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In-House Cost Worksheet

COMPANY PROFILE Company Name Address 1 Address 2 City State Zip Contact Name Phone Number E-Mail OVERVIEW & INSTRUCTIONS This survey consists of 11 sections (user definable section included), that pertain to areas of your business where you may be incurring cost. For each item, estimate your cost on an Daily, weekly, bi-weekly, semi-monthly, monthly or annual basis. In some cases it may be easier to estimate the total cost of an item by breaking apart frequencies (i.e. If you have a weekly and a bi-weekly payroll, enter the weekly cost in the weekly column and the bi-weekly cost in the bi-weekly column.) EQUIPMENT COSTS Daily Input Hardware (data entry & verification equipment) Processing Hardware (computer system and use of peripherals) Communication Hardware Printers (Impact, laser, etc.) Bursters Check Signer Decollator Check stuffer/sealer Other TOTAL EQUIPMENT COST EQUIPMENT MAINTENANCE CONTRACT COSTS Daily Weekly Input Hardware (data entry & verification equipment) Processing Hardware (computer system and use of peripherals) Communication Hardware Printers Bursters Check Signer Decollator Check stuffer/sealer Other TOTAL EQUIPMENT CONT. COST Weekly Bi-Weekly S-Monthly Monthly

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Number of employees paid: Weekly Bi-Weekly Semi-Monthly Monthly

Annual

Bi-Weekly S-Monthly

Monthly

Annual

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In-House Cost Worksheet


SUPPLY & FORMS COSTS Daily Checks & Earnings Statements Deposit Advances Tapes (Backup, third party, taxes) Disks Pre-printed Forms Report Paper Tax Forms (941, DE3B, etc.) W-2 Forms Check Envelopes Payroll Envelopes Printer Cartridges Inventory monitoring/ordering/receiving Other TOTAL SUPPLIES & FORMS OVERHEAD COSTS Daily Daily interface/communications with remote locations Facilities (storage, equipment, people) Environmental Control System Utility Costs (Hardware & Env. System) Security (Software, locks, check control) Confidentiality (Control during PR run) Insurance Internal Audit External Audit Software Development (major enhancements/upgrades) Internal coordination/control of EFT Education: Initial & Ongoing (trainers, operators, users, administrators) TOTAL OVERHEAD COSTS BACK-UP COSTS Daily Contract for back-up system Off-site storage contract Off-site storage transportation Supplies and people for back-up operation Disaster recovery plan Weekly Bi-Weekly S-Monthly Monthly Weekly Bi-Weekly S-Monthly Monthly Weekly Bi-Weekly S-Monthly Monthly

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Annual

Annual

Annual

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In-House Cost Worksheet


Audit/Control of back-up system Audit/Control of storage site Additional costs if back-up used TOTAL BACK-UP COSTS UNPLANNED EVENTS Daily System Reruns Off-cycle processing Peak periods causing schedule conflicts Disruption to other systems Other TOTAL UNPLANNED EVENTS SOFTWARE COSTS Daily Payroll Software Human Resource Software Software Maintenance Service Maintenance Security Software Communications Software Other (Relational Database) TOTAL SOFTWARE COSTS PERSONNEL COSTS AND DATA CENTER ADMINISTRATION - Consider overtime due to reruns, holidays, vacations. - Employee benefits for additional manpower-add 35% of actual wages. - Opportunity costs-either money invested now or a computer programmer/ technician's time invested in a profit making/ productivity venture rather than payroll maintenance. Weekly Bi-Weekly S-Monthly Monthly Weekly Bi-Weekly S-Monthly Monthly

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Annual

Annual

Daily Data Processing Management System Analysis Programming Report/Tape maintenance & changes Documentation Editing & Balancing Personnel Data Entry Operations Computer Operations Output Quality Control Personnel Distribution Personnel Other personnel costs P/R interface with other systems Manual Check distribution and updates

Weekly

Bi-Weekly S-Monthly

Monthly

Annual

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In-House Cost Worksheet


Check Processing Quarterly Report/Tape processing Annual Report/Tape processing W-2 Processing, stuffing, mailing Employee relocation/wage transfer Technical Support/Service Questions TOTAL PERSONNEL COSTS & DC ADMINISTRATION

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TAX REPORTING Daily Process of making Federal, State, and Local tax deposits Cost of annual subscription services to insure payroll, tax filing accuracy Track & maintain tax regulation changes and filing requirements Check generation for tax payments Reconciliation of quarterly/annual returns Potential liability for late/incorrect payment TOTAL TAX REPORTING COSTS CONVERSION COSTS Daily Planning time Initial training Documentation Software Load (Machine & manpower cost) Customizing Report Specification determination Report set up Tape Specification determination Tape set up (Third party, check recon, EFT) Conversion of master data Deduction Conversion Vacation/Sick balance conversion Tax rate set up EFT conversion Verification/Audit of data Hardware set up Parallel Runs Initial vendor selection and specifications for supplies Other Weekly Bi-Weekly S-Monthly Monthly Annual Weekly Bi-Weekly S-Monthly Monthly Annual

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In-House Cost Worksheet


TOTAL CONVERSION COSTS USER DEFINED ITEMS Daily Weekly Bi-Weekly S-Monthly Monthly

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Annual

TOTAL USER DEFINED ITEMS ESTIMATED TOTALS Segment Totals Daily Weekly Bi-Weekly Semi-Monthly Monthly Annual TOTAL ANNUALIZED COST TOTAL ANNUALIZED PAYS PER CHECK COST COMMENTS Annualized

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