CSD Payroll Demo Guide

Navigate to Payroll → Payroll Processing → Import Data

Click Download Template and select an import type (e.g., "One-Time Payments") to show the pre-formatted Excel template

Click New Import, select import type, upload the filled Excel file

Show the validation results — errors are highlighted row-by-row with specific field issues

Preview the data, then click Process to commit the import

Navigate to Payroll → Payroll Processing → Substitute Payroll

Click New Import, select source system (Frontline/AESOP/Manual), upload file

Show the match results — matched employees in green, unmatched in yellow

For unmatched subs, click Manual Match to assign to an employee in the system

Click Import to Payroll to create Additional Payments grouped by employee

Navigate to Payroll → Compensation → Additional Payments → New

Select payment type "Semi-Annual" and frequency "semi_annual"

Enter the employee, amount (e.g., coaching supplement of $2,500), and fund code

Show how the system auto-includes this in the next eligible payroll run twice per year

Same flow as #2. Emphasize the 6 different import types available in the dropdown: one-time payments, stipends, deductions, employee data, direct deposit, YTD adjustments

Show downloading different templates for each type to demonstrate flexibility

Navigate to Payroll → Payroll Processing → Dashboard & Runs

Click Initiate Run and select Off-Cycle as the run type

Add employees and payment amounts, submit for review, approve, and submit to Gusto

Show that direct deposit settings are automatically applied for off-cycle payments

Navigate to Payroll → Compensation → Gross-Up Calculator

Click New Gross-Up, select an employee, enter the desired net amount (e.g., $1,000 bonus)

Click Calculate — system shows gross amount needed, tax breakdown (federal, state, FICA), and net result

Click Approve then Submit to Gusto to process as off-cycle payment

Navigate to Payroll → Compensation → Additional Payments

Click New Payment, select employee, choose type (e.g., "Stipend"), set amount and frequency

Assign fund code and GL account for proper cost allocation

Submit → Approve workflow. Show how approved payments are auto-included in the next payroll run

Navigate to Payroll → Compensation → Salary Changes

Click New Salary Change, select employee, set effective date, choose reason (e.g., "Promotion")

Show old vs. new salary comparison, attach board approval document

If effective date is in the past, show the "Triggers Retro" flag automatically checked

For mass changes: click Mass Step Increment to advance all eligible employees one step on the salary schedule

Navigate to Payroll → Payroll Processing → Fund Allocations

Show an employee split across multiple fund codes (e.g., 60% General Fund, 40% Title I Grant)

Show how payroll automatically distributes salary costs according to these percentages

Same as #7 — show fund allocation setup, then navigate to GL & Accruals → Journal Entries

Show how journal entries reflect the split with separate debit lines per fund code

Navigate to Payroll → Compensation → Additional Payments → New

Select type "Stipend", frequency "One-Time", enter staff development amount

Show the approval workflow: submit → approve → auto-included in next payroll

Navigate to Payroll → Deductions & Garnishments → Garnishments

Click New Garnishment, select employee, enter type (e.g., "Child Support"), amount, court order number

Show adding a second garnishment for the same employee — system auto-assigns priority

Navigate to CCPA Summary to show compliance limits are being enforced

Show GL account mapping for Finance interface on the garnishment detail page

Navigate to Payroll → Deductions & Garnishments → Deduction Codes

Show existing codes with different calculation methods (flat, percentage, descending balance)

Click into a descending balance deduction to show goal amount, YTD collected, and remaining balance

Show GL debit/credit account mapping and pre-tax vs. post-tax configuration

Open a garnishment detail page for an employee with an active garnishment

Point out the "Withholding Locked" indicator on the garnishment record

Explain that employees with this flag cannot self-service change their W-4 withholding allowances

Same as #10 — emphasize the GL debit/credit account fields and pre-tax/post-tax flag

Show how the Gusto benefit ID links the deduction to the paycheck stub for employee visibility

Navigate to Deduction Codes and click into a deduction with arrears

Show the arrears balance for employees where the full deduction couldn't be taken

Explain that the system automatically collects arrears from subsequent paychecks

Navigate to Payroll → Adjustments → Retro Pay

Click New Retro Calculation, select employee, enter effective date and new rate

System shows per-period breakdown: original pay vs. corrected pay vs. difference

Approve and submit — processes as off-cycle payment via Gusto

Create a salary change at Salary Changes → New with an effective date in the past

Note the "Triggers Retro" flag is automatically set

After approval, navigate to Retro Pay to see the auto-generated retro calculation

Navigate to Employees, click any employee name

Click Edit, make a correction (e.g., update address, change department)

Save — changes are audited and synced to Gusto if connected

Navigate to Retro Pay → Underpayments

System scans historical pay periods and flags employees with detected underpayments

Select an underpayment, approve, and submit as retro off-cycle payment

Navigate to Payroll → Adjustments → New Adjustment

Select type "Overpayment", enter employee and amount

Set up recovery plan: choose method (installment), enter number of pay periods

Show the recovery progress bar on the adjustment detail page

Navigate to Adjustments → New, select type "Labor Redistribution"

Enter old fund code → new fund code, affected pay periods, amount

Approve — system generates correcting journal entries automatically

Navigate to Adjustments → New, select type "YTD Adjustment"

