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 Employee's 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 remove a scheduled recurring deduction as a one-time temporary change affecting only the current pay period. 5. Adjust 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 Employees screen shown below. Click the Edit Check pencil icon on the employee row who you wish to view the Edit Paycheck screen for..

2 Edit Paycheck top section At the top portion of the Edit Paycheck screen the Earnings and Deductions sections appear. Following pages describe more details on Earning/Deductions options shown here. Previous Paycheck and Next Paycheck buttons help navigate to other employee s data. Save and Close button saves changes and returns user to Enter Pay Data screen. Edit Paycheck lower section At the lower portion of the Edit Paycheck screen the Earnings and Deductions appear.

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 and enter new pay rate. NOTE: This is a temporary change which affects this employee s pay rate for just this pay period. (a permanent rate change must be made at the Compensation tab in the Employee Profile screen) Split an employee s hours worked in multiple Labor Segments (departments): 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. 3. Enter the number of hours they worked in the additional segment. Add Additional Earnings On the Edit Paycheck screen additional earnings can be added. (or at the Enter Pay Data screen) 1. Click the Select Earning drop down arrow to display the Earning menu list where you can select the desired earning type. 2. Clicking the Add button would add a row for that earning type. 3. In the amount cell enter the desired amount.

4 Deductions Removing or Adding Deductions can be added, removed or edited on this screen as a temporary change. 1. To remove a voluntary type deduction (temporary change affects just this payroll) click the dropdown arrow by the deduction and choose Remove Row. 2. To remove more than one scheduled recurring deduction at once: Use the Exclude All except retirement plans or the All scheduled deductions radio button. 3. To add a new deduction (temporary), choose the Select Deduction drop down arrow to view menu list, select the desired deduction and click the Add button. 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 all pay periods going forward for this employee use the Add Deduction option from the Deduction tab in the employee s profile. 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. 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. 1. 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 25% 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 Block direct deposits so the employee would be paid with a live paper check. Pay by Manual Check: If this check was already paid by a manual check you are required to enter the check number in the field shown. Please refer to the Manual Check guide for more detailed instructions on why and how to use this feature. Block all Direct Deposit: Selecting this option 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 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: