9.2 Creating a Manual Check Entry

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

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 the total gross pay amount in the Total Gross field.
  7. Enter the net pay amount in the Net Pay field.
  8. Select the OK to Pay checkbox.
  9. 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).
  10. Be sure to enter the Earnings Begin and Earnings End dates for the earnings being reported.
  11. Use the Other Earnings section to report earnings amounts (do not use the Reg Hours/OT Hours/Reg Salary fields).
  12. 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. 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. Enter the Deduction Code.
  3. The Sales Tax field defaults to the appropriate deduction.
  4. Enter the deduction amount in the Flat/Addl Amount field.
  5. Enter the Deduction Class.
  6. The One-Time Code defaults to Override.  If the manual check is for an overpayment, select REFUND from the drop down menu.
One-Time Deductions
  1. Select the One-Time Taxes tab.
  2. The OK to Pay checkbox is selected by default.
  3. Select the Federal checkbox.
  4. Select the Tax Class drop-down menu and select the appropriate tax class.
  5. Select the One-Time Code drop-down menu and select the appropriate option.
  6. Enter the appropriate amount in the One-Time Tax Amount field.
  7. Select the Add a Row (+) button to add additional taxes.
  8. Select the Save button.
One-Time Taxes tab
  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 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
  1. The Confirm Payroll process is complete when the Run Status is Success/Posted.

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