CSD ERP Demo - Payroll Test Checklist

1

Demonstrate the ability to complete a gross up for all payroll

Untested

Open Gross-Up Calculator View All Calculations Payroll Dashboard

Test Steps

Go to Payroll → Compensation → Gross-Up Calculator in sidebar, click "New Gross-Up"
Select any employee (e.g. Samantha Lowell or Bri Matthew)
Enter desired net amount (e.g. $200.00 or $500.00)
Select payment type: Bonus (or Stipend, Relocation, Award, Supplement)
Select tax method: Supplemental Flat Rate (22% Fed)
Click "Calculate" — the right panel shows Calculation Results with full tax breakdown
Verify the numbers match the formula: Gross = Net ÷ (1 - 0.3514)
Click "Save" — redirects to Gross-Up Detail page with status DRAFT
Click "Approve" — status changes to APPROVED
Click "Submit to Gusto" — status changes to SUBMITTED
Go to Payroll Dashboard → Recent Runs → Off-Cycle tab — verify the off-cycle run appears with correct Gross Pay and Net Pay
Click the eye icon to view the Payroll Run Detail — verify summary cards show correct Gross, Taxes, Net, and Employer Cost

Expected Calculation (for $500.00 net)

Desired Net Pay	$500.00
Calculated Gross	$770.89
Federal Tax (Supplemental 22%)	$169.60
State Tax (Georgia 5.49%)	$42.32
Social Security (6.2%)	$47.80
Medicare (1.45%)	$11.18
Total Employee Taxes	$270.90
Employer Costs
Employer FICA (6.2%)	$47.80
Employer Medicare (1.45%)	$11.18
Total Employer Cost	$829.87

2

Demonstrate the ability to load payroll data from a list or Excel template (e.g., one-time payments, stipends, benefit deductions)

Untested

Upload Import View All Imports Additional Payments

Test A: Import One-Time Payments via CSV

Go to Payroll → Payroll Processing → Import Data, click "Upload Import"
Select import type: One-Time Payments
Click "Download Template" — a CSV file downloads with the correct column headers
Open the template and fill in rows (see sample data below), save as CSV
Upload the filled CSV file and click "Upload & Validate"
System validates the file — review the detail page showing Total Rows, Successful, Errors
If validated, click "Process Import" to create the payment records
Go to Additional Payments page — verify the imported records appear with status Pending

Sample CSV Data — One-Time Payments

employee_id, email, amount, description, fund_code, account_code
[employee_id], samantha.lowell@csd.edu, 500.00, Year-End Bonus, 100, 6110
[employee_id], patricia.moore@csd.edu, 250.00, Stipend Q2, 100, 6110

Use actual employee IDs or emails from your system. Employee can be matched by employee_id, email, or employee_number.

Test B: Import Stipends via CSV

Go back to Import Data → Upload Import
Select import type: Stipends
Click "Download Template" — note the extra columns (frequency, effective_date, end_date)
Fill the template with stipend data, including frequency (per_pay_period, monthly, annual)
Upload, validate, and process
Verify stipend records appear in Additional Payments with correct frequency

Sample CSV Data — Stipends

employee_id, email, amount, description, frequency, fund_code, account_code, effective_date, end_date
[employee_id], samantha.lowell@csd.edu, 200.00, Media Specialist Stipend, per_pay_period, 100, 6110, 2026-01-01, 2026-06-30

Test C: Manual Additional Payment (without import)

Go to Payroll → Compensation → Additional Payments, click "Add Payment"
Select employee, payment type (Bonus), enter amount ($300), frequency (One-Time)
Add description, fund code, and account code
Click Save — payment created with status Pending
Click "Approve" on the row — status changes to Approved
Test "Bulk Approve" by selecting multiple pending payments and clicking Bulk Approve

Expected Result

CSV templates can be downloaded for each import type with correct headers. Uploaded files are validated (employee matching, numeric amounts) with row-level error reporting. Processed imports create Additional Payment records. Payments can also be created manually. Approval workflow: Pending → Approved → Included (in payroll). Approved payments are automatically picked up by the next payroll run.

Supported Import Types

One-Time Payments	Columns: employee_id, email, amount, description, fund_code, account_code
Stipends	Columns: + frequency, effective_date, end_date
Deductions	Columns: employee_id, deduction_code, amount, email, effective_date, end_date
YTD Adjustments	Columns: employee_id, adjustment_type, amount, email, description

Also Verify

Template download	Each import type generates a different CSV template with correct headers
Validation errors	Upload a file with bad data (missing employee, negative amount) — errors shown per row
Employee matching	Employees can be matched by ID, email, or employee number
Import history	All imports listed on the Import Data index page with status and row counts
Payment types	Manual form supports: Stipend, Bonus, Allowance, Supplement, One-Time, Semi-Annual
Frequencies	One-Time, Per Pay Period, Monthly, Semi-Annual, Annual

3

Demonstrate the ability to process additional pay or allowances

Untested

Add Payment View All Payments

Test A: Create Additional Pay Manually

Go to Payroll → Compensation → Additional Payments, click "+ Add Payment"
Select employee: Samantha Lowell
Payment type: Stipend
Amount: $150.00
Frequency: Per Pay Period (recurring each payroll)
Description: Media Specialist Stipend
Set effective date: 2026-01-01, end date: 2026-06-30
Add fund code: 100, account code: 6110
Click Save — payment created with status Pending

Test B: Create Different Payment Types

Create a Bonus for Bri Matthew — $500, One-Time frequency
Create an Allowance for Lauren David — $75/month, Monthly frequency
Create a Supplement for Marcus Thompson — $200, Per Pay Period
Verify all 4 new payments appear in the list with correct types and status Pending

Test C: Approve Payments

On the Additional Payments list, click the action menu (⋮) on Samantha's stipend and select Approve
Status changes from Pending to Approved
Select checkboxes on the remaining 3 pending payments
Click "Bulk Approve Selected" — all selected change to Approved

Test D: Edit and Delete

Click edit on any payment — change the amount, verify it saves correctly
Create a test payment, then delete it — verify it's removed from the list

Expected Result

System supports creating additional payments (stipends, bonuses, allowances, supplements) with different frequencies (one-time, per pay period, monthly, semi-annual, annual). Each payment goes through an approval workflow: Pending → Approved. Approved payments are automatically included in the next payroll run. Supports individual and bulk approval, editing, and deletion. Fund codes and GL accounts can be assigned for proper accounting.

Supported Payment Types

Stipend	Regular supplemental pay (e.g., department lead, media specialist)
Bonus	One-time or recurring bonus payment
Allowance	Ongoing allowance (e.g., car allowance, phone allowance)
Supplement	Supplemental pay for extra duties
One-Time Payment	Single occurrence payment tied to a specific pay period
Semi-Annual	Payment processed every 6 months

Supported Frequencies

One-Time	Single payment in a specific pay period
Per Pay Period	Every payroll run (biweekly/semi-monthly)
Monthly	Once per month
Semi-Annual	Every 6 months
Annual	Once per year

Also Verify

Filter by type	Use the "All Types" dropdown to filter by Stipend, Bonus, etc.
Filter by status	Use the "All Statuses" dropdown to filter Pending vs Approved
Fund/GL codes	Fund Code, Account Code, GL Debit, GL Credit fields save and display correctly
Date range	Effective and end dates control when recurring payments are active

4

Demonstrate how the system vendor maintains all tax and legislative requirements, tables and payroll functionality

Untested

Compliance Dashboard Tax Overrides FLSA Calculator W-2 Forms Quarterly Reports

Test A: Compliance Dashboard Overview

Go to Payroll → Compliance & Tax in the sidebar
Verify the dashboard shows: active SUI rate, active override count, current tax year, current quarter
Review the quick-link cards to W-2, 1095, Tax Overrides, FLSA, Quarterly Reports

