PRINT PAYCHECKS

Use this screen to print and reprint paychecks based on the information on the Manage Payroll Records screen. All employees without a paycheck number on the Manage Payroll Records screen and who do not have Direct Deposit have paychecks printed for the selected pay cycle. It is easiest to print checks to an attached printer.

Define the type of check that you are using on the Configure Payroll Settings screen. You can print up to nine pay types and up to 18 deductions on a single paycheck.

You can print paychecks only after you enter timesheets, create payroll, print and review the Payroll Edit Report, and make any necessary corrections in the Employee Payroll table (Payroll Edit table). You can print paychecks before printing Direct Deposit payment advices. If you have employees working in a state or states that require the pay rate be included on the payment advice, you must select the Include Pay Rate on Paychecks and Advices check box on the Manage State Taxes screen for those states. If an employee's FLSA status is Non-exempt and the Include Pay Rate on Paychecks and Advices check box is selected for the employee's SUTA state, the employee's pay rates are included on the payment advice.

You must have compatible forms before attempting to print checks and/or deposit advices. It is important that you order forms in time to test them before attempting to print "live" checks and/or deposit advices.

You can use existing check stock to print paychecks, whether or not multi-state applies to the employee. Detailed State Withholding information prints on every paycheck, regardless of the number of withholding states an employee has and regardless of the status of the Enable Multi-State Tax Withholding check box assigned to the employee’s pay cycle on the Manage Pay Periods screen.

This screen contains multi-state functionality that allows you to compute and report multi-state withholding taxes, based on the tax regulations specific to each state.

Location

Selection Ranges

Pay Cycle

Use this group box to select the pay cycle for which you are printing paychecks. You can print paychecks for only one pay cycle at a time.

Option

This field always displays One.

Start

Enter, or click to select, the pay cycle with which you want to start.

Employee

Use this group box to select the range of employees you want to include when printing or reprinting paychecks.

Option

This drop-down list provides the following employee range selections:

• All

• One

• Range

• From Beginning

• To End

If you select All, the Start and End fields are disabled; if you select One, the End field is disabled; if you select From Beginning, the Start field is disabled; and if you select To End, the End field is disabled.

Start

If your range selection is One, Range, or To End, enter, or click to select, the employee ID with which you want to start.

End

If your range selection is Range or From Beginning, enter, or click to select, the employee ID with which you want to end.

Locator Code

Use this group box to choose the locator codes to be included when printing or reprinting paychecks. You must first select the Print Checks by Locator Code check box on the Configure Paychecks screen and set up locator codes for employees on the Manage Employee Information screen in Costpoint Employee.

Option

Use this drop-down list to select one of the following locator code range selections:

• All

• One

• Range

• From Beginning

• To End

If you select All, the Start and End fields are disabled; if you select One, the End field is disabled; if you select From Beginning, the Start field is disabled; and if you select To End, the End field is disabled.

Start

If your range selection is One, Range, or To End, enter, or click to select, the locator code with which you want to start printing paychecks. is available in this field only if you set up locator codes for your company on the Manage Locator Codes screen. If not, is not available and Costpoint does not validate your entry.

End

If your range selection is Range or From Beginning, enter, or click to select, the locator code with which you want to end the paychecks. is available in this field only if you set up locator codes for your company on the Manage Locator Codes screen. If not, is not available and Costpoint does not validate your entry.

Home Organization

Use this group box to select the range of employee home organizations you want to include when printing or reprinting paychecks.

Option

This drop-down list provides the following range selections:

• All

• One

• Range

• From Beginning

• To End

If you select All, the Start and End fields are disabled; if you select One, the End field is disabled; if you select From Beginning, the Start field is disabled; and if you select To End, the End field is disabled.

Start

If your range selection is One, Range, or To End, enter, or click to select, the home organization with which you want to start.

End

If your range selection is Range or From Beginning, enter, or click to select, the home organization with which you want to end.

