9.2 Creating a Manual Check Entry for Benefits

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

Audience:  Benefits Administrator/Payroll Administrator

The Manual Check Entry process is used to enter personal checks received to cover for Benefits deductions.   These are records only entries; no payments are issued on the payroll run for these entries through this process.

After the manual check is confirmed, make sure to clear the arrears balance, if any.

If the check is for pre-paying, refer to the Quick Reference Guide (QRG):  ADD LINK FOR PRE PAY SETUP WHEN RECEIVING PERSONAL CHECK FROM EMPLOYEE

Creating a Manual Check Entry for Benefits

By Paysheet

Navigation:  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Update Paysheets > By Paysheet

  1. The By Paysheet search page displays.
  2. Select the Add a New Value tab.
  3. Enter a value in Company field.
  4. Enter Pay Group data.
  5. Enter the Pay Period End Date.
  6. Check the Off Cycle checkbox.
  7. Enter a high number (ex. 3500) in the Page Nbr field. Consult local business processes for the appropriate range of numbers.
  8. Select the Add button.
By Paysheet Add a New Value tab
  1. The By Paysheet page displays.
  2. Enter the employee’s Empl ID.
  3. Select the Manual Check checkbox.
  4. Enter the appropriate check number in the Check Number field.
  5. Enter the check date in the Check Date field.
  6. Enter check amount in the Total Gross field.
  7. Enter the net pay amount of zero (0) in the Net Pay field.
  8. Select the OK to Pay checkbox.
  9. Enter the appropriate Earnings Begin and Earnings End dates that the benefits should have been deducted.
  10. Use the Other Earnings section to report check amount with earn code BPB  (Benefit Pay Back).
  11. Select the Save button.  
  1. Select the One-Time Deductions tab.
  2. The One-Time Deductions page displays.
  3. The OK to Pay checkbox is selected by default.
  4. The Benefit Deduction Taken and General Deduction Taken drop-down menus will populate with Deduction.
One-Time Deductions
  1. Select the appropriate deduction from the Plan Type field:
    A:  Select Plan Type as Medical when the check is for missed benefit deductions or deductions in arrears.
    B:  Select Plan Type as General when the check is for Pre-Paying the medical deductions in advance
  2. Enter the Deduction Code.  When using Plan Type General, use the appropriate pre-pay deduction code that starts with a 9.  
one tie deduction data override page
One time deduction data override page
  1. The Sales Tax field defaults to the appropriate deduction.
  2. Enter the deduction amount in the Flat/Addl Amount field.
  3. Enter the Deduction Class After Tax.
  4. The One-Time Code defaults to Override.  
  1. When all manual checks have been entered, run the Calculate Payroll for the Off Cycle Run.
  2. The process to create a manual check entry for Benefits by paysheet is now complete.

Calculate Payroll

Navigation:  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Calculate Payroll

  1. The Calculate Payroll search page displays.
  2. Select the Add a New Value tab.
  3. Enter the new Run Control ID.
  4. Select the Add button.  
Calculate Payroll add/search page
  1. The Calculate Payroll page displays.
  2. Complete the following fields in the Off-Cycle Run section:
    • Company
    • Pay Group
    • Pay End Date
    • Process Page
  3. Select the Run button.
Calculate Payroll page
  1. The Calculate Payroll process is complete.
  2. Next we will run the Confirm Payroll for the Off Cycle Run process.

Confirm Payroll

Navigation:  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Confirm Payroll

  1. The Confirm Payroll search page displays.
  2. Enter the existing Run Control ID.
Confirm Payroll search page
  1. The Confirm Payroll page displays.
  2. Complete the following fields in the Off-Cycle Run section:
    • Company
    • Pay Group
    • Pay End Date
    • Process Page
  3. Select the Run button.
Confirm Payroll page

 

The Confirm Payroll process is complete when the Run Status is Success/Posted.

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