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.

John Doe 2024-02-08

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.

What is the specific process to verify changes in employee details? Are there certain documents or internal systems we need to check?

— PlaybookWriter

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.

In the case that the data does not import automatically, what are the manual steps required to import the timekeeping data?

— PlaybookWriter

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.

Is there a specific number or percentage of paychecks we should be spot-checking, or is this at our discretion?

— PlaybookWriter

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.

Are there any confirmation steps required after hitting the designated button, or any reports that need to be reviewed post-processing?

— PlaybookWriter

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.

What should be done if an employee reports they did not receive their pay slip or notification?

— PlaybookWriter

If there are errors detected after the payslips have been distributed, what is the process for making corrections?

— PlaybookWriter

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.

Is there a guideline or a FAQ document for handling the most common employee queries regarding payroll?

— PlaybookWriter

How should we document and follow-up on employee queries that cannot be resolved immediately?

— PlaybookWriter

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.

General Feedback

Would you be able to clarify what kind of compliance updates might affect payroll processing and how are we notified of these?

— PlaybookWriter

What should we do in the event of experiencing delays with direct deposits? Is there a protocol for communicating this to employees?

— PlaybookWriter

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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