Include Employees with active direct deposit information

Select this check box to print paychecks for employees in the pay cycle even if they have active direct deposit bank information. This check box is only available if the Allow paychecks for direct deposit employees when ACH File Creation is not suspended check box is selected for the Pay Cycle in the Configure Direct Deposit Settings screen.

Check Information

Use this group box to define the parameters for printing employee paychecks.

Paycheck Date

Use this field to specify the date to be printed on the paychecks. Enter or click to select, the date that you want to print on the paychecks, or accept the date that defaults into this field. The format for date is MM/DD/YYYY. This is a required field.

Starting Check Number

In this field, enter the number to print on the first paycheck. This number is the number of the first "real" paycheck that you print, and must match the number pre-printed on the first paycheck. This is a required field.

When paychecks are printed, the check numbers are recorded in the Employee Payroll table (Payroll Edit table). After the Payroll Journal is posted, the paycheck numbers are recorded in the Employee Earnings and the Bank Reconciliation tables.

The last check number referenced on the Configure Paychecks screen increments by one and defaults into this field according to the pay cycle.

Sort By

1st Sort

Use the drop-down list to select how you want the paychecks sorted. The paychecks print in alphabetical order. Options are:

• Employee Name — If you select this option and the Override Name Format check box, the checks are sorted alphabetically by employees' first/middle initial/last name combinations. If you do not select the Override Name Format check box, the checks are sorted alphabetically by employees’ Displayed Name.

• Employee ID — Select this option to print paychecks in alphabetical order by employee ID.

• Locator Code — Select this option to print paychecks in alphabetical order by locator code, with a secondary sort option by employee name or employee ID. This option is not available unless the Print Checks by Locator Code check box is selected on the Configure Paychecks screen.

Employee Name is the default.

2nd Sort

Use the drop-down list to select the secondary sort for your paychecks. This drop-down list is not available unless you select Locator Code in the 1st Sort drop-down list. The paychecks print in alphabetical order. Options are:

• Employee Name — If you select this option and the Override Name Format check box, the checks are sorted by employees' first/middle initial/last name combinations. If you do not select the Override Name Format check box, the checks are sorted alphabetically by employees’ Displayed Name.

• Employee ID — Select this option to print paychecks in alphabetical order by employee ID.

Employee Name is the default.

Options

Print Type

Use this group box to select the print process you want to perform. If you select the Print Paychecks or Reprint Paychecks options, validation is performed and a warning message is triggered when there are duplicate check numbers in the Maintain Payroll Edit or Maintain Employee Earnings tables for the same account number and pay cycle.

Print Test Pattern 

Select this option to print a test pattern on a blank paycheck. Use this to ensure proper alignment of the paychecks. You can print test patterns as many times as necessary to get the paychecks aligned properly. The first few times you print paychecks, you may need to do some experimenting to determine the proper insertion/starting point for the first "real" paycheck.

Print Paychecks 

Select this option to print employee paychecks. Be sure you have the first "real" paycheck number in the Starting Check Number field before you print.

Reprint Paychecks 

Select this option to reprint employee paychecks if, for instance, you have a range of paychecks within a run that was erroneously printed and you want to reprint it. You can reprint one check or a range of checks. Any paycheck specified reprints; the presence of a paycheck number in the Employee Payroll table (Payroll Edit table) does not affect the selection. You can reprint paychecks as needed. It is not necessary to void the paychecks before reprinting.

After posting payroll to the General Ledger, you can use the Void/Replace Posted Paychecks screen to reissue paychecks. When you use the Void/Replace Posted Paychecks screen, Costpoint generates a V record to maintain the disbursement code of the original check. An editable W record is generated with a check disbursement code replacement type.  

We highly recommend that you print paychecks to an attached printer.

Deferred leave does not print on paychecks.

Check Type

Select the check type.

Pre-Printed Checks

Select this option to print on pre-printed checks. This option is the default.

Blank Stock

Select this option to print laser checks on blank stock with the company logo, the signature, company name/address/telephone number, bank name/check address, and micro encoding. If you select this option, the company's name and address that prints on the checks reflects the taxable entity ID that is assigned in the Taxable Entity (Address) field on the Posting/Advice Information tab of the Configure Direct Deposits screen.

