Edit Paycheck: Reference Guide

Transcription

1 Business Payroll Services Payroll University Edit Paycheck: Reference Guide This document will review how you can effectively use the Edit Paycheck screen accessed from the Enter Pay Data screen to edit or adjust an employee's paycheck when you are in the process of entering your payroll data. Why you may use the Edit Paycheck screen The Edit Paycheck screen provides options to make various adjustments to an employee s pay check. Listed below are several examples of changes that can be made at this screen. 1. Adjust an employee s rate of pay. (Temporary change) 2. Split an employee's pay between hours worked in multiple labor segments, even at different pay rates, for labor distribution tracking. 3. Add additional earnings for bonuses or reimbursements. (These could be added on the main "Enter Pay Data" grid as well.) 4. Add or block a scheduled recurring deduction as a one-time temporary change affecting only the current check date that is being worked on. 5. Adjust federal and/or state taxation options. 6. Block payment to a direct deposit account. (Results in a live paper check being issued instead) 7. Create a manual check payment. 8. Add a memo note to appear on the employee's paycheck stub. How to access the Edit Paycheck screen From OptRight Dashboard screen click the Enter Pay Data link to access the Enter Pay Data screen shown below. Click the Edit Check pencil icon in the Actions column on the employee row who you wish to view the Edit Paycheck screen for Wells Fargo Bank, N.A. All rights reserved. Member FDIC..

2 Edit Paycheck top section At the top portion of the Edit Paycheck screen the Earnings and Deductions sections display. Following pages describe more details on Earning/Deductions options shown here. Previous Check and Next Check buttons help navigate to other employee s Edit Paycheck data. Gross Up: Use to calculate grossed up amount for a desired net pay amount. Reset to Defaults: Resets data on this screen to what appeared before changes were made. Discard and Close: Discards any changes made and returns to Enter Pay Data screen. Save and Close: Saves changes and returns user to Enter Pay Data screen. Save: Saves changes but remains on this Edit Paycheck screen. Edit Paycheck lower section The lower portion of this screen shows Federal Tax, State Tax and Miscellaneous Overrides, Payment Method and Memo sections. The following pages describe more details on the options shown on this screen below. Any section displayed can be hidden by clicking the collapse option line by the section title. Collapsed sections can be restored by clicking the + sign by section title to restore section again.

3 Edit Rate of Pay and Split Pay options Change an employee s pay rate: On this Edit Paycheck screen click in the Rate box on the desired earning code and enter new pay rate. You could also override salary or flat dollar amounts in this section. NOTE: This is a temporary change which affects this employee s pay rate for just this pay period. (Permanent rate changes must be made at the Employee Profile on the Compensation tab) Split an employee s hours worked in multiple Labor Segments (departments), if applicable: If labor segments are needed contact BPS Customer Service for assistance. 1. Click the drop down arrow by the E02-Regular and choose option Split. 2. With the new row added after choosing Split click the Labor Segment drop down arrow to select another labor segment that the employee worked in and click Save. 3. Enter the number of hours they worked in the additional segment. Additional Earnings - adding or removing Earnings can be added, removed or edited on this screen as a temporary change. (or at the Enter Pay Data screen) 1. To add an earning click the Add Earnings drop down arrow to display the Add Earnings menu. 2. Click on the desired earning type to add a row for that earning type. 3. In the hours or amount cell enter the hours worked or desired amount that corresponds with the earning. To remove a scheduled recurring earning click the dropdown arrow by the earning and choose Remove Row.

4 Deductions Removing or Adding Deductions can be added, blocked or edited on this screen as a temporary change which affects just this payroll. Permanent changes are made at the employee s profile, deduction tab. 1. To adjust a scheduled recurring deduction enter new amount desired or enter 0 in amount field to block deduction from being withheld in this one pay period. 2. To remove more than one scheduled recurring deduction at once: Use Exclude All except retirement plans or All scheduled deductions radio buttons. Excluded deductions appear grayed out with Blocked note in Amount field. 3. Deduction drop down arrow Reset option: Use to reset an adjusted deduction to original amount. 4. To add a new deduction (temporary), choose the Add Deduction drop down arrow to view menu list and select the desired deduction. New row for that deduction will be added to screen. Enter amount of deduction to be withheld. (Note: This is a temporary change which will only apply to this pay check) If goal is to create a new scheduled recurring deduction to apply to future payrolls for the employee use the Add Deduction option from the Deduction tab in the employee s profile. 5. Deduction drop down arrow Exclude option is available to remove an added deduction. Tax and Miscellaneous Overrides Federal and State Tax Overrides can be used to block taxes from being withheld or to override the amount being withheld. The Miscellaneous Overrides section allows you to adjust the tax frequency and apply a different frequency than the standard or choose the Supplemental Taxation option. (This is a temporary change for this check only) 1. Tax Frequency: Click drop down arrow to display the frequency options you could change. This could be used for bonuses, commissions, or maybe a catch up on a salaried employee s first payroll. If you had a weekly or biweekly normal payroll frequency, but wanted to pay a monthly bonus, you could use this to tax a bonus check differently for income taxes. 2. Supplemental Taxation: Click drop down arrow to change to Supplemental to have a check taxed at the supplemental tax rate. Supplemental Tax is the option to have supplemental pay such as a bonus, taxed per IRS at a flat supplemental rate of 22% federal / varies by state. This can be used when creating a separate bonus or commission check. Supplemental option should only be used when creating a separate standalone check.

5 Payment Method section In the payment method section you can: Indicate if this check has already been paid by a manual check written outside payroll system. Block direct deposits so the employee would be paid with a live paper check. If pay by manual check or block direct deposit are not selected, none is default. Pay by Manual Check: Click the radio button if this is a manual check being recorded. Enter the required check number in the field shown. The manual check process is used to record pay details for tax reporting purposes for manually written checks used to pay personnel outside of your regular payroll submission in OptRight. Please refer to the Manual Check guide for more detailed instructions on manual checks. Block all Direct Deposit (temporary change): Selecting this radio button would let you change an employee's pay from Direct Deposit to a "live paper check. This action would affect how this employee is paid just once - only on this specific payroll. Memo tool The "Memo" window can be used to add a message to appear on an employee s paycheck. Memo Appears on paycheck: Click in the box and enter desired message. This message appears on just this specific employee s paycheck. A global message option to add a message to all employee s paychecks can be accessed at the bottom of the Review and Approve Payroll screen viewed when running payroll. Saving changes on Edit Paycheck screen With all changes made on this employee's check using the options on the Edit Paycheck tools, click the Save and Close button to return to the main "Enter Pay Data" screen. You could now continue by entering any other employee pay data needed, then use the Preview Payroll button to review and finally submit the payroll to complete the process. For additional details on other OptRight topics view the online training modules located at: