Playbook Example
Processing Payroll
The responsibility of processing the payroll for a company is quite important. And so a standard set of procedures will help ensure that it's done consistently every pay period.
Under "feedback", notice how the Sanity Check feature asked a bunch of great questions to help clarify what this person should be doing. How many records should they spot-check, for example? What do we do if someone says they didn't receive their direct deposit?
If all of this was clearly cataloged in a playbook and if those issues were all resolved, think of how easily this payroll processing responsibility could be transitioned to another team member!
Input:
This example playbook was created from this verbal description of the process:
Output:
The resulting playbook for this example is below.
You can explore the various features by clicking on the "edit", "feedback", and "history" buttons.
Processing Payroll
This playbook outlines the bi-weekly payroll processing procedure, including verifying employee information, importing timekeeping data, reviewing and approving pay calculations, processing payroll, and handling employee queries related to payment and deductions.
Step 1: Verify Information
Verify and update all employee information, including new hires, terminations, or changes in employee details. Ensure all this data is accurately recorded in the payroll system.
Step 2: Import Timekeeping
Import the timekeeping data into the payroll system. Although the system is integrated with the time tracking software and imports should occur automatically, it's crucial to check for accuracy.
Step 3: Review Calculations
Review the auto-calculated gross pay, deductions, and net pay for each employee. Spot check the amounts to ensure calculations like overtime and deductions are correct.
Step 4: Process Payroll
Once all information is verified and calculations are reviewed, proceed to process the payroll by hitting the designated button in the system. The system will then generate paychecks and direct deposits.
Step 5: Distribute Payslips
After processing, the pay slips and notifications will be automatically sent out to employees. Employees will also be able to view these details in their payroll portal.
Step 6: Handle Queries
Be prepared to address any employee questions, particularly around holidays or when there are changes like deductions or taxes that might lead to confusion.
General Notes
Compliance
The payroll system handles all compliance and record-keeping, so manual tracking is not necessary. However, be aware of any compliance updates that might affect payroll processing.
Payment Delays
Direct deposits typically hit employee accounts within one to two business days. Delays may occur due to holidays or unforeseen issues, so communicate any potential changes in the payment schedule with employees.
Playbook Example
The above example lets you see the editing, change tracking, and sanity checking functionality, while a regular shared playbook would be restricted to read-only. To get rid of this example's commentary, you can also just view this playbook.
This is just one example of the many types of documentation that can be written by PlaybookWriter. Here are a few other relevant (or maybe not relevant) examples:
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