Issue a Manual Paycheck

Manual Checks - Pay Run

Enables you to select a pay run and enter start and end dates for the pay period. After you enter this information, click Accept to display the Manual Checks - Timecard page.

Manual Checks - Timecard

Enables you to enter timecard information to issue a manual check to a selected employee.

Manual Check - Calculation

Displays the results of your timecard entries for the manual check, including hours, earnings, deduction codes, and amounts for taxes, employee-paid deductions, and employer-paid benefits.

Print

Available when you first display either version of the Manual Checks page. Activates a wizard that uses two pages: Pay Check Line Up and Print Manual/Adjustment Checks. For information on these pages, refer to Printing Manual Checks.

Set Default FLSA Carry Over

Available when you first access the Manual Checks - Timecard page. Displays a page asking if you would like to carry over Fair Labor Standards Act (FLSA) overtime to the next time the employee is paid. This item only displays if you have a pay code set up for FLSA overtime.

• Select Yes to carry over the overtime.

• Select No to apply the overtime to the current manual check.

• Select Cancel to apply the previous carryover to each employee.

To allow or prevent carryover for employees individually, generate a list of employees, select an employee, and then click the View FLSA Time item. For information on using this item, refer to Entering FLSA Overtime.

In addition to Insert Row and Delete Row, the following items display in the Manual Checks - Timecard page's Action Bar after you enter an Employee Number:

FLSA Worksheet

Displays the FLSA Worksheet page, which shows the calculated values for FLSA overtime entries. The page can only be accessed if FLSA overtime is generated.

Max Distribution Account

In the *Budget Unit* field, defaults the budget unit that accounts for the greatest percentage of the pay rate’s distribution. You may change the default.

Employee Section

Enables adding or changing pay rate data for calculating the check, including hours, rates, and tax methods.

Check Info Tab

Enables you to specify the check number and issue date. If the payroll bank account identifies Payroll Manual Checks as a document type, the check number is populated automatically.

Deduction Frequencies Tab

Enables you to specify the deduction frequencies for setting up a pay run. These codes, which are user defined, are stored in the Deduction table. The system references the codes to determine which deductions to use in calculating the employee's net pay.

The Direct Deposit section's Exclude Direct Deposit field enables you to issue manual checks to employees who usually receive direct deposits. Leave the box selected to exclude direct deposits.

Special Pay Frequencies Tab

Enables you to include special pays. These frequencies, which are user defined. are stored in the Pay Code table. The system references the codes to determine which special pays to process.

Accruals Tab

Enables you to specify accruals that should be updated. This includes amounts for the current period and cumulative totals for the month, quarter, calendar year, and fiscal year to date. Checkboxes are also available for accruing leave and decreasing the number of encumbrances remaining in the fiscal year.

Pay Run

Code and description identifying the pay run to use for the manual check.

Period Dates

The start and end dates of the pay period for the pay run.

Employee Number

Employee's ID number. Enter an ID, or click Lookup to search for and select an employee in the Employee Lookup page.

Class

Job class to use for the pay being issued or leave being charged. You can select a class from the drop-down list, or press <Tab> to default the job class and pay code from the employee's primary pay rate.

Pay Code

Pay code to use for issuing pay or charging leave.

Hours Or Days

Pay hours for Hourly pay codes or days for Daily pay codes. Leave the field at its 0.00 default to use the default hours defined in the employee's primary pay rate, as displayed in the Regular Hours/Days field. For other rates, you must enter the hours or days.

Pay Rate

Rate for calculating the employee's pay.

• For primary pay rates, press <Tab> to default the rate from the primary pay rate, in which case, the rate does not display.

• For rates using pay codes with a Per Period Rate or Special Amount pay type, you cannot enter a value.

• For other secondary pay rates, you must enter the rate.

Amount

System-calculated pay, except for a pay code with a Time card Amount pay type. With this pay type, you must enter the amount.

