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© 2013 Central Susquehanna Intermediate Unit, USA

CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Payroll

Calculate One Check Step-by-step Instructions

© 2013 Central Susquehanna Intermediate Unit, USA

Table of Contents Introduction .................................................................................................................................. 1

Purpose ................................................................................................................................... 1

Application ............................................................................................................................... 1

What-If Scenario ............................................................................................................................ 2

Step 1: Locate the Employee and Load the Data ............................................................................. 2

Step 2: Edit Information for the What-If Scenario ............................................................................ 4

General Information Tab ............................................................................................................ 4

Wage Information Tab ............................................................................................................... 5

Voluntary Deductions Tab .......................................................................................................... 6

Step 3: Calculate the Check .......................................................................................................... 7

Step 4: Save the Changes or Exit the Screen .................................................................................. 9

Actual Check Scenario .................................................................................................................. 11

Step 1: Determine Actions to be Taken Prior to Creating the Check ................................................. 11

Step 2: Locate the Employee and Load the Data ........................................................................... 11

Step 3: Enter Wages and/or Other Information ............................................................................. 12

Wage Information Tab ............................................................................................................. 13

Step 4: Calculate the Check ........................................................................................................ 14

Step 5: Print the Check .............................................................................................................. 17

Step 6: Post to Fund Accounting and Generate Reports .................................................................. 19

Standard Payroll Reports ......................................................................................................... 20

Calculate One Check

Revised: 01/04/2013 © 2013 Central Susquehanna Intermediate Unit, USA Page 1

INTRODUCTION

Purpose

Use the CALCULATE ONE CHECK feature to:

• Calculate a “What If” scenario. • Generate an actual check. Each of these processes consists of four basic steps.

The steps for the “What-If” process are:

• The employee asks a "What If" question. • Calculate the check based on new information. • Give the employee the results. • Save changes to the EMPLOYEE MASTER, or exit without saving.

The steps for the Actual Check process are:

• Complete Payroll Entry for the employee for whom the check will be calculated. • Calculate the check based on the updated information. • Post the check to Check History. • Print the check, transfer to Fund Accounting (if applicable), and generate reports.

Application

A "What-If" scenario allows you to calculate the net pay for an individual based on new information you enter, optionally to make changes permanent. The two most common “What-If” scenarios are:

• W-4 changes to exemptions, marital status, or additional withholding. • Adding, removing, or changing a voluntary deduction.

An "Actual Check" may need to be generated for many reasons.

IMPORTANT: If paychecks have not been printed from the regular payroll process, you might want to restore the payroll rather than using Calculate One Check to generate a manual check(s).

Calculate One Check


WHAT-IF SCENARIO

Step 1: Locate the Employee and Load the Data

After logging on to the CSIU payroll software, select the ADMIN FUNCTIONS > CALCULATE 1 CHECK (ALT+C) menu item.

1. In the CALCULATE ONE CHECK screen, click the Find (ALT+F) button to locate the employee

record.

2. When the Find screen displays, begin to type the employee's last name. You do not need to click in a field, just begin typing. As you type the closest match is highlighted in the list as shown below. You may also move through the list of names using the UP and DOWN keys on your keyboard.

3. To select the employee’s record, press the ENTER key on your keyboard or click the Select button at the bottom of the Find screen.

Calculate One Check


The employee’s name displays at the top of the CALCULATE 1 CHECK screen.

4. To load the payroll data into the screen, click the Load (Alt+L) button at the bottom of the screen.

The employee’s data is loaded into the CALCULATE ONE CHECK tabs.

THE LOADED DATA IS ONLY TEMPORARY. Changes you make do not permanently affect actual payroll data unless you

specify the Save to Master option.

Calculate One Check


Step 2: Edit Information for the What-If Scenario

You can make changes to the data on the GENERAL INFO, WAGE INFO, and/or VOLUNTARY DEDUCTIONS tab. Each screen will be covered in the instructions that follow.

In general, the same parameters apply using the Calculate One Check screen as when processing a normal payroll. Exceptions are explained, below.

General Information Tab

1. If the employee is requesting changes to the W-4 status, or additional withholding, update information

on the GENERAL INFO tab (see the highlighted area above).

