Namely Toolkit: Payroll Processing and Reporting

This toolkit contains all of the information you need to process payroll in Namely, and will answer any questions you have from preparing to run payroll to submitting payroll. Read our Recommended articles for step-by-step audits to review and validate payroll data.

Process payroll accurately and efficiently - every time!

 

Refer tot his video: Payroll Processing and Reporting

 

GETTING STARTED:

You'll want to review these articles before you start preparing to run payroll, to ensure your team is successfully set up to manage payroll.  

Access

1. Namely Payroll User Administrative Roles - It's important to review your Namely Payroll User Administrative roles to ensure members of your team have the access they should to assist in payroll processing. 

 

Payroll Resources

1. Namely Payroll Terminology - This article defines some common industry and Namely-specific terms about Payroll.  

2. 2022-2023 Federal and State: Payroll and Tax Fact Sheet - An overview of the Federal and State rates for the 2022 and 2023 tax year.

3. IRS Benefits Contribution Limits - Familiarize yourself with IRS contribution limits for HSA, FSA, 401(k) and more.

 

Payroll Processing Dates

1. Pay Cycle Dates in Namely Payroll - Review your pay cycle calendar for the year, and learn how to make any changes to your pay cycle dates.  

2. Namely Holiday Payroll Processing Dates: 2021 & 2022 - Important dates to keep in mind for payroll processing during the holiday season - some pay dates and deadlines have changed! 

 

Deductions and Pay Type Codes

1. Company and Employee Level Deduction Setup - Before you process payroll, you'll want to make sure all of your company's deductions have been set up. This article advises on setting up deductions on both the company and employee level. 

2. Garnishments, Child Support, and Other Payroll Deductions - How to set up garnishments, including child support and tax levees, at the company and employee level. 

3. Garnishment Setup Best Practices - Provides some additional best practices on garnishment setup. 

4. Adding Pay Type Codes to Namely Payroll - If you need a new earning with different taxation or W-2 mappings, this article will help you work with the service team on your request.  

5. COVID-19 Pay Type Code Quick Guide - Need to pay employees for family sick or medical leave from COVID-19? This handy quick guide will help you pick the correct pay type code for every scenario. 

 

Frequently Asked Questions

How are garnishment payments sent to agencies from Namely?	When does Namely remit garnishment payments to the agency?
How can I view a report that shows me payments sent out for garnishments?	Do Paid Sick and Family Medical Leave pay codes count towards “qualified wages” for the Employee Retention Tax Credit?
How can I add a new deduction toNamely Payroll?	Who is responsible for updatingand maintaining IRS limits for 401k,FSA, HSA plans?

   

MANAGED PAYROLL:  

Managed Payroll clients - these resources will help you partner with your service pod to ensure accurate and efficient payroll processing every time! 

1. Managed Payroll Payroll Processing Timeline - This article outlines a timeline of action items and milestones to prepare Managed Payroll clients for payroll processing.

2. Payroll Changes Submission Guidelines - Provides instructions for organizing payroll changes for each pay period for review by your Managed Payroll team.

SaaS clients - you may be interested in our enhanced service, Managed Payroll, which is designed to remove the burden associated with day-to-day payroll administration. Namely will handle payroll uploads, garnishment priority processing, dedicated payroll consultant, and more!

  

PRE-PAYROLL PROCESSING CHECKLIST:

Before you process your standard payroll, we recommend reviewing and auditing all payroll related data in order to ensure a timely and accurate payroll. The following articles will provide you with a list of tasks based on our recommended time frame.  

1. Namely Recommended: Payroll Processing Checklist - This checklist will help you review key items in order to validate and audit your data before you open and submit your payroll. 

• Namely Recommended: Preparing to Process Your Payroll - Avoid last minute updates and data discrepancies by reviewing and auditing these items before you open your payroll. This article provides details and resources to help you complete the Payroll Processing Checklist.

• Namely Recommended: Pre-processing Payroll Validation - Stay on top of your payroll by completing these tasks the final days before your payroll due date. This article also provides details and resources to help you complete the Payroll Processing Checklist.

TIP: 

Each audit only takes approximately 10 to 15 minutes to verify!

 

SUBMITTING YOUR PAYROLL:

Now that you've reviewed Namely for any pre-payroll processing changes and audited your payroll data, it's time to process payroll. These articles will help guide you through payroll processing, with deeper dives into the functionality available in each payroll step.

