ctcLink Reference CenterPayroll Paysheets 13Creating a Manual Check Entry - 13a

Creating a Manual Check Entry - 13a

Purpose:  Use this document as a reference for entering manual check data in ctcLink.

Audience:  Payroll Administrator

The Manual Check Entry process is used to enter payroll payments issued outside of the ctcLink Payroll Module.  These are records only entries; no payments are issued on the payroll run for these entries through this process.

Creating a Manual Check Entry

Navigation:  Main Menu > Payroll for North America > Payroll Processing USA > Update Paysheets > By Paysheet

  1. Click the Add a New Value tab.
  2. Click the Company lookup icon and select the appropriate option.
  3. Click the Pay Group icon and select the appropriate pay group.
  4. Click the Pay Period End Date lookup icon and select the appropriate pay period.
  5. Check the Off Cycle? Check box.
  6. Enter a high number (ex. 3500) in the Page Nbr field. Consult local business processes for the appropriate range of numbers.
  7. Click the Add button.
Add a New Value tab
  1. Enter the employee’s emplid in the Empl ID field.
  2. Select the Manual Check checkbox.
  3. Enter the appropriate check number in the Check Number field.
  4. Enter the check date in the Check Date field.
  5. Enter the total gross pay amount in the Total Gross field.
  6. Enter the net pay amount in the Net Pay field.
  7. Click the OK to Pay checkbox.
  8. If the default hourly rate is incorrect, select the Override Hourly Rate option (enter the correct hourly rate in the Other Earnings section in the Rate field).
  9. Be sure to enter the Earnings Begin and Earnings End dates for the earnings being reported.
  10. Use the Other Earnings section to report earnings amounts (do not use the Reg Hours/OT Hours/Reg Salary fileds)
  11. Click the Save button.
  12. Click the One-Time Deductions tab.
  1. The OK to Pay checkbox is selected by default.
  2. The Benefit Deduction Taken and General Deduction Taken drop-down menus will populate with Deduction. Change to NONE if you do not want all of the Employer Contributions (Non-Taxable) benefits to populate.

NOTE:  If you are entering a manual check that has a Garnishment deduction, see the Additional Information section at the end of this document.

  1. Select the appropriate deduction from the Plan Type field.
  2. Click the Deduction Code lookup icon and select the appropriate deduction code.
  3. The Sales Tax field defaults to the appropriate deduction.
  4. Enter the deduction amount in the Flat/Addl Amount field.
  5. Click the Deduction Class lookup icon and select the appropriate option.
  6. The One-Time Code defaults to Override.  If the manual check is for an overpayment, select REFUND from the drop down menu.
  7. Click the One-Time Taxes tab.
One Time Deductions tab
  1. The OK to Pay checkbox is selected by default.
  2. Select the Federal checkbox.
  3. Click the Tax Class drop-down menu and select the appropriate tax class.
  4. Click the One-Time Code drop-down menu and select the appropriate option.
  5. Enter the appropriate amount in the One-Time Tax Amount field.
  6. Click the Add a Row (+) button to add addition taxes.
  7. Click the Save button.
One Time Taxes tab
  1. When all manual checks have been entered, run the Calculate Payroll for the Off Cycle Run.

Navigation:  Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Calculate Payroll

On Cycle or Off Cycle Run section
  1. When the Calculate Payroll is completed, run the Confirm Payroll for the Off Cycle Run.

Navigation:  Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Confirm Payroll

Off Cycle Run section

Additional Information:

To enter a one-time garnishment for an off cycle manual check, on the Payline, you must select the Subset option on the One Time Deduction tab in the General Deductions Taken field.  This is needed because the GARNSH deduction code is not a true deduction; it is a trigger that refers back to the garnishment tool for calculation of the amount to confirm it meets disposable earnings requirements.

A subset allows you to enter an additional check or manual check and only apply specific deductions to that check.  Ie: a separate bonus check would not have all deductions applied to it, so you set up a Subset and specifiy which deductions would always be applied in that payment type.  

  1. Select the Subset option from the General Deductions Taken drop down field.
  2. Select the General Deduction Subset of SP1 in the One Time Deductions Tab.
  3. Select Save.
One Time Deductions tab
  1. Click on the One Time Garnishment tab.
  2. Enter deduction details.
  3. Click Save.
One Time Garnishment tab

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