Use this screen to print and reprint paychecks based on the information in the Maintain Payroll Edit Table screen. All employees without a paycheck number in the Maintain Payroll Edit Table screen and who do not have Direct Deposit will have paychecks printed for the selected pay cycle.
It is easiest to print checks to an attached printer. Because you do not want your checks to print on anything but the check stock, nor do you want other users' reports to print on your check stock, you will need to set up your printer as described in Basic Functions Special Topic BF-2, "Printing in Costpoint."
Define the type of check that you will be using in the Payroll Settings screen. You can print up to nine pay types and up to 18 deductions on a single paycheck.
You can print paychecks only after you have entered timesheets, created payroll, printed and reviewed the Payroll Edit Report, and made any necessary corrections in the Employee Payroll table (Payroll Edit table). You can print paychecks before printing Direct Deposit payment advices. If you have employees working in a state or states that require the pay rate be included on the payment advice, you must select the Include Pay Rate on Paychecks and Advices checkbox in the State Taxes screen for those state(s). If an employee's FLSA status is "Non-exempt" and the Include Pay Rate on Paychecks and Advices checkbox is selected for the employee's SUTA state, the employee's pay rate(s) will be included on the payment advice.
This screen contains multi-state functionality that allows you to compute and report multi-state withholding taxes, based on the tax regulations specific to each state.
Use the fields in this group box to define the parameters for printing employee paychecks.
Use this field to select the pay cycle for which you will be printing paychecks. You can print paychecks for only one pay cycle at a time. If you do not have a Default Pay Cycle selected in the Payroll Settings screen, enter, or use Lookup to select, the pay cycle code for which you want to print paychecks. This is a required field.
Use this field to specify the date to be printed on the paychecks. Enter the date that you want to print on the paychecks, or accept the system date that defaults into this field. The system format for date is "MM/DD/YYYY." This is a required field.
In this six-character field, enter the number to print on the first paycheck. This number is the number of the first "real" paycheck that you will print, and should match the number pre-printed on the first paycheck. This is a required field.
When paychecks are printed, the check numbers are recorded in the Employee Payroll table (Payroll Edit table). After the Payroll Journal is posted, the paycheck numbers are recorded in the Employee Earnings and the Bank Reconciliation tables.
The last check number referenced in the Pay Check Setup screen will increment by one and default into this field according to the pay cycle.
Use the fields in this group box to select the range of employees you want to include when printing or reprinting paychecks.
This drop-down box provides the following employee range selections: "All," "One," "Range," "From Beginning," and "To End."
If you select "All," the From and To fields are disabled; if you select "One," the To field is disabled; if you select "From Beginning," the From field is disabled; and if you select "To End," the To field is disabled.
If your range selection is "One," "Range," or "To End," enter, or use Lookup to select, the employee ID with which you want to start.
If your range selection is "Range" or "From Beginning," enter, or use Lookup to select, the employee ID with which you want to end.
Use the fields in this group box to choose the locator codes to be included when printing or reprinting paychecks. You must first select the Print Checks by Locator Code checkbox in the Pay Check Setup screen and set up locator codes in the Basic Employee Info screen in Costpoint Employee.
Use this drop-down box to select one of the following locator code range selections: "All," "One," "Range," "From Beginning," and "To End."
If you select "All," the From and To fields are disabled; if you select "One," the To field is disabled; if you select "From Beginning," the From field is disabled; and if you select "To End," the To field is disabled.
If your range selection is "One," "Range," or "To End," enter, or use Lookup to select, the locator code with which you want to start printing paychecks.
If your range selection is "Range" or "From Beginning," enter, or use Lookup to select, the locator code with which you want to end the paychecks.
Use the fields in this group box to select the range of employee home organizations you want to include when printing or reprinting paychecks.
This drop-down box provides the following range selections: "All," "One," "Range," "From "Beginning," and "To End."
If you select "All," the From and To fields are disabled; if you select "One," the To field is disabled; if you select "From Beginning," the From field is disabled; and if you select "To End," the To field is disabled.
If your range selection is "One," "Range," or "To End," enter, or use Lookup to select, the home organization with which you want to start.
If your range selection is "Range" or "From Beginning," enter, or use Lookup to select, the home organization with which you want to end.
Use this group box to select the print process you want to perform. If you select the Print Paychecks or Reprint Paychecks radio button, validation will be performed and a warning message will be triggered if there are duplicate check numbers in the Maintain Payroll Edit or Maintain Employee Earnings tables for the same account number and pay cycle.
Select this radio button to print a test pattern on a blank paycheck. Use this to ensure proper alignment of the paychecks. You can print test patterns as many times as necessary to get the paychecks aligned properly. The first few times you print paychecks, you may need to do some experimenting to determine the proper insertion/starting point for the first "real" paycheck.
Select this radio button to print employee paychecks. Be sure you have the first "real" paycheck number in the Starting Check Number field before you print.
