Advanced Feature - Entering Prepaid Checks

Use prepaid paychecks when you need to issue a paycheck before the normal Payroll Run.  This may be useful to prepay vacation or to issue a check for severance pay to a terminated employee.  This method updates all of the appropriate files, but does not generate a printed check or a direct deposit transaction.

Directions:

1. Create the check manually, usually a handwritten check.
   
   Tip:  Do you need to hand-write a check, but don't know how to calculate the deductions and net pay?  Follow the steps below:

1. Temporarily enter the employee into Permanent Payroll Check Entry, so the program will automatically calculate and display all of the deductions and the net pay.

2. Print the screen so you have a record of the deduction amounts, which you will need later for Check Entry.

3. Manually write the check for the calculated net pay.

4. Remember to delete the employee from Permanent Pay, when done.

2. During Check Entry, fill in the Employee Number Area normally.
   
   Note:  If you already have an entry for a regular check, follow the directions for entering multiple checks to add the prepaid check.
    

3. Enter the time worked or paid amount in the Pay Detail Area.  You can select specific Other Pay Codes, even if they were not previously assigned to the employee.
   
   Note:  To add an Other Pay Code to the employee on-the-fly, follow the directions for adding Other Pay Codes dynamically.
    

4. If you need to override the calculated standard deductions or the scheduled deductions, click Deductions in the Buttons Area, and then enter the changes.

5. Select the Prepaid box in the Totals Area.

6. Enter the Check Number.

7. Click Done when you are finished.

Notes:

• Prepaid checks are listed on the Payroll Check Edit Register, however they do not print during Print Payroll Checks.

• The Merge Payroll Checks process does not merge prepaid checks.