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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:

• Create a Manual Check
• Complete Payroll Adjustments on a Manual Check
• Delete an Unprinted Manual Check
• Print the Manual Check with the Payroll
• Print the Manual Check
• Already Printed
• Record a Check

Manual Check Button

Create a Manual Check

1. Complete pay entry for the manual check on Payroll Entry.

1. Select the Employee who will receive the manual check.
2. Select the Payroll Calendar that will include the manual check. If you are using the Payroll Wizard, the Payroll Calendar has already been selected.
3. To enter earnings, select the Earnings Code and enter Hours and Hourly rate or enter the Compensation amount.
4. 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.
5. 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.
6. Save the pay entry record.

2. 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.

3. Click OK. The manual check processes, and the manual check screen displays. Review the manual check.

Adjust a Manual Check

4. 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.

1. Type the dollar amount of the net-pay distribution in the preferred net pay line. This can be all of the net pay.
2. Reduce the net pay line or lines where these dollars were previously distributed.  
3. 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.

5. 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.
6. Apply.  When manual check changes have been verified, click on Apply to save the check.
7. A prompt displays to confirm.

8. Click Yes to save the check. Determine whether the check should:

1. print with the regular payroll,
2. be printed now, or
3. 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.

1. Click on the ellipses button to display the next check number.
2. Optionally, enter the Check Date (when the employee will receive the check).
3. Click on Print Check.
4. 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).

1. Click on the printer icon on the report viewer.
2. 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).
3. 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.