Test B: Tax Rate Tables & Overrides

Click Tax Overrides (or navigate via sidebar)
Click "New Override"
Select tax type: SUI (State Unemployment Insurance)
Enter new rate: 2.70% (Georgia SUI), effective date: 2026-01-01
Click Save — system calculates retroactive adjustment if previous rate exists
View the override detail — shows rate, effective/expiration dates, retroactive amount, status
Try creating overrides for other types: FUTA, Workers Comp, Local Tax

Test C: Built-in Tax Rates (Gross-Up Calculator)

Go to Gross-Up Calculator → New Calculation
After calculating, scroll to Applied Rates section to see all maintained rates
Verify the system maintains current federal, state, and FICA rates (see table below)

Test D: FLSA Blended Rate Calculator

Click FLSA Calculator link
Select an employee and pay period
System calculates the blended overtime rate (regular rate × 1.5) across all compensation types
Verify the calculation accounts for salary + any additional payments

Test E: W-2 and 1095 Forms

Click W-2 Forms — shows employee W-2s by year with wages, federal/state tax
Click 1095 Forms — shows ACA compliance forms (1095-B/C) with coverage months
Click Quarterly Reports — shows federal, state, and FICA tax liability by quarter

System-Maintained Tax Rates (2025-2026)

Federal Supplemental Rate	22% (IRS flat rate for supplemental payments under $1M)
Georgia State Tax	5.49% (GA flat rate, effective 2024)
Social Security (Employee)	6.2% — wage base cap: $168,600
Medicare (Employee)	1.45% + additional 0.9% above $200,000
Georgia TRS (Employee)	6.0% (Teachers Retirement System)
Georgia TRS (Employer)	19.81%
GA SUI Wage Base	$9,500

Tax Override Types

SUI	State Unemployment Insurance — company-specific rate with retroactive adjustment
FUTA	Federal Unemployment Tax Act
Local	Local/Municipal taxes by jurisdiction
Supplemental	Supplemental withholding rate overrides
Workers Comp	Workers' compensation rates

Expected Result

The system maintains all current federal, Georgia state, FICA, Medicare, and TRS tax rates as built-in constants, automatically applied during payroll calculations and gross-up processing. Tax overrides allow administrators to set company-specific or employee-specific rates for SUI, FUTA, local taxes, workers comp, and supplemental withholding — with retroactive adjustment calculations. Compliance features include W-2/W-2C generation, 1095-B/C ACA forms, FLSA blended overtime rate calculator, and quarterly tax liability reporting. The Gusto payroll integration ensures tax tables stay current with IRS and state updates.

Also Verify

SS wage base cap	Gross-up calculator sets SS to 0% if employee YTD exceeds $168,600
Additional Medicare	Extra 0.9% Medicare kicks in above $200,000 YTD
Retroactive SUI	When SUI rate changes, system calculates retroactive adjustment amount
Override scope	Overrides can be company-wide or specific to one employee
Gusto sync	Tax tables updated via Gusto integration — federal/state rates maintained by payroll provider

5

Demonstrate the ability to restrict access during payroll blackout (e.g., what is not able to be accessed / updated while payroll is processing)

Untested

Audit & Controls Dashboard Blackout Periods Salary Changes Deduction Codes

Test A: Activate Payroll Blackout

Go to Payroll → Adjustments & Corrections → Audit & Controls
Click "Activate Blackout" button
Enter a reason: "Biweekly payroll processing in progress"
Confirm activation — dashboard shows red "PAYROLL BLACKOUT ACTIVE" banner
Note the start time and reason displayed

Test B: Verify Restrictions Are Enforced

Navigate to Salary Changes — try to create a new salary change → should be BLOCKED with error message
Navigate to Deduction Codes — try to create or edit a deduction code → should be BLOCKED
Verify you can still view/read salary changes and deduction codes (GET requests are allowed)
The error message should say: "This action is blocked during payroll processing. Reason: Biweekly payroll processing in progress"

Test C: View Blackout History

Go to Blackout Periods page
Verify the active blackout appears with status, start time, reason, and who activated it

Test D: Deactivate Blackout

Go back to Audit & Controls dashboard
Click "Deactivate Blackout" on the active blackout banner
Dashboard changes to "OPEN" status
Now retry the salary change or deduction edit — should be ALLOWED again
Check Blackout Periods page — the deactivated blackout shows end time and who deactivated it

Expected Result

When a payroll blackout is activated, the system blocks all write operations on sensitive payroll data (salary changes, deduction modifications, benefit changes) while still allowing read-only access. Users see a clear error message explaining why the action is blocked. The blackout can be activated with a reason, tracks who activated/deactivated it, and maintains a full history. Once deactivated, all operations are restored immediately.

What Gets Blocked During Blackout

Salary Changes	Create, approve, apply, reject, and mass step increments are blocked
Deduction Edits	Create, update, and delete deduction codes are blocked
Benefit Changes	Create and update benefits and benefit enrollment events are blocked
New Hire Setup	New hire onboarding can be restricted during blackout

What Remains Accessible (Read-Only)

Viewing salary schedules and changes	GET requests are never blocked
Viewing deduction codes	List and detail views remain accessible
Payroll dashboard and reports	Full read access maintained
Employee directory	View-only access continues

Also Verify

Error message	Includes the blackout reason in the error response
HTTP 423	AJAX requests return HTTP 423 (Locked) status code
Audit trail	Blackout history shows activated_by, deactivated_by, timestamps
Immediate effect	Blackout takes effect instantly — no page refresh needed for enforcement

6

Demonstrate how changes to salaries are documented and processed using effective dating and change documentation attachments

Untested

New Salary Change All Salary Changes Salary Schedules

Test A: Create a Salary Change with Effective Dating

Go to Payroll → Compensation → Salary Changes, click "+ New Salary Change"
Select employee: Samantha Lowell
Current salary displays automatically
Enter new annual salary: $62,000
Change reason: Annual Step Increment
Set effective date: 07/01/2026 (future-dated)
Set board approval date: 06/15/2026
Select schedule, enter new step & lane if applicable
Add fund code: 100, account code: 6110
Add notes: "Annual step increment per CBA schedule"
Click Create Request — status should be Pending

Test B: Retro Pay Calculation

Create another salary change for Marcus Thompson
New salary: $58,000, effective date: 03/01/2026 (past date)
Check "Calculate Retro Pay" checkbox
System should calculate retro pay owed since effective date
Review the retro pay amount shown before submitting
Click Create Request

Test C: Approval Workflow

On the Salary Changes list, find Samantha's pending request
Click Approve — status changes to Approved
Click Apply — status changes to Applied and employee's salary is updated
Navigate to the employee's profile and verify salary reflects $62,000 (or will on effective date)

Test D: Mass Step Increment

On the Salary Changes page, click "Mass Step Increment"
Select a salary schedule and effective date
System generates salary change requests for all employees on that schedule
Review and bulk approve the generated requests

Test E: Change Documentation & History

View any salary change detail — verify it shows: old salary, new salary, % change, effective date, board approval date, reason, notes, who requested, who approved
Check that the change history is maintained as an audit trail
Verify rejected changes also remain in history with rejection reason

Expected Result

Salary changes support effective dating (future or past), retro pay calculation for backdated changes, board approval tracking, fund/GL accounting, and a full approval workflow (Pending → Approved → Applied). Mass step increments allow bulk salary adjustments by schedule. Every change is documented with old/new values, reason, dates, and approver for complete audit trail.

