If you have more than a few employees, try using the Batch Payroll Check Calculation function once you are familiar with the payroll process.
Just Starting Out?
If you are just starting with the Payroll module you’ll want to begin by posting Year to Date Payroll for each employee to record what has happened so far during the year.
Note: If you Convert Payroll Data from version 9.1 a year to date entry is not needed since all payroll history is included in the conversion process.
Before You Begin
Before issuing checks please make sure the following items have been set up for each employee:
- If an Employee Works at Two Locations (or more) paychecks are issued through their Primary location.
- Look up an Employee and click the Payroll Check Calculation icon (pen with check) on the toolbar.
Enter a New Paycheck
Payroll checks may be processed one step at a time (as described below) or by using the Quick Calculate feature (see note). It’s best to start out one step at a time so you understand the process.
Note: Quick Calculate automatically imports hours from the Employee Time Card and calculates withholdings, credits, etc. You’ll end up on the Summary tab ready to review the check and choose to Post and/or Print.
- At the Employee Payroll Check Calculation screen begin on the Gross Pay tab (upper left side).
- Confirm the Pay Period listed at the top is correct for this check. If not click the button with the three dots to select another. Pay Periods are set under Region Options.
- Click Import (lower left) to automatically insert the School, Work Area, Pay Code, ST hours (straight time), OT hours (overtime), and Pay Rates (or Salary). Manually edit any item as needed. The Total Gross pay will be displayed (lower right).
Note: Benefit Hours, like Vacation, that were “used” during the period are also imported.
- Make any manual adjustments if needed.
- Go to the Withholdings tab (upper left side) and click Calculate Withhold (lower left). If an advance is being repaid from this check confirm the amount in the Advance Repayment box.
Note 1: Withholdings for Social Security and Medicare are auto-corrected on every check. If you over or under withhold it will be corrected on the next check, so the percentage withheld may vary from one check to the next. See: Are Social Security & Medicare Auto-Corrected?
Note 2: You may type over an Amount if needed. To change a Variable, such as the number of allowances claimed, or to Exclude a withholding click the Withhold button (bottom of screen). Make any necessary changes, then return to the Withholdings tab and click Calculate Withhold again to re-calculate based on your changes.
- Go to the Credits tab and click Calculate Credits (lower left). Credits are rarely used.
Note: Similar to withholdings, you may type over an Amount if needed. To change a Variable, such as the filing status, or to Exclude a credit click the Credits button (bottom of screen). Make any necessary changes, then return to the Credits tab and click Calculate Credits again to re-calculate based on your changes.
- Go to the Advance tab only if you intend to add a Payroll Advance to this check, in which case enter the amount in the Current Advance box.
- Go to the Reimbursements tab to pay this person for any out of pocket expenses during the pay period.
- Click Import (lower left) to insert any recurring expense categories for this person, or manually add them in the Expense Account box.
- Enter a Comment (optional) and Amount for each type of reimbursement.
- Go to the Summary tab then:
- Review the totals for Gross Pay, Withholdings, etc. Return to any of the previous tabs to make changes as needed.
- Choose a Post Date. This is the date used for reporting purposes and to determine which tax formulas to use. If you change the Post Date you may need to return to the Withholding and Credits tabs to recalculate those items.
- Choose a Print Date if you are printing the check right now or just posting a check that was previously given. This is the date that appears on the actual check. If you intend to use the Post & Print Later feature (below) the Print Date doesn’t matter at this point. It will be assigned later, when you print the checks.
- Choose a Checkbook. This is the Bank Account from which the funds were deducted.
- The Check Number is automatically inserted based on the last check number used for that Bank Account. You may enter a different check number it if needed.
Note: If you choose Post & Print Later (described below) the check number will be assigned at the time it is printed.
- Type a Comment (optional). The comment will print on the memo line of the check if the Check Memo field is included in Check Printing Setup.
- Decide how to record the check as follows:
Post and Print: Immediately record the check and print it now.
Post and Print Later: Record the check now, but print it at a later time. For example you may wish to process a check for each person now, then later print all checks at once. See: Batch Print Payroll Checks
Post Check: Record the check now, but do not print it at all. This is useful if you write the checks by hand, or if you are recording checks that were previously issued.
- After clicking one of the posting buttons you’ll remain on the Summary tab for a new “Current” check. You’ll see the word “Current” in the upper left. To view the entry you just posted scroll up (right side).
- Use the blue Up and Down arrows (top) to move to another employee or click Exit.
Tip: If you have more than a few employees, try using the Batch Payroll Check Calculation function once you are familiar with the payroll process,