Introduction
A manual check is an off-cycle check issued outside the regular payroll processing cycle. It may be necessary for immediate payments due to payroll errors, missed hours, or adjustments required outside the standard payroll run. Manual checks offer extensive customization options in how they are structured to meet specific payment needs for the employee.
Creating a Manual Check
To create a manual check for an employee, navigate to their Employee Profile and select the blue "Manual Check" button located at the top right of the screen.
Upon initiating a manual check, a screen will appear that closely resembles the Pay Entry screen in payroll. This is where the manual check for the employee is entered.
When processing the Manual Check, there are the options to handle it as a Gross to Net transaction, similar to a traditional paycheck, or as a Net to Gross transaction if there is a need for the employee to receive a specific net amount. Please note that the Check Settings for Manual Checks will automatically block any recurring earnings (fringe benefits), deductions, and additional withholding by default.
After configuring the manual check with the appropriate amounts and check settings, click the blue button that says "Save to VM batch".
Upon saving the manual check to the VM batch, a screen will pop up to finalize how the manual check will be processed and paid.
- Period Start/End Dates - By default, the period start and end date will populate to the current pay period, however if the manual check is for retroactive pay, this can be adjusted as needed.
- Bank Account - The default bank account on file will be pre-selected. If multiple bank accounts are on file, the desired account for paying the manual check can be selected.
- Check Number/Override check number - This field will initially populate with the next available check number for the bank account but can be overridden if needed.
- Print check now - Toggling this on will print the check upon saving this and not when processing the VM batch.
- Check Paper Format - This determines the format of the check that will be printed if the toggle for Print check now is turned on.
Upon saving the manual check, it will transfer to the VM batch only IF the toggle for "Print check now" is toggled off. If Print check now is toggled on, the system will generate a PDF of the check immediately upon saving, which can then be printed.
For further guidance on the system purpose and workings of the VM batch, please refer to Empeon's article What is the VM Batch?
Recording Pay Issued Outside of Empeon Workforce
Sometimes organizations may issue a cash payment or check to an employee outside of Empeon Workforce, and need to later record the payment with Empeon to ensure the required taxes get paid. The Manual Check tool is the best utility to use for this need.
The first helpful part is that the Manual Check tool has a Net To Gross feature so that an administrator can just key in the exact amount of take home pay given to the employee, and the check will calculate the appropriate gross factoring in all the taxes.
Once the Manual Check calculates as needed, click Save to VM Batch. In the "Save Check" options, for circumstances that an outside check was used, it may be appropriate to Override check number to match the one of the outside check issued. For cash payments, the check number is irrelevant. Save & Print the check to complete the recording, with the understanding to not give the check PDF to the employee if they were already paid outside of the system. Empeon will process the manual check's record and tax need with the next submitted payroll.
