How to Add Paychecks

Add Paychecks Overview

The typical workflow for creating paychecks in the system is either from time records or timesheets. This is especially useful for reconciling billed time with paid time. However, there may be instances where you need to create checks manually. For instance, you may need to quickly pay staff for time that is not tied to billable services. This course will walk you through the steps for creating paychecks manually.

Set Calculation Options

Calculation Options must be set under the Paychecks desktop in order to manually add paychecks.

1. Click on Payroll (expand)

2. Click on Paychecks

3. Click on Calculation Options

4. Enter the Check Date and the Pay Period Start/End.

Note: The check date can only be entered for the current or a future date.

5. De-select any Deductions check-boxes (if necessary).

Note: Deductions checkboxes are selected by default. Any deduction that is checked will be withheld from employee’s paycheck, as long as the employee record has a deduction set up to be withheld.
- Helpful Hint: Keep in mind that If a deduction needs to be discontinued altogether for an employee, then it should be inactivated at the employee record.

6. Click on the Save button

Add Paychecks

1. From the Paychecks desktop, click on the Add Paychecks button

2. Select the Employee to be paid.

Note: If you have already set the Calculation Options, the Check Date and Pay Period Start/End will auto-populate.

3. Find the Pay Type in the list that you want to pay the employee against.

4. Click on the Reg Units field and enter in the number of units to be paid.

Note: the number of units to be entered depends on how the Pay Type has been setup.

5. Click on the Reg Rate field (optional) if you need to manage the rate of pay.

Note: the pay rate to be entered depends on how the Pay Type has been setup. OT Units and OT Rate are also available if needed.

6. Click on the Save and Calculate button

Paycheck Errors

Any errors in creating paychecks will be presented. This report can be exported for further review. All errors must be cleaned up before the check can be created. Most of the errors rely on components of the employee record to be addressed. Once the error has been fixed, click the Create Paychecks button again. This will only create checks for any employee whose check has not already been created. There is no need to select the individuals name, as the system will not duplicate a check if one has already been created.

Examples of paycheck errors:

No zero non-disbursements are defined for this employee: Go to Maintain Employees Pay disbursements tab. Add in the correct pay disbursement method for the stated employee. Repeat the Create Paychecks step so the calculation will pick up the edit.

No tax information configured for this employee: Go to Maintain Employees Taxes tab. Add in the correct marital status and tax withholdings for both the Federal and State lines for the stated employee. Repeat the Create Paychecks step so the calculation will pick up the edit.

Negative Net Pay Calculated: The amount of deductions being withheld from the stated employee exceed the amount of net pay calculated. Go to Maintain Employees Misc. Deductions tab and adjust a deduction amount so that it doesn’t exceed the gross pay. Repeat the Create Paychecks step so the calculation will pick up the edit.

Review Individual Paychecks

Once all of the paychecks have been created and the errors cleaned up, then it is time to review the paychecks.

1. Click on Payroll (expand)

2. Click on Paychecks

3. Search for paychecks using any combination of the filter options.

Note: To review all paychecks created for the check date, enter in the check date or use the pay period filter.

4. Click the Search button

Note: To review the details of a check, open up the check (double-click line item). Pay transaction details for each pay type are displayed as well as the pay stub below to review the gross, deduction and net totals.

Helpful Hint: If there are any additional ways to pay the employee, the units can be directly keyed in against the corresponding pay types. Edits can also be made against pay types for imported time. To do so, simply adjust the unit value and then hit save and calculate. A new stub will appear with the new totals.

Paycheck Example

Check Review

Review multiple checks at once using the Check Review function.

From the Paychecks desktop, click on the Check Review button

Note: Review all checks in the grid by selecting "From All" or select checks to review and choose the "From Selected" option.

There are 3 versions of the report available…

Check Review: This report displays each of the check stubs selected in succession.

Check Review Summary: This report is a 1 page report that provides grand totals for the checks in the grid.

Check Review Unformatted: This report shows the break down on units by pay type and cost center.

Check Review

Print Checks

Generate checks by clicking on the Print Check button.

From the Paychecks desktop, click on the Print Checks button

Note: Print all checks in the grid by selecting "From All" or select checks to print and choose the "From Selected" option.
- Helpful Hint: It may be beneficial to use the disbursement filter to separately prepare the direct deposit file and the physical checks if both disbursement types are included. This is a good way to save paper if direct deposit stubs aren't needed, while keeping in mind that OnTarget user will still get their stub on their dashboard in the Paychecks dashlet.