 

1. Namely Payroll Processing - This is the definitive article on processing, which provides step-by-step instructions for processing payroll in Namely.  

2. Manual Payrolls - Provides instructions for running a Manual, or "Off Cycle" payroll. Commonly used to pay bonuses, commissions and make payroll adjustments. 

3. How to Identify Taxable Wages on the Form W-2 - Explains which wages will impact W-2 boxes.

4. Reporting Wages for a Deceased Employee - This article provides guidance on best practices for reporting a deceased employee's wages.

 

Step 1: Hours + Earnings​​​​​

1. Syncing Hours From Namely Time to Payroll - Namely Time clients can use this to sync hours information into corresponding pay cycles in Namely Payroll.  

2. Uploading Hours into a Pay Cycle - Timesheets clients and clients using a third-party time-tracking solution should use this article to upload hours into a pay cycle.

 

Step 2: Checks + Adjustments 

1. Global Payroll Updates - Details the mass updates that can be made within a pay cycle on Step 2 of Payroll.

  

Step 3: Review + Submission

1. Namely Recommended: Payroll Processing Validation Best Practices - This article provides tips on the best reports to use to validate your payroll (during Step 3 of the payroll process) before submitting and advises on some post-processing reports we recommend downloading. Validating every payroll will help you stay on top of your tax withholdings. 

2. Report Writer (Building Custom Reports) - Provides tips and tricks on creating custom reports in Report Writer, which you can use to validate your payroll. 

3. Payroll Report Guidance (Date Range, Standard, Quarterly and Year End) - Guidance on the different types of reports housed within Namely Payroll.

 

Frequently Asked Questions

How does Namely support Non-qualified deferred compensation?	Can I future date a recurring earning?
Is there a character limit in paystub notes?	How can I make mass, one-time edits to deductions in a pay cycle?
How can I make a one time edit to an employee's deductions?	What happens when payroll is approvedin Namely?
Can I make changes to my pay cycle after I've approved payroll?	How does Namely Payroll process tips for employees?
Why are terminated employees pulling into my pay cycle to collect employer taxes?	How do I add a note or memo to anemployee's paystub?
What identifiers can I use to Upload Hours?	What happens if my additional payupload post date falls within the pay periodfor more than one open pay cycle?

 

ADDITIONAL PAYMENTS AND REPORTS

This section advises on some payroll processing items you might need to address, but aren't applicable to every client or every standard payroll run.
 

Insurance Payments and Premiums

1. Calculating Group Term Life - Learn how to calculate and process Group Term Life insurance payments. 

2. Third Party Sick Pay - An overview of Third Party Sick Pay - how to process it in Payroll, and how to work with our Service Team to ensure proper tax filing and W-2 mapping.

General Ledger

1. Configuring a General Ledger - Learn how to set up and use Namely's General Ledger tool to configure accounts and associated transaction types. 

2. General Ledger Mapping - Learn how to map and balance a general ledger.

 

Frequently Asked Questions

How can I pay an employee who will be terminated prior to the next pay date?	What is Third Party Sick Pay?
What is Group Term Life Insurance?	Does Namely automatically calculate Group Term Life benefits for payroll?
Can the Namely General Ledger be synced to outside book keeping/accounting software?	Can you upload the mappings for a Namely General Ledger to set it up?
If you update the General Ledger mapping, can you re-run reports retroactively?

 

TROUBLESHOOTING + CORRECTIONS:

Run into a problem? No sweat - these articles will help you if you find yourself in a payroll bind! 

1. Pay Cycle Rollbacks And Deletions (After 5 PM EST) - Did you know that you can edit submitted payrolls prior to 5 PM EST, if you realized you made a mistake? If it's after 5 - you'll need to work with our Service Team. This article explains both processes. 

2. Common Payroll Error Messages - This article explains how to troubleshoot and resolve error messages you may receive while processing payroll.  

3. Payroll Corrections-Explains the different ways you can correct your employee year to date totals, including Year to Date Adjustments, Voids and Reissues, and corrective actions you can take in your standard payrolls.

• Understanding the Void and Reissue Process - Provides detailed instructions on partnering with Namely on Voids and Reissues.