Change Reasons

Annual Step Increment	Step advancement per salary schedule
Lane Change	Education/certification-based lane move
Promotion	Position-based salary increase
Market Adjustment	Competitive market rate alignment
Reclassification	Job reclassification to different pay grade
Board Approved Raise	Board-approved compensation change
Correction	Salary correction/error fix

Also Verify

Effective dating	Future-dated changes are stored but not applied until effective date
Retro pay	Backdated changes auto-calculate retro pay owed
Board approval date	Separate field tracks when board approved the change
Reject workflow	Rejected changes saved with rejection reason, remain in history
Fund accounting	Fund code and account code assigned to the salary change

7

Demonstrate the ability to pay an employee across multiple process levels (e.g., departments, cost centers)

Untested

Fund Allocations Position Control Payroll Reports

Test A: View Fund Allocations for an Employee

Go to Payroll → Payroll Processing → Fund Allocations
Find an employee who works across multiple departments (e.g., a teacher who also coaches)
Verify the allocation shows multiple fund codes / cost centers with percentage splits
Example: 60% General Fund (100) + 40% Title I Grant (220)

Test B: Create a Multi-Department Allocation

Click "Add Allocation" or edit an existing employee's allocation
Select employee: Lauren David
Add allocation line 1: Fund 100 (General), Account 6110, 70%
Add allocation line 2: Fund 220 (Title I), Account 6110, 30%
Verify total = 100% — system should enforce this
Click Save

Test C: Verify Payroll Run Uses Allocations

Go to Payroll Dashboard and view a completed payroll run
Check the employee's paycheck detail or Journal Entries
Verify the salary was split across the allocated cost centers (70/30)
Each allocation line should appear as a separate GL journal entry

Test D: Labor Cost Report by Department

Go to Reports → Payroll Reports → Labor by Category
Verify the report shows labor cost broken down by fund code / department
Confirm split-funded employees appear correctly in each department's total

Expected Result

The system supports paying an employee across multiple departments, cost centers, or fund sources via fund allocations. Each employee can have percentage-based splits (must total 100%) across different fund codes and GL accounts. During payroll processing, the salary is automatically distributed per the allocation. Journal entries and labor reports reflect the multi-department split accurately.

Example: Multi-Department Split

Employee	Lauren David — $55,000/year
Fund 100 (General)	70% = $38,500 — GL 6110
Fund 220 (Title I)	30% = $16,500 — GL 6110
Per Paycheck (biweekly)	$1,480.77 from Fund 100 + $634.62 from Fund 220

Also Verify

100% validation	System rejects allocations that don't total 100%
Multiple cost centers	Support 2+ fund codes per employee
GL journal entries	Each fund allocation generates a separate journal entry line
Reporting	Labor by Category report shows correct split across departments
Position control	Positions can be linked to specific fund/department combos

8

Demonstrate how payroll process handles employee salary splits / labor cost allocations (e.g., grant vs. other funding source)

Untested

Fund Allocations Journal Entries Labor by Fund Report

Test A: Set Up a Grant-Funded Salary Split

Go to Fund Allocations
Select or add employee: Marcus Thompson
Create a split allocation:
Line 1: Fund 100 (General Fund), Account 6110, 50%
Line 2: Fund 330 (Title III Grant), Account 6110, 30%
Line 3: Fund 450 (ESSER Grant), Account 6110, 20%
Verify the total equals 100% and click Save

Test B: Verify Split in Payroll Processing

Run or view a payroll that includes Marcus Thompson
Open his paycheck detail
Verify the gross pay is distributed:
   50% charged to Fund 100
   30% charged to Fund 330
   20% charged to Fund 450
Employer taxes and benefits should also be split proportionally

Test C: Journal Entries for Split Funding

Go to GL & Accruals → Journal Entries
Find the payroll journal entry for the run
Verify 3 separate debit lines for Marcus — one per fund code
Each line should show the correct amount (50/30/20 of gross)

Test D: Labor by Fund Report

Go to Payroll Reports → Labor by Category
Verify Marcus appears in all 3 funds with correct proportional amounts
Verify fund totals aggregate correctly across all employees

Expected Result

Employee salary splits allow distributing pay across multiple funding sources (general fund, grants, federal programs). The allocation is percentage-based and must total 100%. During payroll, gross pay, employer taxes, and benefits are all split proportionally. GL journal entries show separate debit lines per fund. The Labor by Fund report accurately reflects multi-source funding. This is critical for Title I, Title III, ESSER, and other grant-funded positions.

Example: 3-Way Grant Split ($56,000/yr)

Fund 100 (General)	50% = $28,000/yr — $1,076.92/pay period
Fund 330 (Title III)	30% = $16,800/yr — $646.15/pay period
Fund 450 (ESSER)	20% = $11,200/yr — $430.77/pay period
Employer TRS (19.81%)	Also split: $5,546.80 / $3,328.08 / $2,218.72

Also Verify

3+ fund splits	System supports more than 2 allocation lines
Tax proportionality	Employer taxes (SS, Medicare, TRS) split same as salary
Mid-period changes	Allocation changes during a pay period handled correctly
Grant reporting	Reports can filter labor costs by specific grant/fund code
Audit trail	Allocation changes are logged with who changed and when

9

Demonstrate the ability to set up new garnishments and to allow multiple garnishments with all garnishments interfaced to Finance

Untested

Garnishments Journal Entries

Test A: Create a Child Support Garnishment

Go to Payroll → Deductions → Garnishments
Click "+ Add Garnishment"
Select employee: Marcus Thompson
Garnishment type: Child Support
Amount: $350.00 per pay period
Case number: CS-2026-1234
Payee: DeKalb County CSEA
Enter effective date: 01/01/2026
Set max disposable earnings cap: 50% (federal limit for child support)
Add fund code / GL account for the liability
Click Save

Test B: Add a Second Garnishment (Same Employee)

Still on Marcus Thompson, click "+ Add Garnishment" again
Type: Tax Levy (IRS)
Amount: $200.00 per pay period
Case/reference: IRS-2026-5678
Priority: 2 (child support takes priority = 1)
Click Save
Verify both garnishments appear on Marcus's profile with correct priority order

Test C: Add Other Garnishment Types

Create a Student Loan garnishment for Samantha Lowell — $150/pay period
Create a Creditor/Judgment garnishment for Bri Matthew — 25% of disposable income
Verify each shows correct type, amount/percentage, and status Active

Test D: Verify Garnishment Priority & Limits

View Marcus's garnishment summary — child support at priority 1, tax levy at priority 2
Verify the system respects the disposable earnings cap:
   Child support: up to 50-65% of disposable
   Tax levy: remaining after child support
   Total cannot exceed legal maximum

Test E: Finance Interface — GL Journal Entries

View a payroll run that includes garnished employees
Go to GL & Accruals → Journal Entries
Verify garnishment deductions appear as liability entries (credit to garnishment payable)
Each garnishment type should map to a separate GL account
Verify the disbursement side: when garnishment is remitted to payee, a debit clears the liability

Expected Result

The system supports creating multiple garnishments per employee with different types (child support, tax levy, student loan, creditor judgment). Each garnishment has a priority order, amount or percentage, case number, payee, effective/end dates, and disposable earnings cap. Multiple garnishments are processed in priority order respecting federal/state limits. All garnishments interface to Finance via GL journal entries — deductions create liability entries, and remittances clear them.

Garnishment Types

Child Support	Priority 1 — up to 50-65% disposable income
Tax Levy (IRS/State)	Priority 2 — per IRS Form 668-W calculation
Student Loan	Priority 3 — up to 15% disposable income
Creditor/Judgment	Priority 4 — up to 25% disposable income
Bankruptcy	Per court order amount

Also Verify

Multiple garnishments	System handles 2+ active garnishments with priority ordering
Disposable income cap	Total garnishments cannot exceed legal limits on disposable earnings
GL interface	Each garnishment creates a liability entry in the general ledger
Payee tracking	Garnishment payee (court, agency) is tracked for disbursement
End date / total cap	Garnishments auto-stop when end date or total amount reached
Audit trail	All garnishment setup, changes, and payments are logged

10

Demonstrate the employee deduction set up process including how multiple deduction types (e.g., descending balance, flat, one-time) are maintained

Untested

Deduction Codes Employee Benefits

Test A: Create a Flat-Amount Deduction Code

Go to Payroll → Deductions → Deduction Codes
Click "+ Add Deduction Code"
Name: Health Insurance - Employee
Code: HLTH-EE
Category: Benefits - Health
Calculation type: Flat Amount
Default amount: $275.00 per pay period
Pre-tax: Yes (Section 125 / Cafeteria Plan)
GL Debit: 6210 (Benefits Expense), GL Credit: 2110 (Benefits Payable)
Click Save

