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Payroll

User Guide

Welcome!

In this section, you will find all the info you need in order complete payroll.

Materials

To start, you’re going to need the following materials.

  • You will have access to the Payroll Spreadsheet that was sent to you via email and/or shared on the Google Drive.
  • The Spreadsheet will look like this.
    • The orange bar at the top will let you know what goes in each column.
    • The tabs on the bottom will note what the Event or Pay Period is
  • If you need to add anyone to the Payroll Spreadsheet, please access their information on the Spreadsheet (Pictured Below) that was shared with you via email or Google Drive
  • You can also access this information on JotForm
  • Next, you will need to make a Spreadsheet to Print Out
    • Include everyone’s name who will be on this payroll. You can see these names on Haunt Scheduler and should leave a few extra spaces at the bottom to add people you may have missed.

You will need to insert two separate lines in the Payroll Spreadsheet if someone works two different roles with two separate Pay Grades.

  • Finally, you will need to access the Spreadsheet for Makeup.
    • This is also shared with you.
  • This is where Makeup Artists will record their Makeup Hours IF they are going on to Act or Work Event Staff after Makeup 
    • Not all Makeup Artists go on to other stuff, so they’ll just clock in and out on Haunt Scheduler.
  • We do not record makeup hours on Haunt Scheduler IF they are going on to another position.
  • Once that is printed out, head over to Haunt Scheduler.
  • You’ll head to the Navigation Bar and Select “Check In/Check Out”
  • Click “Check In/Out Reporting” at the top of the page.
  • Make sure the first box says “-All Personnel-“
  • Select the Start Date and Time for the Pay Period
    • NOTE: Always select 12:00am for the start time.
  • Select the End Date and Time for the Pay Period
    • NOTE: Always select 11:59pm as the end time
  • Hit “Search” and this is what you’ll see.
  • Every Staff Member will come up who has clocked in between these dates.

Process

How to Complete Payroll

  • As you can see, the total hours worked are recorded here.
  • However, you will need to click on each person individually to make sure they’re time punches are correct.
    • This can be done each night as well!
  • Click the “Down” arrow on “All Personnel” at the top.
  • This Drop Down Menu will appear.
  • Going in alphabetical order, check each individual person’s punches.
  • NOTE: You can also just hit the Orange “Details” Button next to their name on the screen. 
  • We’re checking for several things on this page.
    • The Employee Clocked in On Time
      • If they clocked in before their clock in time, their time needs to be adjusted to their actual clock in time.
    • The Employee remembered to clock out
      • The system will keep them clocked in until they clock out.
      • They may try to clock in for their next shift and that will clock them out
      • Please ensure everyone is clocked out before you head home each night
  • To adjust a Time Punch, Select “Edit”
  • This page will come up.
  • Edit the time punch (either the time, date, or both”
  • Hit “Save”
  • It will update the Time Punch and take you back to their profile.
  • Once everyone’s Time Punches have been double checked, get your printed spreadsheet out and record their TOTAL hours.
  • When your written TOTAL hours are recorded, round them.
    • We round either up or down based on what they’re closest to.
    • We round by quarters (every 15 minutes)
  • For example, 4.7 hours would become 4.75 or 32.07 would become 32

Completing Payroll

  • Once your written Spreadsheet is all filled out, go in an apply the hours to the digital spreadsheet.
  • All the formulas will already be in the spreadsheet, so the “Total Before Tax” column will auto-generate.
  • Once the digital Spreadsheet is finished, email Nick and let him know.
    • He will submit this to the accountant

DOUBLE CHECK EVERYTHING!!

  • Make sure all Pay Rates, Positions, and Information are Correct and Up To Date
  • Ensure that Staff working in different positions have two different lines to differentiate their hours and pay-rates