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You can issue checks if you wrote a check by hand to an employee and want to enter the check into the Payroll module, or if you begin using the ACS Payroll module after the first of the year and want to enter detailed check information for each pay period.

When you issue payroll checks, keep these important facts in mind:

  • If you have already entered time sheets and processed the Payroll Journal from one bank account, any checks you issue must be issued from that same bank account. You cannot cross banks when processing a batch of time sheets. If you need to pay employees from more than one bank, you must complete the payroll process for one bank and then begin the process again for another bank.
  • The selected pay period determines which adjustments default for this payroll check. However, you can add, edit, or delete adjustments on this check.
  • After issuing checks, you can process the Payroll Journal.
  • You must post all checks that you issue whether you print the checks or not. Without posting the checks, the employees' W-2 and the 941 are not updated.
 To issue checks
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Preview/Issue Checks, then click Issue Checks.
  4. In the Bank field, select the bank account from which you want to issue checks.
  5. In the Empl No. (Employee Number) field, enter the employee number, or click Lookup to select an employee. If the employee number displays in red, the selected employee has a check in the current check run.
  6. To issue a check for an employee who is normally paid by direct deposit, select Print One Time Check. This is useful for holiday or other bonuses.
  7. In the Pay Period field, select the pay period for the current check.
  8. In the Chk. No. (Check Number) field, complete one of the following options:
    • To print a check for this entry, do not enter a check number.
    • To post this entry to the general ledger without printing a check, enter a check number.
  9. In the Check Date field, enter the date that you want to print on the check. If the check is already printed, enter the date printed on the check.
  10. In the Prd Start (Period Start) and Prd End (Period End) fields, enter the pay period starting and ending dates.
  11. If you do not want vacation and sick time to accrue with this pay period, select Do Not Accrue.
  12. Under Wages and Adjustments, the selected employee's default wages and adjustments display. You can add, edit, or delete these amounts as necessary.
  13. Under Taxes, edit taxes if necessary. If the selected employee is exempt from a specific tax or no tax table is defined on the employee record, some tax fields may be unavailable. Edit tax amounts only after you define all wage and adjustment amounts. If you edit tax amounts first then add or edit wage or adjustment amounts, the tax amounts revert to the original values.
  14. To determine the amount of workers' compensation tax on the selected employee's earnings, select Calculate Worker's Compensation.
  15. Select the appropriate Tax Calculation method:
    • To calculate taxes as normal on the current check, select Auto Calculate.
    • To recalculate taxes on the current check after making changes, clear Auto Calculate, then click Recalculate.
  16. Click OK to save the current check. If no check number is entered, a warning displays. Click Yes to continue.
  17. Select another employee to issue a check, or click Cancel.
  18. To post the issued checks to the general ledger without printing a check, select the Printed? option, then enter the appropriate check number. Repeat this step for each issued check that you want to mark as printed.

You can also issue multiple payroll checks to an employee.

All time sheet entries for an employee print on the same check. If you want to issue more than one pay check for an employee in the same check run, you must add the additional check entries through the Issue Checks option. Each additional check entry added through the Issue Checks option prints a separate check.

 To issue multiple checks to an employee
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Preview/Issue Checks, then click Issue Checks.
  4. In the Empl No. (Employee Number) field, enter the employee's number. Click Lookup to select an employee in the Add/Edit Employees window. If there is already a check waiting to print for the employee in ACS, the employee number displays in red.
  5. If necessary, edit wage, adjustment, and tax information.
  6. Click OK, then click Yes to continue.

You can also issue a check for only the amount of an employee's adjustments.

 To enter a check only for adjustments
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Preview/Issue Checks, then click Issue Checks.
  4. Select an employee's record.
  5. Under Wages, delete the pay information, and if necessary, delete the Federal, FICA, State, and Medicare information.
  6. Click OK.