This article explains how to issue a Payroll Advance, a loan given to an employee that is paid back from a future paycheck, or a little at a time over several paychecks.
- If an Employee Works at Two Locations (or more) all checks and advances are issued through their Primary location.
- Look up an Employee and click the Payroll Check Calculation icon (pen with check) on the toolbar.
Issue a Payroll Advance
Follow these steps to issue an advance as a separate check. If you wish to include the advance on a standard paycheck follow the normal steps for Payroll Check Calculation instead.
- At the Employee Payroll Check Calculation screen go directly to the Advance tab (near the top center).You’ll skip Gross Pay, Withholdings and Credits since those will be calculated their next regular paycheck.
- The Pay Period listed at the top doesn’t really matter since this is not a regular paycheck.
- Type the amount for this advance in the Current Advance box.
Note: In most cases you should NOT use the Beginning Balance button.
- Go to the Summary tab then:
- Review the totals (left side) for Current Advance and Check Amount.
- Choose a Post Date.This is the date a check is issued and the date used for payroll reports.
- 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. If the advance was given in cash you may use any number like 1111 or 9999 to indicate it was not a real check.
- 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. If the advance was given in cash you may wish to say “Paid in Cash”.
- Decide how to record the check as follows:
Post and Print: Immediately record the check and print it now. This is the most common for an advance.
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. This could also be used if the person was given an advance in cash and you are just recording it.
- 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.
Collect Repayment of an Advance
The next time you use the Payroll Check Calculation feature to issue a regular paycheck (to a person who was given an advance) the amount to repay will automatically be entered on the Withholdings tab when you click Calculate Withhold. The full amount owed will be listed in the Advance Repayment box (bottom center) but you may type over it, with a lesser amount, to phase in the repayment over two or more checks.