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Print Checks and Advices

Self-service check printing is available for organizations to take charge of their own check and advice printing. This allows your organization to print its own checks and deposit advice forms at your own location or locations.

On Location

For check printing, a MICR toner (magnetic ink) cartridge is required to meet Federal standards for automated check printing. MICR toner cartridges are available from office suppliers for a variety of printers. Optionally, a MICR cartridge can be inserted into a compatible printer and then removed when not printing checks.

Additionally for check printing, the PC used to send the paychecks to the printer needs to have a particular set of fonts including a specific MICR font installed. You will need your payroll administrator to provide the MICR font, and you can install the font on your Microsoft® Windows® system.

The following is a summary of requirements.

• MICR cartridge
• Printer
• Check stock
• Check fonts installed

As with all applications that can produce checks, take the appropriate precautions to secure the MICR toner and check stock to prevent unauthorized or duplicate check printing.

Print Sample Checks

System paychecks can be set up to print on a variety of check stock.

Once you have configured your check printer, you should print sample checks on that printer. Your sales representative or office supplier can provide samples for testing. If you would like, you can send samples to your payroll administrator or bank to ensure proper alignment. Be sure to send original, voided samples, since photocopies and facsimiles will distort the actual layout.

Company Information for Payment Forms

The Bank Account code that pays a check or direct deposit provides the company name and address for all payments drawn directly from that account.

Print Live Checks and Advices

When you are certain that your printer and check stock are correct, your organization can begin printing "live" checks for net pay distribution. The online Payroll Wizard includes check printing in step 9 of 9 after approval and posting of the pay run.

1. Select the report to print the checks. A window opens with the checks displayed for review.
2. The user can click on the Printer icon, can designate the check printer, and can continue and print the checks.
3. The user can repeat this process for the Direct Deposit Advices. Advices can be formatted for the same check stock, but advices do not require MICR toner.  

Reprint Live Checks and Advices

Precondition:  You will need your payroll administrator to clear the payment forms print flag before reprinting.

1. Navigate to the Pay Run Task Manager.
2. Select the appropriate payroll from the selection list. You will only be able to print checks for payrolls that have already posted, as indicated by the Payroll Run message detail.
3. Click on the Payroll Reporting button to open the Payroll Reports window. This window displays the same reports that displayed for the Payroll Wizard.
4. Follow the same steps as for printing live checks.
5. If you only need to re-print one or several checks, indicate the page numbers in the Printer Dialog box.
6. After reprinting, ask your payroll administrator to reset the payment form print flags to printed for the affected payroll.

For more information about how to use the reporting filters and processes see the "Reports" topic.