Test B: Create a Percentage-Based Deduction

Click "+ Add Deduction Code"
Name: 403(b) Retirement
Code: RET-403B
Category: Retirement
Calculation type: Percentage of Gross
Rate: 6%
Pre-tax: Yes
Annual max: $23,500 (IRS 403b limit 2025)
Click Save

Test C: Create a Descending Balance Deduction

Click "+ Add Deduction Code"
Name: Laptop Payback
Code: EQUIP-LAPTOP
Category: Other - Post Tax
Calculation type: Descending Balance
Amount per period: $50.00
Total balance: $1,200.00
Pre-tax: No
Click Save
Verify the system shows remaining balance = $1,200 and calculates stop date (~24 pay periods)

Test D: Create a One-Time Deduction

Click "+ Add Deduction Code"
Name: Uniform Purchase
Code: UNIFORM-1X
Category: Other - Post Tax
Calculation type: One-Time
Amount: $85.00
Pre-tax: No
Click Save
Verify the deduction is set to process only once then auto-deactivate

Test E: Assign Deductions to Employees

Navigate to an employee's benefit/deduction profile (or Employee Benefits page)
Assign HLTH-EE (health) and RET-403B (retirement) to Samantha Lowell
Assign EQUIP-LAPTOP (descending balance) to Marcus Thompson
Assign UNIFORM-1X (one-time) to Lauren David
Verify each employee's deduction summary shows the correct type, amount, and remaining balance (for descending)

Test F: Verify Deductions in Payroll

View a payroll run / paycheck that includes these employees
Verify:
   Samantha: $275 health + 6% of gross for 403(b) deducted pre-tax
   Marcus: $50 laptop deducted post-tax, remaining balance decremented
   Lauren: $85 uniform deducted once, deduction auto-completed

Expected Result

The system supports multiple deduction calculation types: Flat Amount (fixed $ per period), Percentage of Gross (% with optional annual cap), Descending Balance (fixed $ per period against a total balance that decrements to zero), and One-Time (single deduction then auto-stops). Each deduction code includes pre/post-tax classification, GL account mapping, category, and can be assigned to individual employees. Descending balance deductions track remaining balance and auto-stop when paid in full. One-time deductions process once and deactivate.

Deduction Calculation Types

Flat Amount	Fixed dollar amount per pay period (e.g., $275/period for health insurance)
Percentage of Gross	Percentage of gross pay (e.g., 6% for 403b), with optional annual maximum
Descending Balance	Fixed amount deducted each period against a total balance (e.g., $50/period against $1,200 laptop)
One-Time	Single deduction processed once then auto-deactivated

Deduction Categories

Benefits - Health	Medical, dental, vision (typically pre-tax Sec. 125)
Benefits - Life	Life insurance, AD&D
Retirement	403(b), 457, TRS (pre-tax)
HSA/FSA	Health savings / flexible spending (pre-tax)
Other - Pre Tax	Parking, transit (pre-tax)
Other - Post Tax	Equipment payback, uniforms, union dues

Also Verify

Pre-tax vs Post-tax	Pre-tax deductions reduce taxable income; post-tax do not
Annual max	Percentage deductions respect annual maximum (e.g., $23,500 for 403b)
Descending balance	Remaining balance decrements each period, stops at $0
One-time auto-stop	One-time deductions process once then status changes to Completed
GL mapping	Each deduction code maps to GL debit (expense) and credit (payable) accounts
Multiple deductions	Employees can have multiple active deductions of different types simultaneously

11

Demonstrate the ability to process substitute payroll sourced from a third-party substitute system (e.g., AESOP / Frontline)

Untested

Substitute Payroll Import Data

Test A: View Substitute Payroll Module

Go to Payroll → Payroll Processing → Substitute Payroll
Verify the page shows integration options for Frontline (AESOP)
Review the import format: employee ID, absence date, hours, daily rate, school/location

Test B: Import Substitute Data via CSV

Click "Import Substitute Data" or go to Import Data
Download the substitute payroll template
Fill in sample data: substitute name/ID, absent teacher, date, hours worked, daily rate
Upload the CSV — system validates employee matching and calculates pay
Review the imported records — each shows substitute, school, hours, and calculated pay

Test C: Process Substitute Pay

Select imported substitute records for a pay period
Verify each record shows: substitute name, absent teacher, date, hours, rate, total pay
Approve the batch — records are included in the next payroll run
Check that substitute pay appears on the payroll run as separate line items

Expected Result

The system accepts substitute payroll data from third-party systems (Frontline/AESOP) via CSV import. Each record captures the substitute, absent employee, date, hours, and daily rate. Imported records are validated, reviewed, and then included in payroll processing. Substitute pay is tracked separately with its own fund code/GL accounting.

Sample Import Fields

substitute_id	Employee ID or email of the substitute
absent_employee_id	Employee who was absent
absence_date	Date of the absence
hours	Hours worked by substitute
daily_rate	Pay rate for the substitute
location	School or cost center
fund_code	Fund to charge for substitute pay

12

Demonstrate the ability to process semi-annual payroll (e.g., athletic supplements paid twice a year)

Untested

Add Payment All Payments

Test A: Create a Semi-Annual Athletic Supplement

Go to Payroll → Compensation → Additional Payments, click "+ Add Payment"
Select employee: Marcus Thompson (Football Coach)
Payment type: Supplement
Amount: $3,000.00 (per payment)
Frequency: Semi-Annual
Description: "Head Football Coach Supplement - FY26"
Effective date: 07/01/2025, End date: 06/30/2026
Fund code: 100, Account: 6150
Click Save

Test B: Verify Semi-Annual Frequency

View the payment in the list — frequency shows Semi-Annual
Verify the system will process this payment twice per year (e.g., December and June)
Check that the total annual amount = $3,000 × 2 = $6,000

Expected Result

The system supports semi-annual payment frequency for athletic and academic supplements. Payments are configured with a per-payment amount and semi-annual frequency, processing twice per year. Each supplement can have its own fund code and GL account for proper cost center tracking. The approval workflow (Pending → Approved) ensures oversight before payments process.

Common Semi-Annual Supplements

Head Football Coach	$3,000 × 2 = $6,000/yr
Band Director	$2,500 × 2 = $5,000/yr
Department Chair	$1,500 × 2 = $3,000/yr
Assistant Coach	$1,000 × 2 = $2,000/yr

13

Demonstrate ability to handle retro pay by date entry to calculate correct pay amounts

Untested

Retro Pay New Salary Change

Test A: Create a Backdated Salary Change with Retro Pay

Go to Salary Changes → New Salary Change
Select employee: Lauren David
New salary: $58,000 (increase from current)
Reason: Promotion
Effective date: 01/01/2026 (backdated ~3 months)
Check "Calculate Retro Pay" checkbox
System auto-calculates the retro amount owed from effective date to today
Click Create Request

Test B: Review Retro Calculation

View the salary change detail
Verify the retro pay section shows:
   Old per-period amount vs. new per-period amount
   Number of pay periods since effective date
   Total retro pay owed = (new - old) × # periods
Approve and apply the change

Test C: View Retro Pay Records

Go to Payroll → Adjustments & Corrections → Retro Pay
Verify the retro pay record appears with correct employee, amount, and source salary change
Status should be Pending — waiting to be included in next payroll run

Expected Result

When a salary change has a past effective date and "Calculate Retro Pay" is checked, the system automatically calculates the difference between old and new pay rates for all pay periods between the effective date and today. The retro amount is created as a separate retro pay record that gets included in the next payroll run as a one-time adjustment.

