SmartFusion Modules > Payroll > Process > Print/Update Payroll Checks

Recent Changes:
6.216 - For Alabama clients made a change to look at the total wages for all pay types flagged as overtime for an employee when calculating the overtime fiscal year to date amount which is used against the overtime cap amount to figure the retirement amount that has to be withheld. Also made a change to use the Annual salary wage on the salary tab to calculate the Overtime cap instead of the Annual salary wage on the salary accounts tab.

6.213 - Added functionality to not print federal exemptions on pay check stub when an employee is set to use 'New W-4 submitted on or after 01/01/2020' for all standard checks.

6.207 - Updated the data pull for the pay type sub-report to take the maximum pay rate instead of the sum for a pay type group. 

6.205
- If 'Prevent negative checks' is not set in payroll system file, and an employee with a negative check is set to Direct Deposit they will not be included in the Direct Deposit File/List but if they are not set to Direct Deposit it will print a negative check.

6.199
- Defaulted the "Replace part of the routing and account numbers with asterisks" checkbox to be checked.
- Defaulted the "Replace part of the social security number with asterisks" checkbox to be checked.

6.196
- Added the organization name to the check portion of the Blank check stock with 2 top stubs and a bottom check with MICR check. The organization name previously had to be in "address 1" of the system settings in order to be printed on the check.

6.193
- removed the message box letting a user know to load direct deposit notifications and replaced it with a printer dialog window to allow the user to select which printer/drawer direct deposit notifications will be printed to

6.174 
- Added new fields to store the Employer FICA Wage, Federal withheld and Taxable Wage in the check table for employees without supernumerary pay types so the quarterly tax table can be updated specifically for scenario's for an employee is paid with both supernumerary and other pay types. 
-Added new field for Employer Medicare Withheld so it can be used in the Payroll Summary Report

Refer to bottom of page for changes prior to version 6.170

Introduction

The Print/Update Payroll Checks may only be run after Print Payroll Registers/Prelist has been run. This process with use the check type configured in the payroll settings and print payroll checks and direct deposit notifications. The information printed on the checks and notifications will match what was run on the last payroll register.

Description

  • Select Process

    • Bypass Checks and Create Direct Deposit - Use this option if you are pressed for time and want to get the direct deposit file to the bank before you take time to print checks and/or direct deposit notifications.
    • Print & Update – Use this option to print checks and update employee records. This option also creates the direct deposit file. This option will show the document editor to the right along with a checkbox that defaults to true to attach the documents to the direct deposit notification emails.
    • Print & Update/Bypass Direct Deposit Disk – Use this option if you have already created the direct deposit file using option a) and are now ready to print payroll checks and notifications. This option will show the document editor to the right along with a checkbox that defaults to true to attach the documents to the direct deposit notification emails.
    • Update Only – Use this option to update files after a check has been typed or handwritten outside the system or if you have printed checks but not updated them for some reason. Enter the beginning check number and beginning notification number. Based on the last check and notification printed, the beginning numbers will be automatically displayed. These numbers can be changed if necessary.

  • Beginning check number / Beginning notification number - Enter the beginning check number and beginning notification number. Based on the last check and notification printed, the beginning numbers will be automatically displayed. These numbers can be changed if necessary.

  • Select code to print on checks - The options are Class, Department, or Location. This can be preset as a default on page 3 of the “PR System File” located under the Parameters menu.

  • Enter the leave balance ending date

  • Enter any note that you want to appear on all payroll checks or direct deposit notifications. This note will appear on checks or notifications for all employees except those employees for which you have entered a special note in the Salary Account tab of the Employee Master.

  • Replace part of the routing and account numbers with asterisks

  • Replace part of the social security number with asterisks

  • Print overflow to a different printer? - Will only be visible if the check type allows for an overflow page

  • Sort pay types by current hours and amount? - This option is only available for Third party file check types. If checked, the pay types will be sorted by the current hours and amount for the payroll run. If not checked, it will sort by the print order on the pay type

  • If you are creating a direct deposit, enter the file creation date and file effective date (normally the pay date that was used when the payroll register was printed) as well as the name of the file that will be created. Those are set up in the Payroll System File.

  • DD notification save directory - Will be visible and enabled if the "Save DD notification to folder" option is setup in the Direct Deposit area of the payroll system file and will default to the value in the payroll system file. Changing it will save the PDFs where selected, but will only affect this payroll run and will not be saved.

  • Send direct deposit notifications at a later date? - if checked, will allow the user to set the date/time for the notifcations to be sent using the option below (visible for "Print & Update" or "Print & Update/Bypass Direct Deposit Disk" and if email is set to asynchronous)

    • Date/Time to send emails - Select a date and time to send direct deposit notifications (visible if the above checkbox is checked)

  • Document Editor - This will only be available if the process is "Print & Update" or "Print & Update/Bypass Direct Deposit Disk" and the checkbox is checked to attach documents to the email. Users can add/edit/remove/preview documents and determine if they would like to include them as attachments in the direct deposit notification email.

