Payroll Check Entry

Payroll Check Entry - Overview

Use Payroll Check Entry to enter, edit, and delete information for generating paychecks for employees during the current Payroll Run. You can enter the employees' hours and modify standard information, such as scheduled deductions. Payroll's automated features streamline the data entry, yet provide the flexibility to handle a variety of types of paychecks including regular (paper), direct deposit, manual, and prepaid checks. If necessary, you can make changes to permanent pay information that was loaded by the Permanent Pay Transfer process for this run.

Notes:

Payroll Check Entry offers flexible payment methods such as manual checks, prepaid checks, reverse (negative) checks, multiple checks, and department distribution. For information see the Advanced Features topic.
Payroll Check Entry and Permanent Payroll Check Entry are very similar, although they update different tables. To determine when to use each program:
- Use Permanent Payroll Check Entry as a labor-saving tool to enter information for employees whose paychecks are usually the same for each pay period, such as salaried employees. You only have to enter the information once, because it is automatically copied during each Payroll Run. Even for employees whose paychecks are not usually routine, you can enter permanent pay information to act as a template.
- Use Payroll Check Entry to enter non-routine paychecks and to correct or edit permanent pay information for the current pay period.
  
  Note: Payroll prevents you from opening both Payroll Check Entry and Permanent Payroll Check Entry at the same time.
The Payroll Runbook outlines the order in which to run this program and other Daily Work programs.
To see a list of the information entered, run the Payroll Check Register Report.

Directions:

To open click the Payroll Check Entry on the Toolbar. Other ways to open, click here.

At the Run Code Entry prompt, click the appropriate Run Code in the drop-down list.
Notes:

If you do not use multiple Run Codes, simply click OK to select Run Code 1.
If needed, you have the opportunity to change Run Codes during Check Entry.

If this is the first time your are entering paycheck information during this Payroll Run, enter the date at the Direct Deposit Transmission Date prompt.
Note: If you already responded to the prompt during Permanent Pay Transfer, you will not be prompted again.

If this is the first time you are entering paycheck information for the selected Run Code during this Payroll Run, enter the information at the Edit Payroll Check Dates prompt.
Note: If you already responded to the prompt during Permanent Pay Transfer, you will not be prompted again.

Understanding the field values for the following areas, click the section name in the table below:

Field Details by Section
Entering a paycheck	CAUTION: To avoid losing data, you must save new or changed records. Tip: If you want to create another paycheck for an employee who already has an existing paycheck, click Additional Check . The following steps describe how to enter paycheck information for an employee. 1. Open Payroll Check Entry. 2. Enter the Employee Number and press [ENTER]. Note: If you do not know the Employee Number, you can click Search to see a list of employees. 3. Confirm the default values in the data entry fields displayed in the Pay Detail Area. If the employee is hourly, enter the hours worked in the Time field. Payroll calculates the Pay Amount. 4. Press [ENTER] (or click Add) to add the line to the Detail List. 5. Confirm the information in the Standard Deductions, Scheduled Deductions, and Totals areas. 6. Click Done to finish.
Editing a Check	CAUTION: To avoid losing data, you must save new or changed records. 1. To display the employee to be changed, enter the Employee Number and click Retrieve , or press [ENTER]. Keyboard shortcut: [ALT + t] Tips: a. If you do not know the Employee Number, you can click Search to see a list of employees. b. If more than one check record exists for the employee, you will briefly see the message, . To view another check record for the same employee, click Retrieve until the correct check appears. 3. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse. 4. Enter the data changes. 5. To complete the edit process, click Done ,or press [ENTER]. Keyboard shortcut: [ALT + d]
Deleting a Check	Caution: This procedure deletes the entire paycheck entry for the employee. To delete a specific detail line item, refer to the Del Line button instructions in the Buttons Area. 1. To display the check to be deleted, enter the Employee Number and click Retrieve , or press [ENTER]. Keyboard shortcut: [ALT + t] Tips: a. If you do not know the Employee Number, you can click Search to see a list of employees. b. If the employee has more than one paycheck, click Retrieve until the correct check appears. 3. Click DEL ALL in the Buttons Area. Or, click File from the Menu Bar, and next click Delete. Keyboard shortcut: [ALT] [f] [d] 4. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine. Example: Note: After you click Proceed, you will see the following message on the Status Bar.
For information for the entries in the following areas, click the section name listed below:
Employee Number Area	Displays the Employee Number prompt for the paycheck.
Run Code Area	Displays the employee's Run Code, the check dates, and the salary information.
Pay Detail Area	Displays the entry fields and a list containing detail information for each payment line item.
Buttons Area	Displays the buttons for controlling the Check Entry functions.
Standard Deductions Area	Displays the standard deduction amounts, which are automatically calculated and can be overridden.
Scheduled Deductions Area	Displays the scheduled deduction amounts, which are automatically calculated and can be overridden.
Totals Area	Displays the totals for time worked, gross pay, and net pay.