Example Retro Calculation

Old Salary	$52,000/yr = $2,000/biweekly
New Salary	$58,000/yr = $2,230.77/biweekly
Difference	$230.77 per pay period
Periods (Jan 1 → Apr 10)	~7 biweekly periods
Total Retro	$230.77 × 7 = ~$1,615.39

14

Demonstrate ability for automatic retro calculations on effective-dated transactions

Untested

New Salary Change Retro Pay

Test A: Automatic Retro on Mass Step Increment

Go to Salary Changes and click "Mass Step Increment"
Select a schedule and set effective date to a past date (e.g., 01/01/2026)
Click Generate Requests
Verify each generated request automatically has retro pay calculated
The retro column in the table should show the calculated retro amount

Test B: Automatic Retro on Individual Salary Change

Create a new salary change with effective date in the past
Check "Calculate Retro Pay"
System should automatically calculate the retro amount without manual entry
Verify the calculation: (new biweekly - old biweekly) × number of elapsed pay periods

Test C: Retro Pay Automatically Queued

After approving and applying a retro salary change, go to Retro Pay
Verify a retro pay record was automatically created (no manual entry needed)
The record links back to the originating salary change
Status is Pending — ready for inclusion in next payroll run

Expected Result

When any effective-dated transaction (salary change, step increment, COLA) has a past effective date, the system automatically calculates retro pay without manual intervention. The retro amount is based on the difference between old and new rates multiplied by elapsed pay periods. A retro pay record is auto-created and queued for the next payroll run. This works for both individual changes and mass step increments.

15

Demonstrate ability to support US / Georgia SUI state override options with retroactive tax calculation

Untested

Compliance Dashboard Tax Overrides

Test A: View Current SUI Rate

Go to Finance → Other → Compliance & Tax
Verify the dashboard shows the current Georgia SUI rate
Note the current rate (e.g., 2.64%) and wage base ($9,500)

Test B: Create a SUI Rate Override

Go to Tax Overrides, click "New Override"
Tax type: SUI (State Unemployment Insurance)
New rate: 2.70%
Effective date: 01/01/2026 (backdated to start of year)
Click Save

Test C: Verify Retroactive Calculation

After saving the override, check the detail page
System should show a retroactive adjustment amount
Calculation: for each employee who earned below the $9,500 wage base since Jan 1, compute (new rate - old rate) × taxable wages
The adjustment should appear as a pending tax correction

Expected Result

The system supports Georgia SUI rate overrides with retroactive calculation. When a new SUI rate is entered with a past effective date, the system automatically calculates the tax difference for all affected payroll periods. The retroactive amount accounts for the $9,500 wage base cap and only adjusts employees who had taxable SUI wages during the affected period.

Georgia SUI Details

Wage Base	$9,500 (2025-2026)
Rate Range	0.04% to 8.10% (experience-rated)
New Employer Rate	2.64%
Override Scope	Company-wide — applies to all employees
Retro Calc	(New Rate - Old Rate) × taxable wages per employee since effective date

16

Demonstrate the ability to integrate PTO accrual within HR with automated PTO journal entries within the ledger for each cost center

Untested

PTO Accrual Policies Accrual Entries PTO Liability Journal Entries

Test A: View PTO Accrual Policies

Go to HR → Time Management → PTO Accrual Policies
Verify policies exist (e.g., Vacation, Sick Leave, Personal Days)
Check each policy shows: accrual rate, frequency, max balance, carryover limit

Test B: View Accrual Entries

Click Accrual Entries
Verify entries show: employee name, accrual type, hours accrued, date, running balance
Check that accruals happen automatically per pay period

Test C: PTO Liability Report

Go to GL & Accruals → PTO Liability
Verify the report shows total PTO liability in dollars (hours × hourly rate) by employee
Check that liability is broken down by cost center / fund code

Test D: Journal Entries for PTO Accruals

Go to GL & Accruals → Journal Entries
Filter for PTO-related entries
Verify each accrual creates a journal entry:
Debit: PTO Expense (by cost center)
Credit: PTO Liability (accrued vacation payable)
For split-funded employees, verify the entry is distributed across cost centers

Expected Result

PTO accruals are integrated within HR and automatically generate GL journal entries. Each accrual policy defines the rate, frequency, and limits. When PTO accrues each pay period, the system creates journal entries debiting PTO expense and crediting PTO liability, split by cost center for multi-funded employees. The PTO Liability report shows the total dollar value of accrued PTO across the organization.

17

Demonstrate the ability to mass load information from Excel templates (pay, deductions, employee data, direct deposit, YTD adjustments)

Untested

Import Data New Import

Test A: Download Templates for Each Import Type

Go to Payroll → Payroll Processing → Import Data, click "New Import"
Select import type: One-Time Payments — click Download Template
Switch to Stipends — click Download Template
Switch to Deductions — click Download Template
Switch to YTD Adjustments — click Download Template
Verify each template has correct headers and pre-filled sample employee data

Test B: Mass Import One-Time Payments

Fill in the One-Time Payments template with 5+ rows of test data
Upload the CSV — system validates each row
Review validation results: green rows = valid, red = errors
Click Process — records created as Additional Payments

Test C: Mass Import Deductions

Fill in the Deductions template: employee_id, deduction_code, amount
Upload and validate
Process — deductions assigned to employees

Test D: Mass Import YTD Adjustments

Fill in the YTD Adjustments template: employee_id, adjustment_type, amount
Upload and validate — useful for mid-year system transitions
Process — YTD balances updated for each employee

Expected Result

The system supports mass loading data from CSV/Excel templates for multiple data types: one-time payments, stipends, deductions, and YTD adjustments. Each type has a downloadable template pre-populated with company employee data. Upload validates each row (employee matching, data types, required fields) with per-row error reporting. Processed imports create the appropriate records and appear in import history.

Supported Import Types

One-Time Payments	employee_id, email, amount, description, fund_code, account_code
Stipends	+ frequency, effective_date, end_date
Deductions	employee_id, deduction_code, amount, effective_date, end_date
YTD Adjustments	employee_id, adjustment_type, amount, description

18

Demonstrate the ability to ensure withholding allowances cannot be changed by an employee with a garnishment that would be affected

Untested

Garnishments

Test A: Verify Withholding Lock on Garnished Employee

Go to Garnishments — find an employee with an active Tax Levy garnishment
Note the "Withholding Locked" flag is set to Yes
This prevents the employee from modifying their W-4 withholding allowances

Test B: Test Employee Self-Service Restriction

Log in as the garnished employee (or simulate their view)
Navigate to tax withholding / W-4 settings
The form should be locked / read-only with a message explaining why
Expected message: "Your withholding settings are locked due to an active garnishment. Contact payroll for changes."

Test C: Admin Override

As an admin, view the garnishment detail
Verify the "Withholding Locked" toggle is visible
Admin can unlock if needed (e.g., after garnishment ends)
When garnishment status changes to Completed, lock should auto-release

Expected Result

When an employee has an active garnishment (especially tax levies), the system automatically locks their withholding allowances to prevent manipulation that could reduce the garnishment amount. The "Withholding Locked" flag is set on the garnishment record. Employees see a read-only view of their W-4 settings with an explanation. Admins can manually override the lock, and it auto-releases when the garnishment is completed.

Lock Behavior by Garnishment Type

Tax Levy (IRS)	Withholding always locked — per IRS rules
Child Support	Withholding locked by default (admin can override)
Student Loan / Creditor	Withholding not locked unless admin enables

19

Demonstrate the ability for managers to view labor costs in aggregate, by pay component

Untested

Labor Costs Report Labor by Category Report Center

Test A: View Aggregate Labor Costs

Go to Reports → Payroll Reports (or use link above)
Click Labor Costs report
Verify the report shows total labor costs for the selected period
Check the aggregate breakdown by pay component:
   Base Salary / Regular Pay
   Employer Taxes (SS, Medicare, SUI, FUTA)
   Employer Benefits (Health, Retirement, TRS)
   Supplements & Stipends
   Overtime

Test B: Filter by Department / Cost Center

Use the department or fund code filter
Verify labor costs update to show only the selected department
Compare totals across departments

Test C: Labor by Fund/Category Report

Click Labor by Category
Verify the report breaks down labor costs by fund code (General, Title I, ESSER, etc.)
Split-funded employees should appear proportionally in each fund

Expected Result

Managers can view labor costs in aggregate with breakdowns by pay component (salary, taxes, benefits, supplements, overtime). Reports can be filtered by department, fund code, or cost center. The Labor by Category report shows costs distributed across funding sources. Split-funded employees appear proportionally in each fund's total.

