Payroll Entry

Payroll Entry Grid

Options button drop-down menu

From the Payroll Entry Options drop-down menu, you can:

Pay

Pay Standard Amounts
Pay Vendors and Providers

Checks & Pay Period

Edit Pay Period
Delete Pay Period
Delete All Checks
Delete Time & Attendance Checks

Check Templates

Apply Template to Unpaid Checks
Use Regular Check Template
Unblock Auto Distributions on Unpaid Checks

Name Column Display

Sort Order
View Options

Messages

Show Unpaid Employees Message

Pay

Pay Standard Amounts

Select the Pay Standard Amounts option to create checks for the workers in the Payroll Entry grid using the standard pay. If no workers are listed in the grid, the Pay Standard Amounts option does not display.

Standard pay is defined as a consistent payment that a worker receives on a recurring basis.
- For a salaried worker, this is their loaded salary amount.
- For an hourly worker, this is the standard hours loaded in the Compensation view.
If saved checks exist in the pay period and you select YES to Pay Standard Amounts, you are prompted to create a second check for all workers with available standard pay data. If unsaved checks exist within the grid, fill those checks with the standard pay data first in the order they display (top to bottom of grid).
If saved checks exist in the pay period and you select NO to Pay Standard Amounts, the worker check rows are not updated with standard pay data.

Note: Independent Contractor with Standard Pay Data

When one or more Independent Contractors are listed and the 1099 Misc pay component is not active for the check date, their checks are not populated with the Independent Contractor available standard pay data.

Pay Vendors and Providers

In Payroll Entry view, select the Options menu, then select Pay and Pay Vendors and Providers or select the Vendor Payments layout from the Change Layout drop-down menu.
Enter the check amount in the Amount column.
Click SAVE.

You can click to delete the check.

Voiding Vendor Checks

In Payroll Entry view, select the Options menu, then select Pay and Pay Vendors and Providers or select the Vendor Payments layout from the Change Layout drop-down menu.
Click for the appropriate vendor, then select Void. The Void a Previous Check screen displays.
Select the vendor check to void.
Select which check date (current or original) to process the void.
Click OK.

Checks & Pay Period

Edit Pay Period

Refer to Edit/Delete Pay Period

Delete Pay Period

Refer to Edit/Delete Pay Period

Delete All Checks

To delete all checks from a pay period:

Select Delete All Checks from the Payroll Entry Options drop-down menu.
Select YES. All checks for the selected pay period are deleted.

Check Templates

Apply Template to Unpaid Checks

You have the option to apply a check template to any unpaid checks for that pay period. You can issue multiple checks with the same taxability, such as a bonus or commission payroll. Select Apply template to unpaid checks and select a check template.

If you use this feature for part of your payroll, then navigate to another screen, you need to select the template again to use it for any additional unpaid checks.

Select Apply Template to Unpaid Checks. The Add Check Template screen displays.
Select a check template from the predefined templates and any custom templates created for you. Contact your Paychex representative to request a new custom template.

- Standard Template
- Bonus - FICA Only
- Bonus - Standard Taxes Withheld
- Bonus - Supplemental Taxes Withheld
- Supplemental Pay

Click CONTINUE.

Use Regular Check Template

Select Use Regular Check Template to apply the regular check template to any unpaid checks.

Refer to Check Template for additional information.

Unblock Auto Distributions on Unpaid Checks

Refer to Block Auto Distributions for additional information.

Name Column Display

Sort Order

Sort payees in the Name column by Organization, then by Last Name, First Name, or ID (Employee, Contractor, etc.)

View Options

Select the primary and secondary preferences for displaying information in the Name column.

Messages

Show Unpaid Employees Message.

Include More Payees Button

Select Include More Payees button on the payroll entry grid. The Include More Payees screen displays and displays workers for the client that are not in the payroll entry grid in the following categories: Active Employees, On Leave/On Hold Employees (Inactive for PEO clients), Terminated Employees, Transferred Employees (PEO client only). In the All Payees category, all workers display, and, if the worker already exists in the Payroll Entry grid, the worker record is checked but is disabled.

To add payees not currently in the Payroll Entry grid, select the checkbox next to their name. The workers are inserted into the grid in the sort order previously selected.
Click ADD TO THIS PAYROLL.

