CSD ERP HR & Payroll Walkthrough

City Schools of Decatur • RFP 26-001 • HR + Payroll Module

📋 8 Blocks 🔗 Click links to open pages ☑ Check off as you go

Block 1: Employee Foundation

New Hire Record from Talent Acquisition
Show how a new employee record is created — personal info, job assignment, department, pay group.
  1. Go to HR → Employees → Add Employee
  2. Fill basic info (name, SSN, DOB, address)
  3. Assign job title, department, start date, pay group
  4. Save — show the new profile page
+ New Employee Employee List
Employee History Drill-Down
Open an existing employee profile — show job history, salary history, documents, and audit trail.
  1. Click on an existing employee from the list
  2. Walk through tabs: Overview, Job History, Salary, Documents, Audit
  3. Show how every change is tracked with timestamps and who made it
Employee List
Corrections / Changes to Employee Record
Edit a field on the employee record — show effective dating and audit trail for the change.
  1. Edit a field (e.g., job title or department)
  2. Set an effective date
  3. Save — show the change in the audit / history tab
Employee List
New Hire Onboarding Checklist
Show the onboarding workflow — quick onboard form, progress tracking, checklist with action links, and Gusto sync.
  1. Go to HR → New Hire Onboarding
  2. Show recent hires grid with completion progress
  3. Click Quick Onboard — walk through the form (personal info, position, pay, direct deposit)
  4. Open a checklist — show linked action items and completion tracking
Onboarding Quick Onboard
Departments, Positions & Org Chart
Show organizational structure — departments, designations (job titles), and the visual org chart.
  1. Go to HR → Departments — show department list and hierarchy
  2. Go to HR → Positions — show designations / job titles
  3. Go to HR → Org Chart — show reporting structure visually
Departments Positions Org Chart
Position Control
Show how authorized positions are managed — budgeted headcount, filled vs vacant, fund allocation per position.
  1. Go to HR → Position Control
  2. Show position list with budgeted vs filled counts
  3. Open a position — show fund/account allocation and incumbent details
Position Control
Leave Management & Holidays
Show leave request workflow, leave types and quotas, and the company holiday calendar.
  1. Go to HR → Leave — show leave requests, approvals, and leave balances
  2. Go to HR → Holidays — show company holiday calendar
  3. Mention: leave quotas are configurable by leave type and employee
Leave Holidays
Shifts & Attendance
Show shift scheduling, attendance tracking with clock-in/out, and attendance reports.
  1. Go to HR → Shifts — show shift roster and scheduling
  2. Go to HR → Attendance — show daily attendance, clock-in/out times, late arrivals
  3. Mention: attendance integrates with payroll for hourly employees
Shifts Attendance
Appreciations & Background Checks
Show employee recognition awards and the background check tracking system.
  1. Go to HR → Appreciations — show awards given, award types, and recipient history
  2. Go to HR → Background Check — show background check status tracking for employees
Appreciations Background Checks

Block 2: Compensation & Direct Deposit

Direct Deposit Setup & Maintenance
Show how bank accounts are added, split deposits configured, and prenote status tracked.
  1. Open an employee → Direct Deposit tab
  2. Show existing bank accounts & split percentages
  3. Add a new account (routing, account #, type, allocation %)
Pick Employee
Salary Changes with Effective Dating & Attachments
Create a salary change, set effective date, attach board approval doc. Show salary history.
  1. Go to Payroll → Compensation → Salary Changes
  2. Click + New Salary Change
  3. Select employee, enter new salary, set effective date
  4. Attach supporting document (board approval letter)
  5. Save — show salary history timeline
Salary Changes
Pay & Deduction Codes, Taxation, GL Mapping
Show pay code configuration — how each code maps to tax treatment and GL accounts.
  1. Go to Payroll Settings → Pay Codes
  2. Show a pay code — name, type, tax treatment, GL account
  3. Show deduction codes similarly
Payroll Settings