20

Demonstrate the ability for managers to view overtime worked, shift differential paid, etc. by employee

Untested

Overtime Report Hours & Wages FLSA Calculator

Test A: View Overtime Report

Go to Payroll Reports → Overtime
Verify the report shows overtime by employee:
   Employee name, department
   Regular hours, overtime hours
   OT rate (1.5×), OT pay amount
   Total compensation
Check that the report can be filtered by date range and department

Test B: View Hours & Wages Alignment

Click Hours & Wages report
Verify it shows per-employee: regular hours, OT hours, total hours, regular pay, OT pay, shift differential, total gross
Filter by pay period to see specific payroll run data

Test C: FLSA Blended Rate

Click FLSA Calculator
Select an employee who receives both salary and supplements
System calculates the blended regular rate = (total compensation) / (total hours)
OT rate = blended rate × 1.5
This is important for employees with multiple pay types (salary + stipend + supplement)

Expected Result

Managers can view detailed overtime and compensation reports by employee. The Overtime report shows regular vs. OT hours and pay. Hours & Wages Alignment shows the full compensation breakdown including shift differentials. The FLSA Calculator computes the correct blended overtime rate for employees with multiple compensation types, ensuring compliance with federal overtime rules.

Report Components

Regular Pay	Base salary or hourly rate × regular hours
Overtime Pay	OT hours × 1.5 × blended rate
Shift Differential	Extra pay for non-standard shifts (evening, weekend)
Supplements	Athletic, academic, duty supplements
FLSA Blended Rate	(Salary + Supplements + Other) / Total Hours = Regular Rate for OT

21

Direct Deposit Setup & Maintenance

Untested

/account/direct-deposit

Test Steps

Go to Payroll → Disbursements → Direct Deposit (list of all employees)
Click on an employee (e.g., Samantha Lowell) to open their DD detail page
View Current Payment Method — shows type (Direct Deposit / Check), bank accounts, last 4 digits
In Update Payment Method section, select Direct Deposit
Enter bank details: bank name Bank of America, routing 061000104, account 123456789, type Checking
Click Update Payment Method and verify it saves
Verify the current payment method section refreshes showing the new DD account

Expected Result

Direct deposit page lists all employees with current payment method. Individual employee DD can be viewed and updated (Direct Deposit or Check). Bank account details saved securely.

Reference Data

List Page	/account/direct-deposit
Employee Detail	/account/direct-deposit/{userId}
Routing #	061000104 (Bank of America - GA)
Account #	123456789 (Checking)
Payment Types	Direct Deposit or Check

22

Corrections / Changes to Employee Record

Untested

/account/employees/{id} → Profile / Details

Test Steps

Open an employee record (e.g., Marcus Thompson)
Click Edit on the profile section
Change the address to: 123 College Ave, Decatur, GA 30030
Save the change
Navigate to Employee Details tab, change department from Decatur High School to Renfroe Middle School
Save and verify the change is reflected
Check the Activity Log / History to confirm both changes are tracked with timestamps

Expected Result

Employee record fields (address, department, designation, etc.) can be edited with all changes logged in the audit trail showing who changed what and when.

23

Pay & Deduction Codes, Taxation, GL Account Mapping

Untested

/account/payroll-settings

Test Steps

Navigate to Payroll → Payroll Settings
On the Earning Codes tab, verify codes: REG, OT (1.5x), STIP, SUPP, BONUS, RETRO
Check each earning code has GL Debit Account, tax treatment (Taxable, FICA, Retirement), and OT eligibility
Click Add Earning Code to show the create form with all configuration options
Switch to the Deduction Codes tab — verify codes: FIT, SIT, FICA-SS, FICA-MED, TRS, HLTH, DNTL, FSA, 403B, GARN
Check each deduction has GL Debit/Credit, pre-tax vs post-tax, category, and calculation method
Note TRS shows employer match 20.29% — employer portion auto-calculated

Expected Result

Pay and deduction codes are configurable with tax treatment flags and GL account mappings. Codes appear on check stubs and flow correctly to journal entries.

Key GL Mappings

Salary Expense (Fund 100)	6100-100 (Debit)
Salary Expense (Fund 262)	6100-262 (Debit)
Federal Tax Payable	2110 (Credit)
State Tax Payable	2120 (Credit)
FICA Payable	2130 (Credit)
Benefits Payable	2200 (Credit)
Payroll Cash	1010 (Credit)

24

Corrections to Employee Record (duplicate of #22)

Untested

/account/employees/{id}

Test Steps

This is the same RFP requirement as #22. Use a different employee for variety.
Open Jessica Chen's record
Change pay type from salary to hourly (or vice versa) — verify system prompts for effective date
Change tax filing status (e.g., Single → Married)
Save and verify audit log captures both changes

Expected Result

Payroll-sensitive changes (pay type, tax status) are tracked with effective dates and audit trail. Same capability as #22 demonstrated on different fields.

25

Process Special Payments (Staff Development Stipends)

Untested

/account/additional-payments

Test Steps

Go to Payroll → Compensation → Additional Payments
Click Add Payment
Select employee: Samantha Lowell
Set type: Stipend, description: Staff Development Stipend - Fall 2026
Enter amount: $500.00, fund code: 100
Set frequency: One-time, effective date: next pay period
Save and verify it appears in the payments list with status Pending
Verify the payment would be included in the next payroll run

Expected Result

Special payment (stipend) is created with correct type, amount, and fund code. It appears in the additional payments list and will flow into the next payroll run.

Reference Data

Employee	Samantha Lowell (CSD-1001)
Payment Type	Stipend
Amount	$500.00
Fund Code	100 (General Fund)
Samantha's Existing Stipend	$500 Staff Development (already in paycheck)

26

Arrears Deductions Management

Untested

/account/employees/{id} → Deductions tab

Test Steps

Open an employee with deductions (e.g., Samantha Lowell)
Navigate to the Deductions tab
Observe existing deductions: TRS 6%, Health Insurance, Dental, FSA, 403(b)
Look for the Arrears column or section — this tracks when a deduction couldn't be fully taken (e.g., employee on unpaid leave)
Verify the system shows arrears balance for any undercollected deductions
Verify that on the next payroll, the system would attempt to catch up arrears (collect missed amount + current)
Check that arrears amounts are visible on the paycheck detail / deductions breakdown

Expected Result

When a deduction cannot be fully collected (insufficient net pay), the remainder goes into arrears. The system tracks the arrears balance and attempts catch-up collection on subsequent payrolls.

Arrears Scenario

Example	Employee on unpaid leave → health insurance still due
Deduction	Health Insurance: $163.58/semi-monthly
If Net Pay < Deductions	Shortfall tracked as arrears balance
Next Period	System collects current + arrears (up to configurable max)

27

Trial Payroll Run (Pre-list) — Gross/Net Calc, Reconciliation, Warnings

Untested

/account/payroll/dashboard → Create/Open Payroll Run

Test Steps

Go to Payroll Dashboard, open or create a payroll run for the current pay period
Click Run Trial / Calculate (pre-list)
Verify the system calculates gross pay for each employee based on salary/hours
Verify deductions (taxes, benefits, retirement) are correctly applied
Verify net pay = gross - taxes - deductions
Check for any warnings/messages (e.g., missing time entries, deduction exceeds net, new hire without DD)
Review the reconciliation summary: total gross, total taxes, total deductions, total net, total employer cost
Verify the run status is draft/pending_review (not yet submitted)

Expected Result

Trial payroll calculates all pay components, flags warnings, and presents a reconciliation summary. No money moves until approved and submitted.