Change Layout drop-down menu

Under the Change Layout drop-down menu, select various layout types (e.g. Web Basic, Standard Grid, etc.). You can also:

Manage Layouts
Restore Column Sizes
Select Different Layout
Save as New Layout

Advanced Filter

See Advanced Filter - Payroll

Find payee by name or ID

You can search for an employee quickly and easily in the Payroll Entry screen. Enter one of the following in the Find payee by name or ID field:

Name
Payee ID number

Click Go to display search results. Click X to clear the results and do a new search.

Payroll Entry Grid

Name: The worker’s name displays according to the options set in View Options. If appropriate, a status icon displays.

Paying the Vendor

Inactive
Independent Contractor
Terminated
Transferred

Click next to the worker’s name to display elements of the People view in a separate window.

Check Icon: A check icon displays for the worker when a check is manually entered and saved or the worker was paid via Start Payroll. Click the check icon and then select the appropriate option.

Check Preview
Check Options

If the check is a Disability or Void check, only the Check Type displays.
If the Precalc check is a manual check, only Manual displays as the Check Type.

Actions

	Edits the check of the selected worker/check. Refer to Edit Check for additional information.
	Deletes the row in focus from the grid for a non-recurring earning only, and deletes the entire check if there is only one row of data for the worker.
	Contains options for adding rows, checks, and other options. Refer to Add Options for additional information.
	Displays Expanded View for Voided or Disability checks only. The content is read-only.
	Indicates notes are empty. A new note can be written.
	Indicates there are existing notes.

Managing Vendors

By using People, you can add Vendors. They can also be added by contacting your Paychex Payroll representative.

By using Payroll, you can pay a Vendor, create a Vendor check, and void a Vendor check.

Data Entry Columns

There are a set of default Payroll Entry columns which display for all clients. They are described below.

Hours: Displays the hours for the worker if standard pay was applied and the worker has default standard hours. Otherwise, the field is blank (default).

Rate: The Rate field is a combination box with a drop-down menu that lists the loaded rates and the rate number.

When a rate is selected, the rate amount displays in the Rate field (the rate number does not display).
If zero is entered, the field will default to blank upon leaving the field.

The default or standard amount for the pay component displays. If no standard amount applies for the pay component, the field is blank.

When blocked, the Amount field for the recurring earning or deduction is disabled.

Overtime Hours: The overtime hours for the employee display.

Sick Hours: The sick hours for the employee display.

Vacation Hours: The vacation hours for the employee display.

Cash Tip Amount (for restaurant clients only): The cash tip amounts the employee received at the time of service display.

Meals Amount (for restaurant clients only): The meal amounts the employee received at the time of service display.

Do not enter memo hours for Supplemental, Miscellaneous, Bonus, and Commission if the hours are already entered under regular or overtime. This may cause over reporting of actual hours worked.

Class Code: Can be added for individual earnings and allows wages to be allocated to specific worker’s compensation class codes to ensure wages are being applied to proper class codes.

Shift Differential: Can be added for individual earnings and allows an additional amount or percent to be added to the worker’s rate. The differential only applies to the rate associated with the earning. Ex. Entering an Hourly Shift Differential will only apply to the Hourly Rate, not any other earning rate.

Wage Allocation Columns (added through Customize Layout options)

Job: Only available when the company is set up with the Job Costing product. This allows the allocation of a worker’s wages to a specific job set up on the company. The job selected applies to all wages on a worker’s payroll row.

Labor Assignment: Only available when the company is set up with the Labor Distribution product. This allows the allocation of a worker’s wages to specific labor assignments set up on the company. The labor assignment selected applies to all wages on a worker’s payroll row.

Line Date: Allows for the allocation of wages to a particular date for certified payroll. All the wages that appear on a worker’s payroll row will allocate to the line date.

Local: All the wages on the worker’s payroll row will allocate to the worker’s default local(s) set within People. To override the default select a different local. Note: The selection will include only states setup on the worker.

Organization: Only available when the company is set up with Simple Labor distribution. This allows the allocation of a worker’s wages to an organization unit set up on the company. The organization selected applies to all wages on a worker’s payroll row.

State: All the wages on the worker’s payroll row will allocate to the worker’s default state(s) set within People. To override the default select a different state. Note: The selection will include only states setup on the worker.

Check Icon

When a check is issued to a worker, a check icon displays. Clicking the check icon provides a Preview Check function, and also Check Options if one or more check options apply to the worker.

Direct Deposit

Block – Blocks the Net Pay direct deposit for the associated account.
% or Amount – Populates the How much is being deposited? value.
Account – Displays associated accounts for the worker.