Select this radio button to reprint employee paychecks if, for instance, you have a range of paychecks within a run that was erroneously printed and you want to reprint it. You can reprint one check or a range of checks. Any paycheck specified reprints; the presence of a paycheck number in the Employee Payroll table (Payroll Edit table) does not affect the selection. You can reprint paychecks as needed. It is not necessary to "VOID" the paychecks before reprinting.
If you are using a check format other than pre-printed check stock, select the check type here. Alternative check types are Blank Stock and Z-Fold.
Select this checkbox to print laser checks on blank stock with the company logo, the signature, company name/address/telephone number, bank name/check address, and micro encoding. If you select this checkbox, the company's name and address that prints on the checks will reflect the taxable entity ID that is assigned in the Taxable Entity (Address) field in the Posting/Advice Information subtask of the Direct Deposit Setup screen.
Select this checkbox to print z-fold checks that include the company logo, signature, and micro encoding. If you select this checkbox, the company's name and address that prints on the checks will reflect the taxable entity ID that is assigned in the Taxable Entity (Address) field in the Posting/Advice Information subtask of the Direct Deposit Setup screen.
Use the options in this group box to print paychecks for employees with zero net pay or suppress hours for salaried employees.
Select this checkbox to print employees' names on paychecks in the format of "first name<space>middle initial<space>last name." If you do not select this checkbox, paychecks will be printed with the employee name as it appears for the record in the Displayed Name field in the Maintain Employee Master and Basic Employee Info screens in Costpoint Employee.
Select this checkbox to print zero-net-pay-amount paychecks. If you have zero-net-pay-amount paychecks and do not print them, you must provide a paycheck date and check number for them when printing the Payroll Journal.
Select this checkbox to print organization identifiers on the paycheck. This can be useful when hand sorting and delivering paychecks internally to employees.
Select this checkbox to print your company logo on the paycheck. In order to print a company logo on a paycheck, you must have a graphic (a bitmap file) named "logo.bmp" in the Company Logo location specified in the Pay Check Setup screen. The bitmap file cannot exceed 150 KB. When you select the Print button, the application reads the bitmap file and prints the graphic on the paycheck.
Do not select this checkbox if you have selected either the Blank Stock checkbox or the Z-Fold checkbox in this screen. The logo will be included automatically if either of those checkboxes are selected.
Select this checkbox to print a signature on the paychecks. If you selected the Require Two Signatures checkbox in the Pay Check Setup screen and also select this checkbox, paychecks will print with two signatures on them. Otherwise, paychecks will print with one signature when this checkbox is selected.
In order to print a signature on a paycheck, you must have a signature in the form of a graphic (a bitmap file) named "sig.bmp" in the Primary Signature location specified in the Pay Check Setup screen. If the Require Two Signatures checkbox is selected in the Pay Check Setup screen and you select this checkbox, you must also have a separate signature graphic in the Secondary Signature location specified in the Pay Check Setup screen. Each bitmap file cannot exceed 150 KB. When you select the Print button, the application reads the bitmap file(s) and prints the graphic(s) on the paycheck.
Do not select this checkbox if you have selected either the Blank Stock checkbox or the Z-Fold checkbox on this screen. The signature(s) will be included automatically if either of those checkboxes are checked.
Select this checkbox to prevent employees' social security numbers from printing on their paychecks.
Select this checkbox to suppress hours (i.e., not show the hours worked) for salaried employees when you print paychecks. This can be useful when salaried employees work uncompensated time and you do not want to show the total hours the employees worked on their paychecks.
Use the drop-down box to make a selection. Your choices are "Low" and "High." Your selection will determine the report print resolution.
Employee Payroll - EMPL_PAYROLL
Employee Payroll Pay Type - EMPL_PR_PAY_TYPE
Employee Payroll Worker's Comp - EMPL_PR_WC
Employee Payroll Deduction - EMPL_PR_DED
Employee Payroll Contribution - EMPL_PR_CNTRB
Employee Payroll Local - EMPL_PR_LOCAL
Basic Employee Info - EMPL
Deductions - DED_CD
Employee Bank Header - EMPL_BANK_HDR
Employee Earnings Deductions - EMPL_EARN_DED
Employee Earnings Local - EMPL_EARN_LOCAL
Employee Earnings - EMPL_EARNINGS
Salary Info & History - EMPL_LAB_INFO
Employee Leave Balance - EMPL_LV_BAL
Employee Leave History - EMPL_LV_HIST
Employee Leave Journal - EMPL_LV_JNL
Leave Period Schedule - LV_PD_SCH
Leave Type - LV_TYPE
Organizations - ORG
Pay Check Setup - PAY_CHK_SETUP
Pay Period - PAY_PD
Pay Period Schedule - PAY_PD_SCH
Pay Types - PAY_TYPE
Payroll Settings - PR_SETTINGS