Z-Fold

Select this option to print z-fold checks that include the company logo, signature, and micro encoding. If you select this option, the company's name and address that prints on the checks reflects the taxable entity ID that is assigned in the Taxable Entity (Address) field on the Posting/Advice Information tab of the Configure Direct Deposits screen.

Suppress

Social Security Numbers

Select this check box to prevent employees' social security numbers from printing on their paychecks.

Hours for Salaried Employees

Select this check box to suppress hours (that is, not show the hours worked) for salaried employees when you print paychecks. This can be useful when salaried employees work uncompensated time and you do not want to show the total hours the employees worked on their paychecks.

Print Options

Use the options in this group box to print paychecks for employees with zero net pay or suppress hours for salaried employees.

Override Name Format

Select this check box to print employees' names on paychecks in the format of first name<space>middle initial<space>last name. If you do not select this check box, paychecks are printed with the employee name as it appears for the record in the Displayed Name field on the Manage Employee Information screen. 

Include Home Org

Select this check box to print organization identifiers on the paycheck. This can be useful when hand sorting and delivering paychecks internally to employees.

Print Checks with Zero Net Pay

Select this check box to print zero-net-pay-amount paychecks. If you have zero-net-pay-amount paychecks and do not print them, you must provide a paycheck date and check number for them when printing the Payroll Journal.

Include Signature(s)

Select this check box to print a signature on the paychecks. If you selected the Require Two Signatures check box on the Configure Paychecks screen and also select this check box, paychecks print with two signatures on them. Otherwise, paychecks print with one signature when this check box is selected. 

In order to print a signature on a paycheck, you must have a signature in the form of a graphic (a bitmap file) named sig.bmp in the Primary Signature location specified on the Configure Paychecks screen. If the Require Two Signatures check box is selected on the Configure Paychecks screen and you select this check box, you must also have a separate signature graphic in the Secondary Signature File Location specified on the Configure Paychecks screen. Each bitmap file cannot exceed 150 KB. When you click , the application reads the bitmap file(s) and prints the graphic(s) on the paycheck.

Do not select this check box if you have selected either the Blank Stock option or the Z-Fold option on this screen. The signature(s) is included automatically if either option is selected.

Include Company Logo

Select this check box to print your company logo on the paycheck. In order to print a company logo on a paycheck, you must have a graphic (a bitmap file) named logo.bmp in the Company Logo File Location specified on the Configure Paychecks screen. The bitmap file cannot exceed 150 KB. When you click , the application reads the bitmap file and prints the graphic on the paycheck.

Do not select this check box if you selected either the Blank Stock option or the Z-Fold options on this screen. The logo is included automatically if either option is selected.

• Table Information

  Report Sources

  Employee Payroll — EMPL_PAYROLL

  Employee Payroll Pay Type — EMPL_PR_PAY_TYPE

  Employee Payroll Worker's Comp — EMPL_PR_WC

  Employee Payroll Deduction — EMPL_PR_DED

  Employee Payroll Contribution — EMPL_PR_CNTRB

  Employee Payroll Local — EMPL_PR_LOCAL

  Basic Employee Info — EMPL

  Deductions — DED_CD

  Employee Bank Header — EMPL_BANK_HDR

  Employee Earnings Deductions — EMPL_EARN_DED

  Employee Earnings Local — EMPL_EARN_LOCAL

  Employee Earnings — EMPL_EARNINGS

  Salary Info & History — EMPL_LAB_INFO

  Employee Leave Balance — EMPL_LV_BAL

  Employee Leave History — EMPL_LV_HIST

  Employee Leave Journal — EMPL_LV_JNL

  Leave Period Schedule — LV_PD_SCH

  Leave Type — LV_TYPE

  Organizations — ORG

  Pay Check Setup — PAY_CHK_SETUP

  Pay Period — PAY_PD

  Pay Period Schedule — PAY_PD_SCH

  Pay Types — PAY_TYPE

  Payroll Settings — PR_SETTINGS