Expected Calculations (10 employees)

Total Gross (approx)	~$24,500/semi-monthly (sum of all salaries / 24)
Federal Tax Rate	~12% of gross
GA State Tax	~4.75% of gross
FICA (SS + Medicare)	7.65% employee + 7.65% employer
TRS Retirement	6% employee + 20.29% employer

28

Current vs Previous Payroll Comparison (Pre-list)

Untested

/account/payroll-audit → Compare button

Test Steps

Open a payroll run that has been calculated (trial run from #27 or any existing run)
Look for a Compare / Variance section or tab
Verify it shows current period amounts side-by-side with previous period
Check that differences are highlighted (e.g., new hires, salary changes, missing employees)
Verify variance amounts and percentages are calculated correctly
Confirm this helps catch overpayments or underpayments before finalizing

Expected Result

Pre-list comparison shows current vs previous payroll side-by-side with variances highlighted. Discrepancies flagged for review before submission.

What to Look For

New Employee	Shows as "New" (no previous amount)
Salary Change	Variance shown with $ and % difference
Missing Employee	Flagged as warning (was in last run but not this one)
OT Variance	Higher gross due to overtime highlighted

29

Trial Payroll Adjustments

Untested

/account/payroll-audit → Trial button

Test Steps

Open a payroll run in draft or pending_review status
Click on an employee's paycheck to view details
Make an adjustment: add 2 overtime hours for Robert Jenkins
Verify the system recalculates gross pay, taxes, and net pay
Make another adjustment: add a one-time $100 bonus for Patricia Moore
Click Recalculate to rerun the trial with adjustments
Verify totals update and the adjustment is captured in the run log

Expected Result

Adjustments can be made to individual paychecks during the trial phase. System recalculates all amounts and logs changes. No adjustments allowed after payroll is submitted.

Test Adjustments

Robert Jenkins OT	+2 hours × $19.00 × 1.5 = +$57.00 gross
Patricia Moore Bonus	+$100.00 one-time bonus
Expected Impact	Run totals increase, taxes recalculated

30

Post Payroll Audit Reports

Untested

/account/payroll-audit → Audit Logs & Post-Audit

Test Steps

Open a completed payroll run (e.g., Aug 16-31 Period #4)
Look for the Audit Report or Post-Payroll Summary section
Verify it shows: employee count, total gross, total deductions, total taxes, total net, total employer cost
Check for per-employee breakdown with all pay components
Verify journal entries are linked and balanced (debits = credits)
Look for an Export / Download option (PDF or Excel)
Verify the report includes any adjustments or exceptions that occurred during processing

Expected Result

Completed payroll runs have a comprehensive audit report showing all pay components, deductions, taxes, employer costs, and journal entries. Report is exportable for record-keeping.

Expected Audit Report Contents

Summary Totals	Gross, Taxes, Deductions, Net, Employer Cost
Employee Detail	Per-employee breakdown of all components
Journal Entries	Debit/credit by fund code and GL account
Variance Flags	Any adjustments made during trial
Export Format	PDF and/or Excel download

31

Off-Cycle Payroll Checks with Direct Deposit

Untested

/account/payroll/dashboard → Initiate Off-Cycle

Test Steps

Navigate to Payroll Dashboard
Click Initiate Off-Cycle button
Select a check date and reason (e.g., "Missed stipend payment")
Add one or more employees to the off-cycle run
Enter payroll data (earnings, hours) for added employees
Verify the off-cycle run is created with type off_cycle
Process through approval workflow (submit → approve)
Confirm direct deposit is available for off-cycle checks (payment method from employee record)
Verify the off-cycle run appears separately from regular runs in the payroll list

Expected Result

Off-cycle payroll can be initiated, employees added/removed, data entered, and processed through the standard workflow. Direct deposit applies based on employee payment method settings.

32

Identify Underpayments & Process Retroactive Payments

Untested

/account/retro-pay

Test Steps

Navigate to Retro Pay page
Click Underpayments to view the system-detected underpayment scan
Verify the system identifies employees who were underpaid (e.g., salary change applied late)
Create a new retro pay request — select employee, original vs corrected amount, affected periods
Submit the retro pay for approval
Approve the retro pay request
Verify the retro amount is calculated correctly (difference × number of periods)
Confirm retro pay can be included in the next regular or off-cycle payroll run

Expected Result

System identifies underpayments, calculates retroactive amounts, and supports approval workflow. Retro pay is processed as a separate earning line on the next payroll.

33

Identify & Track Overpayments (incl. DD Reversals)

Untested

/account/payroll-adjustments

Test Steps

Navigate to Payroll Adjustments
Create an overpayment adjustment — select employee, type = overpayment, enter amount
Verify the system records the overpayment with details (pay period, reason)
Set up a recovery plan (e.g., deduct $X per pay period until recovered)
Record a manual payment if employee repays directly
Use Pre-list Comparison (point #28) to show how overpayments are initially caught
Check that overpayment balance tracks remaining amount owed

CSD Context

Current Process	HR maintains a list; reaches out to employees for repayment
Detection	Usually caught via pre-list comparison (current vs previous payroll)
Volume	Not a big problem — low frequency of overpayments
DD Reversal	If caught early, direct deposit reversal may be possible before settlement

Expected Result

Overpayments can be recorded, tracked, and recovered through payroll deductions or manual payments. DD reversal option available if caught before ACH settlement.

34

YTD, QTD, and MTD Accumulators

Untested

/account/payroll-reports/ytd-summary

Test Steps

Navigate to Payroll Reports → YTD Summary
Verify the report shows Fiscal Year-To-Date totals per employee (gross, taxes, deductions, net)
Check for Quarter-To-Date (QTD) breakdowns
Check for Month-To-Date (MTD) breakdowns
Verify accumulators roll up correctly across pay periods
Confirm totals match individual paycheck details when drilled into
Check that FICA (SS + Medicare) YTD tracks against annual limits ($168,600 SS wage base)

Expected Result

System maintains accurate YTD, QTD, and MTD accumulators for all pay components. Reports can be generated and exported for any period.

35

FLSA Rate Calculation (Varying Pay / Stipends)

Untested

/account/payroll-compliance/flsa

Test Steps

Navigate to Payroll Compliance → FLSA Calculator
Select an employee with varying pay (e.g., regular pay + stipend)
Verify the system calculates the regular rate by combining all earnings types
Check that stipends are included in the FLSA regular rate calculation
Verify overtime premium is calculated on the blended rate, not just base rate
Example: Employee earning $20/hr base + $200 stipend for 45-hour week → regular rate = (800+200)/45 = $22.22/hr, OT premium = $11.11 × 5 hrs
Confirm FLSA compliance flag for employees with multiple pay types

Expected Result

FLSA regular rate calculation correctly incorporates all non-excludable earnings (stipends, supplements) when computing overtime premium for employees with varying pay.

36

Create Paychecks, ACH File & Garnishment File

Untested

/account/payroll-disbursements

Test Steps

Navigate to Payroll Disbursements
Select a completed payroll run
Click Generate ACH File — verify NACHA-format file is produced for DD employees
Click Print Checks — verify check stubs are generated for non-DD employees
Verify garnishment amounts are separated into a garnishment file for bank upload
Check that ACH file contains correct routing numbers, account numbers, and amounts
Verify check numbers are assigned sequentially

Expected Result

System generates downloadable ACH file (NACHA format), printable check stubs, and garnishment file for bank upload from a completed payroll run.

37

Month-End Payroll Accrual Calculation

Untested

/account/payroll-accruals

Test Steps

Navigate to Payroll Accruals
Click Calculate for the current month
Verify the system calculates accrued salary expense for days between last pay date and month-end
Check that the accrual entry includes: salary expense, employer FICA, employer retirement match
Verify GL journal entries are generated with correct debit/credit accounts by fund code
Click Post to post the accrual to GL
Verify the accrual is automatically reversed on the first day of the next month

Expected Result

Month-end accrual correctly prorates salary and employer costs for the stub period. Accrual journal entries are generated and auto-reversed.