• Processing Year to Date Changes - Provides detailed instructions on partnering with Namely on Year to Date Adjustments.

• How can I process a retraction? - This FAQ explains how to retract funds from an erroneously paid employee.

4. General Ledger Reporting and Troubleshooting Common Errors  - If you have our General Ledger tool configured, this article can help you troubleshoot common mapping errors.

   

Frequently Asked Questions

My pay schedule is not correct,how can I change this?	How do I resolve the error "Processing failed: No payable funds available. Please adjust payable income and try again?"
How does Namely handle stale(uncashed) checks?	Why is my pay code type not uploadingwhen uploading additional pay?
When will I see a credit from a void?	Is there a cost involved for a currentquarter void?

 

Working with the Service Team

1. When to Call Namely Service for Payroll Related Inquiries - The article is intended to serve as a guide to help you identify when you can call in for assistance verse submitting a case. 

 

EMPLOYEE RESOURCE CENTER:

These resources can be shared with your employees to help answer some frequently asked payroll processing questions. 

1. How to Read Your Namely Paystub - This guide will help you and your employees read the Namely Paystub, and answers some commonly asked questions.

2. Keeping Up With Your Tax Withholdings - Advises employees to perform a Paycheck Checkup to prevent tax issues come W-2 season.

 

ADDITIONAL RESOURCES:

Help Community

1. Namely Toolkit: Tax Services - This toolkit contains all of the information you need to handle tax collection, filing and remittance in Namely. Learn how to register for state taxes and power of attorney and what to do with tax notices and variances.   

2. Namely Toolkit: Year End Payroll - Prepare to close out 2020 and set your 2021 up for success with our year-end payroll toolkit.

 

Comply Database

The following content is available in our Comply Database platform. For more details, read: Namely Comply Database and Comply Advice & Action.

 

1. Payroll Taxes and Withholding - Our Comply Database has comprehensive guides to federal and state payroll taxes and withholding requirements

2. Wages and Hours - Looking for resources on break time, minimum wage, overtime, independent contractors and more? Check out the Comply Database's Wages and Hours topic. 

3. Compensation Tool - The Compensation Tool offers information on a spectrum of job titles in the United States, from entry-level to CEO. It allows you to compare any salary against the market competitive rate of pay for any job. Use this information to develop an accurate picture of what an applicant’s experience and skills are worth, in monetary terms, in or outside your company.

4. Compensation Policies - On the hunt for compensation policies for Holiday Leave and Pay, Overtime or Garnishments? Comply's got sample policies you can use for those scenarios and more!

   

Product Release Notes

1. Inline Editing in Step 1 of Payroll Processing - Read about our new update to step 1 of payroll processing, which allows you edit all employee wages and hours on a single page.

2. Updated Employee Tax Breakdown Report - We've updated our Tax Breakdown report to reflect the new federal tax parameters of Form W-4.

3. W-2 and 1099 Year Round Preview Report - We've released a new report that allows you to preview employee W-2 and 1099 info throughout the year.

4. COVID-19: Tax Credits Automation Overview - This article will explain reporting and process enhancements Namely has implemented to expedite and track tax refunds your organization is entitled to from COVID-19 legislative relief.  

  

Namely Blog

1. What Happens When Payday Falls on a Holiday or Weekend? - Whether you pay your employees weekly, biweekly, monthly, or semimonthly, odds are your company’s scheduled payday might land on a bank holiday or weekend sooner or later. Should that happen, don’t panic—you have options. We’ll break down all the payroll holiday rules below so you can navigate holiday and weekend paydays with ease.

2. The Definitive Guide to Payroll - Whether you’re just getting started or consider yourself a grizzled veteran, we’ve compiled everything you need to know about payroll. How do you settle on a pay cycle? How do you keep track of federal and state taxes? We’ll cover all of these questions.

3. Fielding the Most Common Payroll Questions - Communication goes a long way in resolving common payroll inquiries your employees may have. Here are five tips for helping employees understand how they’re being paid.

3. Hourly to Salary Calculator Tool - Easily convert an employee's compensation from hourly to salary, or vice versa.

4. What is Hazard Pay? - As the nation—and world—continues to navigate the many changes brought around by COVID-19, many people are discussing how we can give back to “essential workers” who continue to risk their lives every day to help others.

  

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