2. When all changes have been made, click the Save (Alt+S) button at the bottom of the screen.

Calculate One Check


Wage Information Tab

1. Before continuing, on the WAGE INFO tab verify these important details:

a. The Annual Salary and Start Date are used to calculate the check. If the annual salary has already been reached or the check date you use is prior to the Start Date, Calculate 1 Check will not work.

b. The Pay Flag must be ‘P’ - Pay, ‘C’ – Credit Union, or a number ‘1’ through ‘9’ – Lump Sums. c. For hourly employees, enter hours to simulate a normal pay. Be sure there are enough wages

entered to cover both mandatory and voluntary deductions. You must have wages in order to process Calculate 1 Check.

d. Only one sequence number can be listed in the Wage Info record when using Calculate 1 Check. In the example above, because a Seq ‘1’ check and a Seq ‘2’ check are both listed, you must either:

• Delete one of the lines from the wage table. To delete a record, use keyboard shortcut Ctrl+D. OR

• Change a Seq number so only one sequence number is used.


b) a)

c) d)

Calculate One Check


Voluntary Deductions Tab

1. Make changes to any of the existing voluntary deductions, or add/delete a line in the record.

To add a record, use keyboard shortcut Ctrl+A; to delete, use Ctrl+D.

2. When you have made the necessary changes, click the Save (Alt+S) button at the bottom of the screen.

Calculate One Check


Step 3: Calculate the Check

1. When all changes have been made, click the Calculate (Alt+C) button located at the bottom of the screen. A warning message displays, which tells us that we should not run Calculate 1 Check while a regular payroll is processing. Click OK to continue.

The PARAMETERS screen displays. Use this screen to enter information needed to properly calculate the check.

2. Click the Add (Alt+A) button at the bottom of the screen to establish the parameters.

Calculate One Check


3. Enter the information in a similar way as with a normal payroll.

Follow these guidelines when entering data in the PARAMETERS screen:

a. In the Check Date field, enter today's date. If the changes you make are date sensitive, enter an appropriate date.

b. The Check Number defaults to the next available check number. For What-If scenarios, the default number is fine to use.

c. If applicable, select the Take OPT/EMST option. d. Ensure that the Pay Group matches the Pay Group identified on the employee’s WAGE INFO

record. e. By default, the Tax Table is entered automatically, as specified in the EMPLOYER PARAMETERS.

If necessary, select a different value. f. Enter a based on the timing of the voluntary deductions that would affect the net pay. g. If you need to calculate a lump sum, the Pay Group must also be a lump sum option (1-9). If

needed, enter a Pay of Month for additional lump sum payments (i.e. 2, 3, 1, 2). h. If applicable, select Other Payment Types to Lump.

• S Type - Supplemental Pay • AP Type - Additional Pay • IP Type - Incentive Pay (user-defined)

4. When you have finished entering the PARAMETERS information, click the Save (Alt+S) button. The Calculate Check button displays at the top of the screen.

5. To continue, click the Calculate Check button.

a)

b)

c)

d)

e)

f) g)

h)

Calculate One Check


6. After confirming your information is correct, the results display on the CHECK INFO screen as shown in the example below:

The CHECK INFO screen is populated with the new data and Net Pay.

To generate a printed copy for the employee, press the Print Screen key on your keyboard (if activated). Another option is to use the CTRL+PRINT SCREEN keys, which copy an image of the screen. Then, you can paste it into another application such as Microsoft® Word®. You may then print the document.

Step 4: Save the Changes or Exit the Screen

After the calculations have been completed, changes made to the CALCULATE ONE CHECK tabs can be saved to the EMPLOYEE MASTER/GENERAL INFO, WAGE INFO, and/or VOLUNTARY DEDUCTIONS records. When you have decided whether to save the changes, you will need to do one of the following:

Click EXIT (Alt+X) to close the CALCULATE ONE CHECK screen. The data will NOT be saved.

To make the changes permanent, before exiting the screen click the SAVE TO MASTER (Alt+M) button. A message asks you to confirm that you want to save the changes to the EMPLOYEE MASTER.

To save the changes click YES, or click NO to eliminate them.