Block 3: Time, Attendance & PTO

Projects & Task Management
Show how projects are set up and tasks are assigned to employees for time tracking and labor cost allocation.
  1. Go to HR → Time Management → Projects
  2. Show project list — status, members, budget, deadline
  3. Open a project — show task board, milestones, and team assignments
  4. Go to Tasks — show task list with assignees, due dates, priorities, and status
  5. Explain: “Tasks feed into timesheet entries for labor cost tracking by project/fund”
Projects Tasks
Timesheet & Time Logging
Show how employees log time against projects/tasks and how timesheets roll up for payroll and labor cost reporting.
  1. Go to HR → Time Management → Timesheet
  2. Show timesheet entries — employee, project, task, hours, date
  3. Show how time logs link to projects for labor cost allocation
  4. Mention: “Timesheets integrate with payroll for hourly employees and overtime calculation”
Timesheet
PTO Accrual Integration & Journal Entries
Show PTO accrual rules, current balances, and how accruals post to GL as journal entries per cost center.
  1. Go to HR → PTO — show accrual policies
  2. Open an employee — show PTO balance, accrual history
  3. Mention: “Accruals auto-post to GL by cost center”
PTO Dashboard
Overtime & Shift Differential by Employee
Manager view — show overtime hours worked, shift differential paid, per employee.
  1. Go to Reports → Overtime / Shift Differential
  2. Show by employee and by department views
OT Report
Manager Labor Cost View (Aggregate, by Pay Component)
Show how managers can see total labor costs broken down by base pay, overtime, stipends, benefits.
  1. Go to Reports → Labor Costs
  2. Show aggregate view & drill-down by component
Labor Costs

Block 4: Benefits & Deductions

Benefits Administration Dashboard
Show the central benefits hub — KPI cards, active plans, enrollment periods, and pending review queue.
  1. Go to HR → Employee Benefits
  2. Show KPI cards: Enrolled Employees, Active Elections, Monthly Employer Cost, Pending Review
  3. Walk through the Active Benefit Plans table — plan name, type (Health, Dental, Vision, Life, Retirement, FSA/HSA), program, enrollment count, employee & employer cost per month
  4. Show Enrollment Periods sidebar — open enrollment windows with dates and status
  5. Show Pending Review sidebar — qualifying life events awaiting HR approval
Benefits Admin Add Plan
Benefit Enrollment Events & Life Events
Show how employees are enrolled in benefits through qualifying events — new hire, open enrollment, marriage, birth, etc.
  1. Click New Enrollment Event from the benefits page
  2. Select an employee — system loads their eligible plans automatically
  3. Show the enrollment flow: select qualifying event, choose plans/options, submit
  4. Show the approval workflow: Submitted → Approved → Finalized
  5. Click All Events to show the enrollment event history
New Enrollment All Events
Employee Deduction Setup (Flat, Descending Balance, One-Time)
Show how deductions are configured — different types, frequencies, start/end dates, and arrears tracking.
  1. Go to Payroll → Deductions
  2. Show list of deduction types
  3. Open one — show flat amount, frequency, GL mapping
  4. Mention: descending balance (loan repayment) and one-time deduction options
Deductions
Garnishment Setup — Multiple Garnishments, Priority
Show how garnishments are set up with priority ordering, limits, and GL interface to Finance.
  1. Go to Payroll → Garnishments
  2. Show an employee with multiple garnishments
  3. Show priority order, max percentages, payee info
Garnishments
Withholding Lock for Garnished Employees
Show that employees with garnishments cannot change their own withholding allowances.
  1. On the same garnishment screen, point out the withholding lock indicator
  2. Explain: “System automatically prevents W-4 changes when active garnishments exist”
Garnishments

Block 5: Pre-Payroll Setup

Import Payroll Data from Excel / CSV
Upload a CSV with one-time payments or stipends. Show validation, error reporting, and processing.
  1. Go to Payroll → Payroll Processing → Import Data
  2. Download a template CSV (show correct headers)
  3. Upload a pre-filled CSV
  4. Show validation results — row-level errors, employee matching
  5. Process — show created Additional Payment records
Upload Import Import History
Mass Load from Excel (Pay, Deductions, Direct Deposit, YTD)
Show the same import flow supports bulk loading of various data types — same page, different template types.
  1. On the import page, show template dropdown: Pay, Deductions, Employee Data, Direct Deposit, YTD
  2. Mention: “Each template has the correct headers for that data type”
Upload Import
Additional Pay / Allowances (Stipends, Bonuses)
Create a stipend manually. Show the approval workflow: Pending → Approved → Included in payroll.
  1. Go to Payroll → Compensation → Additional Payments
  2. Click + Add Payment
  3. Fill: employee, type (stipend), amount, frequency (Per Pay Period), fund code
  4. Save — show status is Pending
  5. Approve the payment — status changes to Approved
  6. Explain: “Approved payments are auto-picked up by the next payroll run”
Additional Payments