Select YTD field (e.g., "Gross Pay"), enter old and new values

Approve — accumulator is updated, flows through to W-2 and quarterly reports

Navigate to Payroll → Disbursements → Direct Deposit

Show the list of employees with their current payment method status

Click an employee to view/edit their bank accounts, split percentages

Navigate to Payroll → Disbursements → ACH & Check Printing

Click Generate ACH File to create the NACHA-format file for bank upload

Click Print Checks for non-DD employees

Show garnishment disbursements with agency and case number details

Same as #36 — focus on Print Checks button and check number auto-assignment

Show creating a manual check for hand-written check situations

Navigate to Disbursements, find the check to replace

Click Void & Replace, enter void reason (e.g., "Lost in mail")

Check "Issue replacement check" — new check is auto-generated with next number

Show the audit trail: original check → void record → replacement check

Navigate to Payroll → Time & Leave → PTO Accrual Policies

Show a policy with tenure-based tiers (e.g., 0-5 yrs: 10 days, 5-10 yrs: 15 days)

Navigate to Accrual Entries to show the running ledger

Navigate to GL & Accruals → Payroll Accruals and show PTO liability journal entries

Navigate to GL & Accruals → PTO Liability

Show PTO liability calculated at each employee's hourly rate, split by their fund allocations

Show the generated journal entry with separate debit lines per cost center

Navigate to Time & Leave → Accrual Entries

Select a terminating employee, click Process Termination Payout

System calculates: eligible hours × hourly rate = payout amount, zeros the balance

Navigate to Payroll → GL & Accruals → Payroll Accruals

Click Calculate Month-End — system creates draft accrual entries

Review the draft, then click Post to generate journal entries in GL

Show the Reverse capability for the next period's opening entries

Same as #37 — emphasize the three accrual types: salary payable, benefit payable, PTO liability

Show the full lifecycle: draft → post → reverse

Navigate to Settings → Gusto Integration to show the active connection

Navigate to Pay Stubs, open any paycheck to show the full tax breakdown

Explain: "Gusto maintains all federal, state, and local tax tables — automatic updates with legislative changes"

Navigate to Compliance & Tax → Tax Overrides

Click New Override, select "SUI", state "GA", enter new rate

Check "Retroactive" — system calculates the difference for prior periods

Navigate to Compliance & Tax → FLSA Calculator

Add multiple pay rates (e.g., base $25/hr for 40 hrs + stipend $500 for 10 hrs)

Click Calculate — shows blended rate, OT premium rate (1.5x), FLSA methodology explanation

Navigate to Compliance & Tax → W-2 / W-2C

Select tax year, show employee listing with wages and tax summary

Show Request W-2C button for corrections to previously issued W-2s

Navigate to Compliance & Tax → Quarterly Reports

Select year and quarter, show federal/state tax liability breakdown

Navigate to 1095-B/C Forms for ACA compliance

Navigate to Audit & Controls → Blackout Periods

Click Activate Blackout — show the banner appearing on the dashboard

Try to make a change (e.g., edit a salary) — show the system blocking it with a lockout message

Deactivate the blackout to restore normal access

Navigate to Audit & Controls → Overview

Click Run Pre-List Validation for the current payroll run

Show warnings (missing hours, new hires not onboarded, CCPA limit exceeded)

Resolve each finding with explanation, then mark as resolved

Navigate to Audit → Trial Runs, open a trial run

Show the side-by-side comparison: current vs. previous run totals

Highlight employees with >10% variance flagged in red

Navigate to Trial Runs, click Capture Trial

Show the snapshot: total gross, net, taxes, deductions summary cards

Review the employee-level detail, make adjustments, then Finalize

After payroll is processed, navigate to Audit → Overview

Click Post-Audit Report — shows exceptions (zero net pay, high deduction ratio)

Navigate to Audit Logs and filter by run, severity, or type

Navigate to Reports → Labor Costs

Show department breakdown: regular pay, overtime, benefits, taxes per department

Adjust date range (fiscal year, quarter, month) to show trending

Navigate to Reports → Overtime

Show employees sorted by highest OT hours with regular vs. OT breakdown

Navigate to Reports → YTD Summary

Show all 12 accumulator types: gross pay, federal tax, state tax, SS, Medicare, retirement, etc.

Toggle between YTD, QTD, and MTD views

Navigate to Reports → Hours & Wages Alignment

Show employees where effective hourly rate diverges from configured rate (flagged)

Navigate to Reports → Labor by Category

Show fund-level breakdown with regular pay, benefits, taxes per fund code

Navigate to Reports → Report Center

Select an employee to view their timeline — up to 24 pay periods of history

Show YTD summary cards: gross pay, net pay, federal tax, state tax, retirement, benefits

Show per-paycheck detail: gross, deductions, taxes, net, hours

Navigate to New Hire Onboarding

Show recent hires with progress bars (% complete of 10-step checklist)

Click Quick Onboard to create a new hire: name, email, start date, pay type, department

Check "Sync to Gusto" — system creates the employee in Gusto with full onboarding

Click into the new hire to show the 10-step checklist with completion status