Changes made to the Wage Info tab would be saved to the EMPLOYEE MASTER/WAGE INFO record. To save the changes click YES, or click NO to eliminate them.

Calculate One Check


Changes made to the VOLUNTARY DEDUCTIONS tab would be saved to the EMPLOYEE MASTER/VOLUNTARY DEDUCTIONS record. To save the changes click YES, or click NO to eliminate them.

IMPORTANT!

Do NOT use the POST TO HISTORY button for a What-If scenario. Since this is not an actual check, the information is NOT added to Check History.

Calculate One Check


ACTUAL CHECK SCENARIO

Step 1: Determine Actions to be Taken Prior to Creating the Check

If payroll checks have not been printed, consider restoring the payroll instead of using CALCULATE 1 CHECK.

If a pay check needs to be voided and reissued, void the check BEFORE creating the new one. Be sure to void the check first, whether the new check is for the same or for a different employee. The voided check may need to be posted to Fund Accounting separately if the payroll has been posted to Fund Accounting.

Step 2: Locate the Employee and Load the Data

1. After logging on to the CSIU payroll software, select the ADMIN FUNCTIONS > CALCULATE 1 CHECK (ALT+C) menu item.

2. In the CALCULATE ONE CHECK screen, click the Find (ALT+F) button to locate the employee

record.

3. When the Find screen displays, begin to type the employee's last name. You do not need to click in a field, just begin typing. As you type the closest match is highlighted in the list as shown below. You may also move through the list of names using the UP and DOWN keys on your keyboard.

4. To select the employee’s record, press the ENTER key on your keyboard or click the Select button at

the bottom of the Find screen. The employee’s name displays at the top of the CALCULATE 1 CHECK screen.

Calculate One Check


5. To load the payroll data into the screen, click the Load (Alt+L) button at the bottom of the screen.

The employee’s data is loaded into the CALCULATE ONE CHECK tabs.

Step 3: Enter Wages and/or Other Information

You can make changes to the data on the CALCULATE ONE CHECK/GENERAL INFO, WAGE INFO, and/or VOLUNTARY DEDUCTIONS tabs. Each screen is covered in detail in the What-If Scenario section in this document.

In general, the same parameters apply to the CALCULATE 1 CHECK screen as they would when a regular payroll is processed. Some exceptions are explained, below.

Calculate One Check


Wage Information Tab

1. Before continuing, on the WAGE INFO tab verify these important details:

a. The Annual Salary and Start Date are used to calculate the check. If the annual salary has already been reached or the check date you use is prior to the Start Date, CALCULATE 1 CHECK will not work.

b. The Pay Flag must be ‘P’ - Pay, ‘C’ – Credit Union, or a number ‘1’ through ‘9’ – Lump Sums. c. For hourly employees, enter hours to simulate a normal pay. Be sure there are enough wages

entered to cover both mandatory and voluntary deductions. You must have wages in order to process CALCULATE 1 CHECK.

d. Only one sequence number can be listed in the Wage Info record when using CALCULATE 1 CHECK. In the example above, because a Seq ‘1’ check and a Seq ‘2’ check are both listed, you must either:

• Delete one of the lines from the wage table. To delete a record, use keyboard shortcut Ctrl+D. OR

• Change a Seq number so only one sequence number is used.


b) a)

c) d)

Calculate One Check


Step 4: Calculate the Check

3. When all changes have been made, click the Calculate (Alt+C) button located at the bottom of the screen. A warning message displays, which tells us that we should not run Calculate 1 Check while a regular payroll is processing. Click OK to continue.

The PARAMETERS screen displays. Use this screen to enter information needed to properly calculate the check.

4. Click the Add (Alt+A) button at the bottom of the screen to establish the parameters.

Calculate One Check


Follow these guidelines when entering data in the PARAMETERS screen:

a. In the Check Date field, we recommend that you use the same date as the payroll that should have included the check.

b. The Check Number defaults to the next available check number. For Actual Check scenarios, verify the next available check number is correct; change if necessary.

c. If applicable, check the Take OPT/EMST checkbox, otherwise, leave it blank. d. Ensure that the Pay Group matches the Pay Group identified on the employee’s WAGE INFO

record. e. By default, the Tax Table is entered automatically, as specified in the EMPLOYER PARAMETERS.

