and leave

Confirm that employees are not taking excessive amounts of leave or working excessive overtime hours

Audit time and attendance records for any discrepancies

Review employee attendance records to ensure that leave is taken in accordance with the organization's policies and procedures

Payroll Calculation Review

Review payroll calculations for accuracy.

Verify that pay rates, deductions, and bonuses are correctly calculated.

Check for any errors in tax withholdings or other deductions.

Ensure that all necessary payroll adjustments have been made.

Payroll Taxes and Compliance Review

Verify that all payroll taxes have been accurately calculated and reported.

Review tax withholding forms (W-4) for any updates or changes.

Ensure compliance with all federal, state, and local payroll tax regulations.

Check for any outstanding payroll tax liabilities or penalties.

Payroll Reconciliation Review

Reconcile payroll records with general ledger accounts.

Verify that all payroll expenses are properly categorized.

Review any discrepancies between payroll records and financial statements.

Ensure that all payroll liabilities are accurately recorded.

Payroll Reports Review

Review payroll reports for completeness and accuracy.

Check for any missing or misreported information.

Verify that all required reports (e.g., payroll register, tax filings) have been generated and submitted.

Payroll Documentation Review

Review payroll documentation for completeness and organization.

Ensure that all necessary forms and records are properly maintained.

Verify that employee payroll files are up-to-date and contain all required documents.

Payroll Auditing and Controls Review

Review payroll internal controls to ensure compliance with company policies.

Verify that segregation of duties is maintained in payroll processes.

Check for any potential fraud or unauthorized access to payroll systems.

Ensure that all payroll transactions are properly authorized and documented.

Payroll Disbursement Review

Review payroll disbursement process to ensure accuracy and timeliness.

Verify that paychecks or direct deposits have been issued correctly.

Check for any outstanding or unresolved payroll disbursement issues.

Note: The checklist can be customized according to the specific requirements and policies of the Human Resources organization.

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