Direct Deposit Override

Using this selection is a one-time override. To permanently delete or discontinue a direct deposit, update the worker’s information in the People service, Direct Deposit view.

One Account

Select Check Options from the Payroll Entry Options menu. The Check Options section displays.
Select the Block checkbox to block the check. The Net Pay direct deposit for the account is blocked.
Click SAVE.

Multiple Accounts

If more than one active Net Pay deposit account exists, the account information displays in ascending alphanumeric order based on bank name, then account number, then account type.

When there is a record with a remainder value in the % or Amount column, it displays last.

Select Check Options from the Payroll Entry Options menu. The Check Options section displays.
Select Block all Net Pay Direct Deposit. The Net Pay direct deposit for each of the worker’s active Net Pay direct deposit accounts is blocked.

The Block all Net Pay Direct Deposit checkbox only displays if the worker has more than one active Net Pay Direct Deposit relationship.
To block one of the worker’s active Net Pay direct deposit accounts only, select Block next to the impacted account. The Net Pay direct deposit for the account is blocked.
Click SAVE.

Recurring Earning/Deduction Override

This is a one-time override. To permanently delete or discontinue, update Employee Maintenance.

Select the Check Options tab on the currently selected check. The Check Options section displays.
Select the Block checkbox next to the recurring earning/deduction to block. The recurring earning/deduction is blocked.
Click SAVE.

Check Template

A check template contains default settings to assist when creating checks that have specific earning, deduction, and withholding settings. Check templates are often used when an employee receives a check in addition to regular pay (for example, a monthly or quarterly bonus) or if you want the check taxed differently than the employee's standard withholding.

The templates automatically pull in the Bonus earning type if one of the three bonus templates is selected, but the earning type can be changed to a different earning type available at the client level, if desired. If needed, you can modify a check created with a check template. From the Multiple Pay View screen, select the check and click Edit.

Name – Read only; displays the name for the check template.

Description - Read only; displays the description for the check template.

Predefined Check Templates

The Check Template grid contains any custom templates and the following five predefined check templates:

Regular Template – This template contains all recurring earnings and deductions with standard taxation.
Bonus - FICA Only – Bonus check. Blocks all earnings and deductions with the exception of retirement plans. Only Social Security Tax and Medicare Tax (FICA) are withheld.
Bonus - Standard Taxes Withheld – Bonus check. Blocks all earnings and deductions with the exception of retirement plans. Taxed as normal.
Bonus - Supplemental Taxes Withheld – Bonus check. Blocks all earnings and deductions with the exception of retirement plans. Earnings are taxed based on the supplemental schedule.
Supplemental Pay – Supplemental (for example, bonus) check with deductions and taxes applied according to supplemental pay regulation.

Preview a Check

Fields on the Preview Check screen are view only. Each Preview Check grid will have, at a minimum, a Name column and a Calculated Amount column.

Earnings

The following columns may display in the Earnings grid:

Name: The name of the earnings entered on the associated Precalc check displays in ascending alphanumeric order.
Hours: The hours for the earnings entered on the associated Precalc check displays.
Rate: The rate of the earnings entered on the associated Precalc check displays.
Amount: The amount of the earnings entered on the associated Precalc check displays.
Units: The units of the earnings entered on the associated Precalc check displays.
Calculated Amount: The system calculated amount of the earnings entered on the associated Precalc check displays.

Deductions

The following columns may display in the Deductions grid:

Name: The name of the deduction entered on the associated Precalc check displays in ascending alphanumeric order.
Calculated Amount: The system calculated amount of the deduction entered on the associated Precalc check displays.

Withholding

The following columns may display in the Withholding grid.

The Withholding grid displays active withholdings set up on the worker in ascending alphanumeric order, in this order:

Name: The name of the withholding entered on the associated Precalc check displays in ascending alpha-numeric order, in this order:
- Federal
- State
- Local
Calculated Amount: The system calculated amount of the withholding entered on the associated Precalc check displays. If the withholding is zero or the withholding is blocked, nothing displays in the Calculated Amount column.

Voiding Checks

Direct Deposit Check Voids

You can void a check that was initially direct deposited.

You cannot reverse direct deposit funds if more than four business days exist between the settlement date of the original transaction and either the check date or system date (whichever is greater) for the selected check. Business days are Monday through Friday, and do not include Federal holidays.

Readychex Check Voids

You can void a Readychex check. However, the payroll is placed on a Readychex Hold and you receive notification that a Paychex representative will be contacting them.