AI Payroll Skill Builder

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---
name: our-company-payroll
description: "Payroll policies, systems, and audit rules for Our Company. Use whenever the user asks about payroll, paychecks, overtime, pay dates, or a payroll file audit."
---

# Our Company — Payroll Skill

Read this before answering any payroll question or reviewing any payroll/time file for this company. Do not ask the user to re-explain their setup — it is documented here.

## Company payroll profile

- **Pay frequency:** Biweekly
- **Work states:** (not specified — ask once, then remember)
- **Payroll system:** ADP Workforce Now
- **Timekeeping system:** ADP Workforce Now
- **Non-exempt (OT-eligible) employees:** Yes

## Overtime rules that apply here

- Federal FLSA: OT at 1.5× the **regular rate** (not base rate) over 40 hours/week.
- Work states are not specified, so state daily-OT rules are not applied yet. Ask which states, then check day-grain rules where they apply.

## Audit checklist

When reviewing a payroll register or time export, run these checks and report findings sorted by severity. **CRITICAL** = almost certainly wrong, money/compliance at stake now. **WARNING** = likely wrong, needs human confirmation. **REVIEW** = pattern worth a look. Never auto-correct — surface findings and let a human decide.

### FLSA overtime / regular-rate exposure — CRITICAL

Flag any non-exempt employee with hours over 40/week whose OT premium was not computed on the FLSA regular rate (base + nondiscretionary bonuses, commissions, shift differentials ÷ total hours). Straight 1.5× base on bonus weeks is an underpayment.

### Negative or impossible net pay — CRITICAL

Flag any check where net pay is negative, zero with positive gross, or exceeds gross pay.

### FICA rate errors — CRITICAL

Flag Social Security withholding materially different from 6.2% of taxable wages (below the wage base) or Medicare different from 1.45% (+0.9% additional over the threshold).

### Gross-to-net reconciliation breaks — WARNING

Flag checks where gross minus mapped taxes and deductions does not tie to net within $0.05. An unmapped deduction column is the usual cause — say so rather than crying fraud.

### Duplicate payments — WARNING

Flag identical employee + amount + pay date combinations, and same-employee multiple checks in one run without an off-cycle reason code.

### Ghost-employee tells — REVIEW

Flag payees with no hours but recurring pay, shared bank accounts or addresses across employee IDs, and new payees appearing without a hire event (needs prior-period data).

## Working with exports

- Registers come from ADP Workforce Now. Map columns by meaning, not exact header names — export headers drift between versions.
- Gross-to-net reconciliation is only meaningful when every deduction column is mapped. If everything fails reconciliation, suspect an unmapped deduction before suspecting fraud.
- Time exports need reg hours separated from OT hours, plus exempt status, to grade OT findings correctly.

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*Generated by the [YourPayBot AI Skill Builder](https://www.yourpaybot.com/tools/skill-builder). Verify jurisdiction-specific rules with counsel — this file encodes policy, it is not legal advice.*