Manual Check Processing

Human Resources > Payroll Administrator Tasks > Manual Check Processing

Manual check processing typically occurs after a standard payroll batch has been processed and an employee's pay needs to be adjusted.

  1. Click the New button located at the bottom of the screen. The Add Manual Check popup will open.

  2. Make the appropriate date, employee and check frequency selections. The following table contains descriptions of the fields on this popup:

    Field Description
    Pay Start Date Date range during which the manual check batch will be in effect. These dates can match a previous pay batch or can overlap several pay periods.
    Pay End Date
    Check Date Date printed on the check.
    Employee

    Employee to receive the check.

    To search for an employee, begin typing the first name, last name, or employee number.

    The listing will include all employees in the system. If the employee is not active for the date range entered, you will receive an error message.

    Check Frequency

    Numerical entry representing which check of the month the manual check represents; for example 1 = first check of the month, 2 = second check of the month.

    This entry determines which benefits and deductions will be applied to the check.

    Create Schedule

    Determines whether the employee's work hours will be imported based on the dates provided in the Pay Start Date and Pay End Date fields.

    Check the box to import the hours; uncheck the box to leave the time sheet for the employee blank.

  3. Click OK to create the manual check batch and add the selected employee to that batch. If the Create Schedule box is checked, the employee's hours will be imported to the time sheet.

    Each employee represents one manual check batch; therefore, if you need to create ten manual checks for employees, repeat steps one through four for each employee. You may post the checks after all have been created.

  4. To edit a batch, click the hyperlinked Employee Number. The Quick Entry page for hours entry will open. You may modify the pay rate or hours entered, add comments and change the general ledger distribution.
  5. Click the One Time button to modify the standard amounts for the employee's benefits, deductions or direct deposits.
  6. Click the Substitute button to make manual check entries for a substitute teacher on the Substitute Teacher Entry page. (This feature requires separate licensing.)

  7. After modifying information, click the Validate button to validate the employee.

    Validation will verify whether all information is entered correctly and calculate the employee's gross wages, taxes, deductions, benefits and net pay. A manual check for the employee cannot be printed until the employee has been validated.

    • If the employee does not validate, a Payroll Validation Error Log will be created in myReports.
    • If the employee validates, a Payroll Validation Calculation Report will be created in myReports.
    • A check that is edited after it has been validated and before it has been posted will be invalidated.
    • If a check has been printed, associated benefits and deductions cannot be changed in Workforce Administration until the check has been posted.
    • In Workforce Administration, if the payroll data associated with a validated but unprinted check is edited, a message will display, saying the employee will be invalidated.
  8. Breadcrumb back to the Manual Check List page, and verify that a check mark has been added to the Validated column next to the employee's name.

  9. Navigate to myReports to run the appropriate report. If the employee validated successfully, print the Payroll Validation Calculation Report and verify its accuracy.

    Note: Once the employee has been validated, you may navigate to Human Resources > Reports > Pay Day Reports to run additional pay day reports. All of the reports that may be run for a regular payroll batch also may be run for a manual check. Typically, the Pay Day Register is run for manual checks.

  10. Breadcrumb back to the Manual Check List page.

  11. Click the Register button. The Create Payment Register page will open.

  12. After selecting the appropriate options, click Submit. The Payment Register will be generated and sent to myReports.

    The Gross Payroll Due Listing and the Net Payroll Cash Requirement Listing also will be available for printing in myReports.

  13. Breadcrumb back to the Manual Check List page, and click the Print button.
  14. Select (highlight) the employee who is to receive the check, and click the Print button again.  The Payment Batch Register page will open, showing a grid containing the manual check.

  15. Navigate to myReports to print the checks from the Print HR Checks report.

    Note: If necessary, you may click the Register button located at the bottom of the Payment Batch Register page to re-print the Payment Register.

  16. Breadcrumb back to the Manual Check List page, and click the Post button. The Post Payroll page will open. The G/L Date is the date the journal entries will be charged to each account. This date usually is the check date for the payroll.
  17. Click Submit.
  18. Follow normal Payroll Processing instructions to post the journal article in Financial Management.

Complete the above steps for each that needs to be processed.