*Budget Unit*

Low organization for distributing the employee's pay in Fund Accounting. The budget unit defaults from the employee's primary pay rate but does not display. Leave the field blank, or enter a budget unit to override the default.

If your Fund Accounting Profile's Full Account Expense field is selected, the Full Account Window page displays when you access the Budget Unit field. For more information, refer to Add Employee Records - Full Account Window Page.

Account

Account for distributing the employee's pay. The default, which does not display, can have two sources:
Usually, the system defaults the account from the primary pay rate.
However, if the pay code entered includes an account, this account overrides the one from the primary pay rate.
You may accept the default, or enter an account number to override it.

*Project*

Project code from the pay rate. You may accept the pay rate's default project code or enter a different code. This field and the following Account field only apply if you use project accounting and the rate is linked to a project.

Account

Project account code from the pay rate. You may accept the default or enter a code to override it. This field only applies if you entered a code in the Project field.

Tax

Pay frequency code for federal taxes. Leave the field blank to use the default from the employee's Federal Tax table. If needed, you may select another frequency, but keep in mind that this would reference tax tables other than those that usually apply to the employee.

Pay Cycle

Code identifying the pay cycle for the timecard entry. The system defaults 1, which is the only cycle that can be used with a manual check.

FLSA Cycle

Cycle for applying FLSA overtime. The default (0) prevents this type of overtime. If you want to include FLSA overtime, enter the appropriate cycle number (2-9), and then click FLSA Worksheet on the Action Bar to display the FLSA Worksheet page. For information, refer to Entering FLSA Overtime.

Regular Hours/Days

Number of hours or days stored in the employee's primary pay rate. If you include a timecard line for the primary rate, the system uses this as the default in calculating the pay unless you override it by entering a value in the timecard's Hours/Days field.

Hours/Days Entered

Total number of hours or days entered in the timecard's Hours/Days fields, including time for both pay and leave. If the primary pay rate's default hours/days are used, this value is not included in the total.

Check Number

Number identifying the manual check. If you want to print the check, do not include characters in the check number. Also, for printing as well as general record-keeping purposes, we recommend that you number checks sequentially. If needed, you can assign new numbers when you run the Print option. The limit is eight characters.

If the payroll bank account identifies Payroll Manual Checks as a document type, the check number is populated automatically.

Issue Date

Date to appear on the check. This entry does not affect the check’s pay period, which is defined by the Period Start Date and Period End Date fields in the Manual Checks - Pay Run page. If needed, you can assign a different issue date when you run the Print option.

Deduction Frequencies

User-defined codes for identifying deductions during pay run processing. If you select a box, the system will look for Deduction records that store the code indicated. If one or more of these records are assigned to the employee, the relevant deductions will be taken.

The Deduction Frequencies tab displays all the frequency codes that are being used in your Deduction records. Select the frequencies that apply to the employee, or click Check All to select all of the checkboxes.

Exclude Direct Deposit

Checkbox for inactivating a direct deposit of the manual check, if the employee is normally paid through this function. Leave the checkbox selected to prevent a direct deposit of the check's amount.

Special Pay Frequencies

User-defined codes specifying how often special pays are to be issued, for example, M for Monthly or Q for Quarterly. Special pay frequency codes are stored in Pay Code records that have a Special Amount pay type. If you enter a pay code on the employee's timecard that applies to special pay and the appropriate box is selected, the system includes the special pay in its calculations.

Accruals

Checkboxes identifying the accruals to apply to the leave, deductions, and pay associated with the manual pay check. By default, all boxes are selected except the Accrue Leave checkbox. If you clear a box, the system will not accrue the related values calculated during processing.

A checkbox is also included for decreasing the Encumbrances Remaining field in benefit records. This field determines how many times a benefit can be taken in a fiscal year. Leave the box selected to decrease the number of times remaining, or clear the box to leave the times remaining unchanged.