When timecards have been entered for all employees and it is time to calculate and print payroll checks, take the following steps:
Go to Payroll > Employee Payments and the following window will appear:
Click All to list all the unpaid timecards or click Pay Period to only show the unprocessed timecards within a specific pay period. The latter is normally the selection chosen since paychecks are based on a single pay period.
Click the switch in front of View All to show all the timecards.
Make sure the proper Bank Account is selected. It can be changed using the drop down box to the right of the Bank Account Field.
The Pay Date is the date printed on the paycheck and is the same for all paychecks within a pay period. The Pay Date is set when the Pay Period is created. EBMS allows the user to generate a paycheck for an employee before all other timecards are entered but the check date for both the employee that was paid early and the other employees is the same. Review the Open New Pay Period section for more details.
To select all the timecards for payment hit the Select All button at the bottom of the window. To select each employee timecard individually, click on the timecard with a mouse, which will put a check mark in the first, or Pay column.
The Payment Method column determines if employee payment processing will generate a paycheck or a direct deposit notice for the employee. This column can be ignored if payroll is not processed using the direct deposit option. Review the Payroll > Processing Payroll > Direct Deposits > Employee Configuration for more details on ACH direct deposit processing.
Processing and printing paychecks consists of two steps:
Calculating Taxes and Deductions - This step will calculate the taxes and deductions for all the timecards that have been selected. Changes to the timecard can be after this step is completed but taxes and deductions must be recalculated after any changes are made.
The Calculate Taxes (Typical) option should be used in a normal payroll process. Click on the Process button and select Calculate Taxes (Typical) as shown below:
Only use the Calculate Taxes (Advanced) when doing a special payroll process such as a separate bonus paycheck. Review the Payroll > Processing Payroll - Advanced > Separate Bonus Pay Periods for more details regarding the Calculate Taxes (Advanced) function.
Taxes can also be calculated on an individual basis directly within the timecard by selecting Process > Calculate taxes from the timecard menu.
To view the taxes and deductions that will be withheld from the paycheck, take the following steps:
Open the timecard you wish to view by highlighting the timecard and clicking the Timecard button.
Select the View > Taxes selection from the timecard menu.
Use the up and down cursor keys on the keyboard to scroll list. Be careful not to change the taxes inadvertently.
Click Ok on tax list to close window. Select File > Close from the timecard menu to close timecard window.
Process Checks - Click on the Process Checks option of the Process button menu again after all taxes have been calculated. The following dialog will only appear if the Payment Method setting for any employee is set to Direct Deposit:
Click on the Print Checks option if the dialog shown above appears. Review the Processing Direct Deposit Pay section for more details on processing direct deposits.
Verify the First Check No and click print to generate paychecks. The user will be prompted to verify that the first check printed properly and again when all checks have printed. Do not click Yes to confirm that all checks have printed correctly until the paychecks have all successfully printed.
If you click Yes all the timecards will be processed and the general ledger transactions will be created. If the checks did not print properly click No and a Check Confirmation list will appear:
Remove check marks in the Printed column for all paychecks that did NOT print properly by double clicking on appropriate check. All paychecks that have a check mark in the printed column will be processed and the timecards will be marked paid. By removing the check mark, the timecard will not be marked paid and transactions will not be made. To reprint paychecks return to Employee Payment screen and start over with step one.
Click Ok when only the checks that printed properly are checked. Click the Cancel button to cancel the entire check run.
Note: All payroll transactions should be posted before processing payroll. The user will be prompted during the process step to post transactions. Employee payment and tax history is updated during the post procedure.