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When starting with Payroll after the first of the year, you may make a single year-to-date paycheck entry for each employee to catch up their payroll history for the year.

Before You Begin

Before entering a year-to-date payroll check please make sure the following items have been set up for each employee:

Year-to-Date Payroll

A year-to-date entry is made to show the total amounts earned and withheld for an employee in one lump sum. This is often easier than manually entering every check a person has received so far this year. However, if it is early in the year and only a few checks have been issued you may prefer that approach. Follow these same steps but rather than entering yearly totals simply enter the amounts one check at a time.

  1. Look Up an Employee and click the Payroll Check Calculation icon (pen with check) on the toolbar.
  2. At the Payroll Check Calculation screen begin on the Gross Pay tab (upper left side).
    Note: For most checks you’d want to confirm the proper Pay Period was selected (top of Check Calculation screen), however, since a year to date entry includes totals from all pay periods so far this year, the pay period shown is not relevant and may be ignored.

    1. Click Import (lower left) to automatically insert the School,Work Area, Pay Code and Pay Rates (or Salary).
      Note: If the person had hours on their time card for the Pay Period listed at the top those hours are also imported. Type over any ST (straight time) or OT (overtime) hours with zeros. This is not needed for a year to date entry.
    2. Enter in the Salary box the total gross amount earned so far this year. Even if the person is paid hourly you’ll still use the Salary box for this purpose.
  3. Go to the Withholding tab (upper left side) and click Calculate Withhold (lower left). Then, type over each Amount with the actual amount withheld for each item so far this year.
    Note: Calculated and actual amounts may be very different. This is due to posting all gross wages in a single check making it appear that a person makes a great deal more than they actually do. Calculated amounts for some items like Social Security and Medicare may be very close to what was withheld since they are based on a fixed percentage of income.
  4. Go to the Credits tab and click Calculate Credits (lower left). Again type over each Amount (if any) with the actual credit. In most cases this applies only if the person qualifies for the Earned Income Tax Credit (EIC or EITC).
  5. Go to the Advance tab if this person has an outstanding advance they have not yet fully repaid, in which case enter the amount still due in the Current Advance box.
  6. Go to the Reimbursements tab if you have paid this person for any out of pocket expenses during the year like mileage or school supplies.
    1. Click Import (lower left) to insert any recurring expense categories for this person, or manually add them in the Expense Account box.
    2. Enter a Comment (optional) and Amount for each type of reimbursement.
  7. Go to the Summary tab then:
    1. Review all the year to date totals. Return to any of the previous tabs to make changes as needed.
    2. Choose a Post Date (the date used for payroll reports).Usually this is the date the check was issued, but since this is not an actual check use a date that makes sense. For example if this entry were for all checks issued during the first quarter you could choose the last day of the quarter as the Post Date.
    3. Choose a Checkbook. This is the Bank Account from which the funds were deducted.
    4. Since there is no real Check Number enter a number to indicate to you that this was a year to date entry, for example you might use 9999.
    5.  Type a Comment (optional) like “Year to Date”.
    6. Click Post Check. 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).
  8. Use the blue Up and Down arrows (top) to move to another employee or click Exit.