Block 6: Running Payroll

Trial Payroll Run (Pre-list) — Gross/Net Calc & Reconciliation
Run a trial payroll. Show gross-to-net calculation, warnings, and reconciliation summary.
  1. Go to Payroll Dashboard
  2. Click New Payroll Run or open a trial run
  3. Show: gross pay, taxes, deductions, net pay per employee
  4. Show reconciliation summary & any warnings/exceptions
Payroll Dashboard
Current vs Previous Payroll Comparison
Show side-by-side comparison of this payroll run vs the previous one — flag changes and variances.
  1. On the payroll run detail, click Compare with Previous
  2. Show variance column — highlight employees with significant changes
Payroll Dashboard
Trial Payroll Adjustments
Make a correction in the trial run — adjust an employee’s hours or one-time payment — re-calc.
  1. In trial run, click an employee — edit hours or add one-time pay
  2. Re-calculate — show updated totals
Payroll Dashboard
Gross-Up Calculator
Quick demo — enter a desired net amount, system calculates required gross including all taxes.
  1. Go to Payroll → Compensation → Gross-Up Calculator
  2. Click New Gross-Up
  3. Enter desired net: $1,000 — system shows gross: ~$1,450
  4. Show the off-cycle run it creates
Gross-Up Calc Dashboard

Block 7: Post-Payroll & Compliance

Post Payroll Audit Reports
Show audit reports generated after payroll finalization — exceptions, variances, sign-off.
  1. Go to Payroll → Audit & Controls
  2. Show audit report for a completed run
  3. Show exception flags, variance alerts
Audit Reports
Create Paychecks, ACH File & Garnishment File
Show paycheck generation, ACH file download for bank, and garnishment remittance file.
  1. On a finalized run, click Generate Paychecks
  2. Show ACH file download
  3. Show garnishment file for third-party remittance
Paychecks
Payroll Blackout — Restrict Access During Processing
Activate blackout, show blocked actions, then deactivate. High-impact visual demo.
  1. Go to Payroll → Audit & Controls → Blackouts
  2. Click Activate Blackout — enter reason
  3. Show red banner: “PAYROLL BLACKOUT ACTIVE”
  4. Try to edit a salary — show the blocked error message
  5. Deactivate the blackout — show operations restored
Blackouts Audit Page
Tax & Compliance Dashboard
Show tax tables, FLSA compliance, W-2 management, quarterly reports — all from one hub.
  1. Go to Payroll → Compliance & Tax
  2. Walk through tabs: Tax Tables, Tax Overrides, FLSA, W-2s, Quarterly
  3. Mention: “Tax tables are auto-updated via Gusto integration”
Compliance Hub Tax Overrides FLSA W-2s

Block 8: Allocations, Retro Pay & Reports

Multi-Dept Pay & Fund Allocations
Show how an employee’s salary is split across departments / fund sources (e.g., 60% General Fund, 40% Title I Grant).
  1. Go to Payroll → Fund Allocations
  2. Open an employee with a split — show % allocation, fund codes, GL accounts
  3. Show how payroll journal entries reflect the split
Fund Allocations Journal Entries
Retro Pay Calculation
Show how the system calculates retroactive pay when a salary change is backdated.
  1. Go to Payroll → Retro Pay
  2. Show a retro calculation — original pay vs new pay, difference, periods affected
  3. Mention: “Automatically calculates based on effective-dated transactions”
Retro Pay
Hours/Wages Alignment — HR ↔ Finance / GL
Show how payroll data reconciles with GL — hours and wages match between HR and Finance.
  1. Go to Payroll Reports
  2. Show HR/Finance reconciliation report
  3. Highlight: no discrepancies between systems
Payroll Reports
Labor Reporting by Category (Certified vs Classified)
Show labor cost breakdown by employee category — certified (teachers) vs classified (staff).
  1. Go to Reports → Payroll Reports → Labor by Fund
  2. Show breakdown: certified vs classified
  3. Show drill-down by department, fund source
Labor by Fund
YTD, QTD, MTD Accumulators & Annual Reporting
Show year-to-date wage accumulators and annual reporting (W-2s, 1095, quarter-end).
  1. Go to Compliance → W-2s — show W-2 preview
  2. Go to Compliance → Quarterly — show FICA, multi-worksite
  3. Mention YTD/QTD/MTD accumulators on employee paycheck stubs
W-2s Quarterly