  • Deposit entire check into primary checking account - This option allows, for exception paygroups, for direct deposit amounts to be combined and deposited into the primary account

Exception report

  • If 'Use fund from employee master' is checked on page one of the payroll system settings and the fund/account combination does not exist, an exception report will be generated showing all employees that will need to be fixed before payroll can be updated. This report will also show any employees that do not have funds configured in employee master-

Changes Prior to version 6.170

6.163
- Added "DD notification save directory" to this screen. Which will allow a user to change the folder in which direct deposit notification PDFs are saved.

6.161
- Added a new checkbox, Send direct deposit notifications at a later date, which will allow the user to set a date/time at which the direct deposit notifications will be sent.

6.157
- Fixed an issue where the deductions would not reset properly for an exception payroll if the payroll was completed then rolled back and reran.

6.135 
- Added a default labor history class for Texas

6.125 
- (This change is for the backend only. Front end users will not experience any updates with the UI) W4 related fields for W42020Used, DoNotUseStandardTaxTable, ClaimDependentsAmount, OtherIncomeAmount, MultipleJobsOrSpouseWorks, and DeductionsAmount will now be stored in the pr158 (EmployeeCheck) table during the print/update process. These fields will provide historical W4 data that will be utilized in future updates (particularly with ESS).

6.124 
- Fixed an issue where pay types with w2 pay type code set to Box 14 were not getting written to labor history.  

6.123 
- Added logic to reset the Employer Cost with whatever is configured in the Standard Employer Cost for the employee's deductions. This will only happen if "Reset employer cost to standard on deductions tab" is checked on Page 3 of the Payroll System File

6.117 / 6.118 
- Corrected a bug that reset exceptions during a payroll when it shouldn't have been

6.113 
- Added check based on new setting 'Allow duplicate checks between PR and AP'(This will be applicable only if you have both payroll and accounts payable modules). If the new setting is unchecked and a duplicate check exists in Accounts payable for same cash account an error message will be displayed and will not allow the checks to be updated.

6.112 
- Added the full organization address and phone number to the standard payroll MICR checks.
6.109 - Corrected logic for pay types configured as Election/Firefighter Worker to calculate based on the threshold amount for labor history records. This amount is configured on the Pay Type parameter form.

6.108 - Updated process to save Qualified Sick Leave Wage and Qualified Family Leave Wage into the Employee Check and Quarterly Tax tables.

6.107 - Updated the logic for Illinois pension deductibles and fixed an issue where we were getting a divide by zero error.  

6.105 
- New feature to save direct deposit notifications to a directory. This feature may be turned on and configured in the Direct Deposit system file in payroll. 
- Milner Image director zip functionality now includes checks and DD notifications that are not associated with an email. A messagebox will ask if the user would like to use the functionality.

6.104 
- Added checkbox which allows, for exception paygroups, for direct deposit amounts to be combined and deposited into the primary account. The visibility of this checkbox is determined by a system setting "Allow entire DD to be deposited into primary account" under the "Direct Deposit" page.
- Added the Milner zip file export for direct deposits.

6.102 
- Fixed an issue where the ledger posting data was not using the scheduling options on pay type.
- Updated logic to not calculate the employer portion of FICA for pay types that have the 'Subject to FICA' and 'No employer FICA match' flags set.
- Corrected data pull to include paycodes with w2 pay type "U" for YTD in the check header

6.96 - Update to how Marshall calculates leave accrual so that leave that accrues outside of the payroll is not printed on checks

6.94 
- Updated logic to create a labor history record for pay types that have a W2 pay type of Supernumerary
- Updated logic to exclude employees with a supernumerary pay type from Quarterly Tax

6.90 - Updated logic to only post pay types that fall within the pay period that was selected during the Print Payroll Register/Prelist to labor history. All pay types that are not using the new pay schedule feature will continue to post to labor history as normal.

6.85 - Changed the software to print signature lines on the standard payroll MICR checks, if no signature is chosen for them in Enter/Edit Custom Reports.

6.82 - Added an option for selecting a date and time to send direct deposit notifications  

6.79 - Added Pay step and Pay Grade to data pull.  These fields are used only by Alabama Clients.

6.69 - Added ability to add attachments for Direct Deposit Notifications  

6.55 - Corrected a bug where exception was being thrown if the net pay on the check was 0.

6.54 - Corrected a bug in the crystal report formula for the standard check with top and bottom stubs (pr152rv7.rpt) and the standard check with 2 stubs and bottom check (prStandardStubStubCheck.rpt) that would incorrectly report deduction totals for checks when an employee had annuity plus state deductions.

6.46 - Fixed an issue where the labor history table was always writing retirement over even when the employer cost cap was exceeded.

6.44 - If 'Use fund from employee master' is checked on the payroll system file page 1, the system will use the fund from employee master and substitute that for the fund portion of the payroll accounts. If no fund is configured or the fund/account combination does not exists in fund ledger, an exceptions report will be generated and all errors will need to be fixed before payroll can be updated.

6.34 
- Third party file check type now prints a summary MISC line if pay types exceed 7 
- New option for Third party file check type to allow sorting pay types by current hours and amount