If necessary, select a different value. f. Optionally, enter an applicable check message. g. Enter a Pay of Month that matches the Pay of Month for the payroll that should have included

this check. h. If you need to calculate a lump sum, the Pay Group must also be a lump sum option (1-9). If

needed, enter a Pay of Month for additional lump sum payments (i.e. 2, 3, 1, 2). i. If applicable, select Other Payment Types to Lump.

• S Type - Supplemental Pay • AP Type - Additional Pay • IP Type - Incentive Pay (user-defined)

5. When you have finished entering the PARAMETERS information, click the Save (Alt+S) button. The Calculate Check button displays at the top of the screen.

6. To continue, click the Calculate Check button.

a)

b)

c)

d)

e)

g) h)

i)

f)

Calculate One Check


After confirming your information is correct, you will see the check information on the CHECK INFO screen as shown in the example below:

7. Verify the gross wages as well as any deductions that may have been withheld.

8. Click POST TO HISTORY (Alt+P) at the bottom of the screen.

9. Verify the posting.

Calculate One Check


Step 5: Print the Check

After the check has been posted to history, the PRINT button becomes available at the top of the screen.

1. Click on the PRINT button to print the check.

The PROCESS PAYROLL CHECKS window displays.

2. Position the new window next to the CALCULATE 1 CHECK screen so you can easily see the check number and date. Enter that date into the Pay Date field, as shown in the example below.

3. To specify one or more checks to be printed, deselect the Check to print ALL checks/stubs for

data specified checkbox option.

Calculate One Check


On the Check Number tab you can specify to print a check number Range OR up to 10 individual check numbers.

4. Enter the check number for the check you want to print.

5. Before printing the check, verify the OUTPUT OPTIONS. We recommend that you print preview

before actually printing the check.

6. When ready, click Run Now at the bottom of the screen.

7. In the Print Preview window, verify the information. Then, to print the check, click the printer icon, shown in the example below.

8. When finished, the CALCULATE 1 CHECK screen reappears; click the Exit (Alt+X) button to leave

the CALCULATE 1 CHECK screen.

Calculate One Check


Step 6: Post to Fund Accounting and Generate Reports

After the check has been printed, follow these guidelines to determine which payroll reports to generate:

* If the payroll was transferred to Fund Accounting, BUT NOT POSTED:

• The payroll information must be re-transferred to Fund Accounting to reflect the changes. The data for the payroll date will reflect only the actual checks for the check date. If a check was voided, that information would not be recorded.

• Because both will have changed, transfer BOTH the ACCOUNT DISTRIBUTION and the DEDUCTION DISTRIBUTION for the payroll.

* If the PAYROLL WAS POSTED IN FUND ACCOUNTING, follow these steps to also POST THE CHECK to Fund Accounting.

1. Select the UPDATE SCREENS > CHECK HISTORY menu item.

2. On the CHECK HISTORY screen, click (i.e. left-click) the Find button to locate a record by employee

Social Security number.

NOTE: You can RIGHT-CLICK the Find button to locate a record by employee name.

3. At the bottom of the CHECK HISTORY screen, click the Post to FA button.

Calculate One Check


4. After you click the Post to FA button, several messages prompt you for responses. Follow these guidelines when answering each question:

• When choosing to transfer the account distribution to Fund Accounting, all wages, as well as the employer share of taxes and benefits will be included.

• When choosing to transfer the deduction distribution to Fund Accounting, the employee's withheld amounts and net pay will be included.

• This transferred data will also need to be selected and posted in Fund Accounting, which will create an additional batch for the same payroll date. Although a warning message displays, this issue is NOT a problem. Simply click OK to clear the message from your screen.

5. When finished, click the Exit (Alt+X) button to close the CHECK HISTORY screen.

Standard Payroll Reports

After you have printed the check(s), generate the following STANDARD PAYROLL REPORTS:

• ACCT DISTRIBUTION/TRANSFER • DEDUCTION DISTRIBUTION/TRANSFER • CHECK REGISTER or CHECK SUMMARY • VOLUNTARY DEDUCTIONS, if applicable

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