38

Hours/Wages Alignment — HR ↔ Finance / GL

Untested

/account/payroll-reports/hours-wages

Test Steps

Navigate to Payroll Reports → Hours & Wages Alignment
Verify the report shows hours classified by pay code (REG, OT, STIP, etc.)
Verify wages are classified by GL account and fund code
Compare payroll hours/wages with HR records to confirm alignment
Check that overtime hours and wages are tracked separately
Verify fund allocations match between payroll and GL posting
Confirm the report can be filtered by department, fund, and date range

Expected Result

Single source of truth for hours and wages across HR and Finance. Hours classified by pay code and wages by GL account/fund, with overtime tracked separately.

39

Annual Payroll Reporting (W-2s, W-2Cs)

Untested

/account/payroll-compliance/w2s

Test Steps

Navigate to Payroll Compliance → W-2s
Verify W-2 data is populated from YTD accumulators (Box 1: wages, Box 2: fed tax, etc.)
Check that GA state wages (Box 16) and state tax (Box 17) are correct
Verify pre-tax deductions (TRS, health, FSA) correctly reduce Box 1 wages
Test W-2C (correction) workflow for a corrected employee record
Confirm W-2s can be exported / printed in IRS-compliant format

Expected Result

W-2 forms are generated with accurate wage, tax, and benefit data. W-2C corrections can be requested for amendments. Export in IRS format available.

40

Month-End PTO Liability Accrual to GL

Untested

/account/payroll-accruals/pto-liability

Test Steps

Navigate to Payroll Accruals → PTO Liability
Verify the system calculates PTO liability = accrued hours × employee hourly rate
Check employees with multiple positions — liability split across departments/cost centers
Verify fund allocation percentages are applied correctly to the PTO liability
Confirm GL journal entries: debit PTO expense, credit PTO liability by fund
Verify month-over-month change is posted (not cumulative re-posting)

Expected Result

PTO liability is calculated per employee, allocated across positions/funds, and posted as a GL journal entry. Multi-position employees have liability split by department allocation.

41

Quarter-End & Year-End Reporting (FICA, 1095, Multi-Worksite)

Untested

/account/payroll-compliance

Test Steps

Navigate to Payroll Compliance hub
Check Quarterly Report — verify FICA/GA tax totals for the quarter
Check 1095 Forms — verify ACA reporting with employee benefit enrollment data
Verify multi-worksite reporting (employees assigned to different school locations)
Confirm all reports can be exported for filing
Verify year-end close process resets appropriate accumulators

Expected Result

Quarterly and annual compliance reports (941, 1095, state filings) are generated with accurate data. Multi-worksite allocation supported for BLS reporting.

42

Check Printing for Non-Direct Deposit Payments

Untested

/account/payroll-disbursements → Print Checks

Test Steps

Navigate to Payroll Disbursements
Select a completed payroll run
Click Print Checks — filter to employees with payment method = Check
Verify check stub includes: employee name, pay period, earnings detail, deductions detail, net pay
Verify check numbers are assigned and tracked
Confirm checks can be voided and replacements issued

Expected Result

Physical checks can be printed for non-DD employees with full earning/deduction detail on the stub. Check numbering and void/replace workflow supported.

43

Labor Reporting by Category (Certified vs Classified)

Untested

/account/payroll-reports/labor-by-fund

Test Steps

Navigate to Payroll Reports → Labor by Category
Verify report breaks down labor costs by Certificated Employees vs Classified Employees
Check that salary, PTO accruals, stipends, supplements are reported per category
Verify totals by fund code (General Fund 100, Title I, etc.)
Confirm overtime costs are reported separately within each category
Verify report can be filtered by date range and exported

Expected Result

Labor costs reported by employee classification (certified/classified) with breakdowns by pay type, fund, and department. Supports budget-to-actual analysis.

44

Retroactive Labor Distribution Redistribution

Untested

/account/fund-allocations

Test Steps

Navigate to Fund Allocations for an employee
Change the labor distribution (e.g., move from 100% Fund 100 to 80% Fund 100 / 20% Fund 301)
Set the effective date retroactively (e.g., back to start of month)
Verify the system generates a redistribution journal entry to move already-posted labor costs
Check the GL entries: debit new fund, credit old fund for the retroactive period
Confirm future payrolls use the updated allocation going forward

Expected Result

Labor distribution can be changed retroactively. System generates correcting journal entries to redistribute prior-period costs to the new fund/account allocation.

45

PTO Balance Payout on Employee Termination

Untested

/account/pto-accruals → Termination Payout

Test Steps

Navigate to HR → Time Management → PTO Accrual Policies
Select an employee eligible for PTO payout on termination
Initiate a Termination Payout
Verify the system calculates payout = accrued balance × hourly rate
Check that the PTO plan's payout eligibility rules are enforced
Verify the payout amount is added as a final check or off-cycle payment
Confirm PTO balance is zeroed out after payout

Expected Result

System calculates PTO payout based on accrued balance and rate, respects plan eligibility rules, and processes as part of final pay.

46

Payroll Accruals (GL Liability)

Untested

/account/payroll-accruals

Test Steps

Navigate to Payroll Accruals
Review existing accrual entries (calculate, post, reverse cycle)
Verify accrual calculation includes: salary, employer FICA, employer retirement, employer benefits
Check GL entries have correct liability accounts (21xx series)
Verify posted accruals can be reversed
Confirm accrual history is maintained for audit trail

Expected Result

Payroll accruals are calculated for all employer cost components, posted as GL journal entries, and reversible. Full audit trail maintained.

47

YTD Adjustments to Employee Wages

Untested

/account/payroll-adjustments/create

Test Steps

Navigate to Payroll Adjustments → Create
Select an employee and choose adjustment type = YTD Adjustment
Enter wage adjustment amounts (gross, federal tax, state tax, FICA, etc.)
Provide a reason (e.g., "Mid-year transfer from another district")
Submit for approval
After approval, verify the adjustment updates YTD accumulators
Confirm the adjustment appears on the employee's pay history and W-2 data

Expected Result

YTD adjustments can be entered for employees (e.g., mid-year hires from other employers). Adjustments update accumulators and flow through to W-2 reporting.

48

New Hire Record from Talent Acquisition

Untested

/account/new-hire-onboarding

Test Steps

Navigate to HR → New Hire Onboarding
Show an employee record that was created from the recruitment/talent acquisition module
Verify employee data flows from hiring: name, position, department, salary, start date
Check that payroll-specific fields are populated: pay type, pay schedule, tax filing status
Verify direct deposit information can be entered during onboarding
Confirm benefit enrollment is triggered for the new hire
Check that the employee appears in the next payroll run after their start date

Expected Result

Employee records created in Talent Acquisition flow seamlessly into payroll onboarding with pre-populated data. New hire is payroll-ready after completing onboarding steps.

49

Employee History Drill-Down

Untested

/account/employees/{id} → Activity tab + Payroll timeline

Test Steps

Open an employee profile (e.g., Samantha Lowell)
Navigate to the Activity tab — see audit log of all changes
Navigate to Payroll Reports → Employee Timeline for the same employee
Verify pay history is visible: each paycheck with gross, deductions, net
Drill into a specific paycheck to see full earnings and deductions breakdown
Check salary change history (if any step/lane changes occurred)
Verify position history is tracked (transfers, promotions)
Confirm deductions history shows start/stop dates and amounts

Expected Result

Complete employee history is accessible: activity audit log, paycheck history with drill-down, salary changes, position history, and deduction history. All changes timestamped.

50

Online Lost Check Replacement Request

Untested

/account/payroll-disbursements → Void & Replace

Test Steps

Navigate to Payroll Disbursements
Find a check-type disbursement for an employee
Click Void on the original check
Verify the system prompts for a reason (e.g., "Lost check")
Confirm a disclaimer/acknowledgment is required before voiding
Verify a replacement check is automatically generated with a new check number
Check that the original check is marked as void in the register
Verify the replacement check can be printed or converted to direct deposit

Disclaimer Requirements

Employee Acknowledgment	Employee must confirm the original check is lost/destroyed
Stop Payment	Original check stop payment is initiated with the bank
Audit Trail	Void reason, voided-by user, and timestamp are recorded

Expected Result

Lost check replacement workflow: void original (with disclaimer), issue replacement with new check number, maintain audit trail. Stop payment coordination supported.