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Manual Checks: Procedures
Overview
Pre-conditions: Navigate
to the detailed Payroll Entry screen, for a payroll calendar that is un-posted
and is not in gross-to-net status.
Skip to a section by clicking on one of
the following links:
Manual Check Button
Create a Manual Check
- Complete pay entry
for the manual check on Payroll Entry.
- Select the
Employee who will receive the manual check.
- Select the
Payroll Calendar that will include the manual check. If you are using
the Payroll Wizard, the Payroll Calendar has already been selected.
- To enter earnings,
select the Earnings Code and enter Hours and Hourly rate or enter the
Compensation amount.
- To enter any
one-time deductions, select the Deduction, enter the Percentage (for a
deduction that is defined as a percentage) or the Amount, and select the
Check Code.
- For every row
that you want to include on the same check, select the same Check Code,
such as SECOND or MANCHECK, instead of REG. Using your regular check code
may interfere with auto-pay and time-import processing.
- Save the pay
entry record.
- Click in the checkbox
in the [X] column for a row with
the desired Check Code, and click Manual
Check. A prompt displays: Are
you sure you want to run a manual check on [check code]??
Note: Manual
checks cannot be created for Payroll Calendars that have already processed
and posted a Payroll Run. See the Manual Checks Troubleshooter for details.
- Click OK.
The manual check processes, and the manual check screen displays. Review
the manual check.
Adjust a Manual Check
- Adjust
as needed. (Apply to save the manual check.)
- View
Employer Records? To
view the employer records (for taxes and deductions) select the Show Employer
Records checkbox, and then click on the Refresh
button.
Result:
This displays
employer amounts for the manual check screen without printing these amounts
on the actual check, unless specified by the setup of the tax, earning,
or deduction code. This also refreshes the amounts if the check hasn't
been applied yet.
- Modify
a Pre-Tax Deduction? To
change a pre-tax deduction, click in the field for the amount and type
in the new value, including the decimal point.
- Modify
an After-Tax Deduction or a Tax Amount? To
change an after-tax deduction or a tax amount, click in the amount field
and type the new value, including the decimal point.
- Modify
a Net Pay Distribution? The
net pay distribution can be adjusted on a manual check. To print an on-demand
check or define a payment date other than the payroll’s check date, the
total net pay needs to be distributed to one or more payroll-check payments.
To adjust the net pay distribution, follow these steps.
- Type the dollar
amount of the net-pay distribution in the preferred net pay line. This
can be all of the net pay.
- Reduce the
net pay line or lines where these dollars were previously distributed.
- Repeat step
"a" then "b" until the total net pay is distributed
as needed.
Note: A manual check
with direct deposit dollars (ACH distribution) cannot be printed on demand.
Instead, any "manual check" payment that includes ACH dollars
will be paid along with the completed payroll.
- Verify the changes
to the manual check. If you are uncertain or cannot verify that the manual
check is correct, close the manual check without clicking on Apply (or
delete it before printing it). Optionally, repeat the process to adjust
and verify the manual check.
- Apply.
When manual
check changes have been verified, click on Apply
to save the check.
- A prompt displays
to confirm.
- Click Yes to save
the check. Determine whether the check should:
- print with
the regular payroll,
- be printed
now, or
- be recorded
and never printed (because the employee received a handwritten check).
Complete the desired action then return to pay entry.
WARNING: Do
not click on the Print Check button
to view the printed manual check. Clicking on the Print button for the
manual check marks the check as printed for system purposes, which prohibits
reprinting the check.
Print
with Payroll
No further action is needed to print a saved manual check
with the payroll. Leave the Check Number and Check Date blank for a manual
check with ACH dollars or for a manual check that should print along with
the other paycheck forms for the payroll.
Print Now
To print the check now, follow these steps.
- Click on the
ellipses button to display the next check number.
- Optionally,
enter the Check Date (when the employee will receive the check).
- Click on Print
Check.
- A system prompt
displays. The prompt differs based on the defined manual check pre-funding
limit and whether the net pay has direct deposit dollars.
- Current
account balance is $(amount). Would you like to continue and print this
manual check? Click
Yes to save the check.
Result:
The check displays in the report viewer (a pop-up window) and is marked
as printed.
- Cannot
print this manual check because payment exceeds current account balance
of $(remaining amount). If
this message displays, this manual check cannot be created because it
would exceed the pre-defined balance for the bank account. That balance
doesn't reflect the actual account balance. If you think this balance
should be increased or decreased, contact your payroll service provider.
OR –
if ACH Dollars are Associated with the Manual Check
Direct deposit dollars block the check from
printing, causing this message to display in the report viewer: "You
cannot print this check because it has ACH dollars." Return to pay
entry. Close the dialog. You may then redistribute the net pay
(Step 4).
- Click on the
printer icon on the report viewer.
- Send the report
to the printer with the MICR cartridge and check stock (or load the MICR
cartridge and check stock, and then print the check).
- After the check
is printed, close the secondary window.
Note: After a check
is marked as printed, if you need to redo, delete, or adjust that check,
you will need to contact your payroll-system administrator for assistance.
If a printed
check is marked as un-printed, it should be voided or destroyed.
Record a Previously Paid Check
If you gave the employee a hand-written check and are recording
it now for posting purposes, make the net pay distributed to payroll-check,
enter the Check Number and Check Date, and then click on Print Check to
mark the payment as "printed." Close the report viewer window
without printing the check.
WARNING: You cannot
edit or delete a manual check after it is marked as printed. Clicking
on the Print button for the manual check marks the check as printed for
system purposes. After a check is marked as printed, if you need to redo,
delete, or adjust that check, you will need to contact your payroll account
representative for assistance.
A Previously Printed Check
If a manual check is marked as printed and you access it
again later, the message that "This Check has already been printed"
displays in the bottom-left corner of the manual check screen, and the
check cannot be reprinted.
Note: After a check
is marked as printed, if you need to redo, delete, or adjust that check,
you will need to contact your payroll-system administrator for assistance.
Delete a Manual Check
To delete an un-printed manual check, go to the manual check
screen, and click on Delete. The prompt displays: "Are you sure you
wish to delete this Manual Check?" Respond Yes to delete the manual
check.
WARNING: You cannot
delete a manual check that is logged as printed.