Working with Checks and Direct Deposit

This chapter provides overviews of printing checks and advices and of paycheck reversals and adjustments and discusses how to:

Print checks and direct deposit reports.
Generate a direct deposit file.
Process single checks.
Record manual checks.
Process a final check request.
Reverse paychecks.
Adjust paychecks.
Reconcile checks.
Reprint checks.

Understanding Printing Checks and Advices

This section discusses:

Checks and advices.
Check printing.
Direct deposit advice suppression.
Content of paychecks and advices.

Checks and Advices

The Check Print and Cheque Print reports (PAY003 and PAY003CN) and the Direct Deposit Advice Print reports (DDP003 and DDP003CN) are sample formats for printing checks and advices. These reports are intended as templates. You can modify the SQR to suit your organization’s needs. After you run the Pay Confirmation COBOL SQL process (PSPCNFRM), you run these reports for that pay run.

The Pay Group table pages (Check Distribution and Check Sequencing pages) and employee Payroll Data pages 1 and 2 contain extensive choices for sorting and sequencing employees’ paychecks and direct deposit advices. You can also specify which address appears on the check or advice form. The printed information on the check or advice form comes from these pages.

Note. The Check Print (PAY003 and PAY003CN) and DDP Advice Print (DDP003 and DDP003CN) SQR reports suppress the current hours and rate information from printing when you distribute salaried employees’ standard hours to earnings codes other than the regular earnings code that is defined in the Pay Group table.

Note. (USF) As a general rule, federal payments that are certified by a Certifying Officer are issued through the Financial Management Service (FMS), Department of the Treasury. Authority has been delegated to specific agencies to issue payments outside of this requirement, and this is documented in the Treasury Financial Manual (TFM).

Check Printing

During the Pay Confirmation process, the system sorts the checks according to the options that you’ve selected on the Pay Group table and the Payroll Data pages and assigns check numbers. The Check Print and Cheque Print SQR Reports (PAY003CN and PAY003CN) format the data from the Paycheck file and prints the checks in numerical order, which is how they exist in the file.

Your company may have a particular kind of check stock and specific formatting requirements for printed paychecks, so you probably want to modify PAY003 or PAY003CN to reflect your company’s individual in-house style.

On the paycheck stub, the Check Print and Cheque Print processes print different descriptive information for garnishment deductions, depending on whether monies were deducted. If money is deducted, Garnishment - Tax Levy appears. When no money is deducted, GARN01 - Tax Levy appears.

Direct Deposit Advice Suppression

To suppress the printing of an employee's direct deposit advice form, select the Suppress DDP Advice Print (suppress direct deposit advice print) check box on the employees's Direct Deposit page.

See Also

Setting Up Direct Deposits

Content of Paychecks and Advices

The PAY003, PAY003CN, DDP003, and DDP003CN SQRs include balance, pay group, and employee data, including the following:

Pay group and pay period information.
Employee home address, job, and personal tax information.
Current period earnings, taxes, and deduction amounts.
Year-to-date balances for noncurrent earnings/taxes/deductions, with subtotals.
Federal taxable gross detail.
Pay distribution between check and direct deposit.

A bank microcode appears at the bottom of the check. This microcode font is provided with your Payroll for North America system. The numbers represent the check number and the bank transit and account numbers. The paycheck SQRs get the Bank ID from the Pay Group table, the transit and account numbers from the Source Bank table, the bank information from the Bank table, and the check number from the paysheet (check numbers are assigned during pay confirmation). You must set up the Bank table to make this work.

For checks to be deemed negotiable legal tender, you must use a special ink when printing them. Banks accept only checks that have been impregnated with magnetically treated ink. The Hewlett-Packard font cartridge MICR provides such ink.

Also notice that an electronically produced signature appears at the bottom of the check. One way to have a signature print on paychecks electronically is to purchase a custom font cartridge from Hewlett-Packard. You send an electronic copy of the signature to Hewlett-Packard, and they then load it into a font cartridge that you can use on your HP laser jet printer. Because the signature resides in the font cartridge, it can easily be secured; you can keep it locked up except when processing checks.

See Also

DDP003 - Direct Deposit Advice Print

PAY003 - Check Print

Setting Up Banks and Bank Branches

Understanding Paycheck Reversals and Adjustments

This section discusses:

Run controls.
Whether to reverse or adjust a check.
Comparison of reversal and adjustment.
Messages on the pay record.

Note. The system does not perform adjustments to online checks or manual checks.

Run Controls

Always process both reversals and adjustments using off-cycle payroll runs against an on-cycle pay calendar or a stand alone off-cycle calendar:

Initiate processing for both by setting up a run control for the check or checks that you want to reverse or adjust.
- For a check reversal, select Reversal on the Paycheck Reversal/Adjustment page.
- For a check reversal and adjustment, select Reversal/Adjustment.
Run the Paycheck Reversal/Adjustment COBOL SQL process (PSPPYREV).

The Paycheck Reversal/Adjustment process produces different results, depending on whether you selected Reversal or Reversal/Adjustment for your run control.

We discuss both of these processes in greater detail in the following sections.

Warning! Reversals and adjustments must be processed using the right side of the Paycheck Reversal/Adjustment run control page. Running them from the left side of the run control page generates calculation errors later in the process.

Whether to Reverse or to Adjust a Check

Use this rule for determining which run control to select:

If the check has not been cashed or deposited, run a reversal.
If the check has been cashed or deposited, run an adjustment.

When to Process a Reversal

A reversal is appropriate when you’ve produced a check that you subsequently realize should not have been produced at all, or should not have been produced how it was, and the check has not been cashed or deposited.

Examples:

An employee is terminated at the end of the last pay period and receives what should be her final paycheck.

However, the Human Resources department fails to enter her termination into the system. So, when paysheets are created and processed for the next pay period, the system produces a paycheck for her. Her supervisor reports to the Payroll department that she has been terminated, and that no check should have been produced. The Payroll department runs a reversal on her check, backing it out of the system.
An employee’s check mistakenly didn’t include overtime.
An employee’s check mistakenly included overtime.
An employee wasn’t paid at the right rate.
An employee was taxed in the wrong state.

If the paycheck has not been cashed or deposited in any of these situations, you destroy the check, run a reversal, and issue an on-demand or online check for the correct amount.

When to Process an Adjustment

If the paycheck is not available in any of the previous situations—if it’s already been cashed, or if it was a direct deposit—you perform an adjustment.

Example: An employee should have been paid for 20 hours of overtime, but deposited his check before realizing the overtime was not on it. He requests his overtime pay.

The adjustment process calculates the check as it should have been calculated in the first place and compares the new calculation to the calculation for the original check. In the example of unpaid overtime, you issue a single check for the difference. In some cases the employee might owe the company money, in which case you process a negative adjustment.

Note. (CAN) When processing an adjustment, a Canada Pension Plan/Quebec Pension Plan pay period exemption may be applied in error to the adjustment cheque.

Comparison of Reversal and Adjustment

The Paycheck Reversal/Adjustment process produces different results, depending on whether you select Reversal or Reversal/Adjustment for your run control:

Reversal	Produces a negative image of the original pay record, with all the amounts changed from positive to negative. This effectively backs the check out of the system.
Adjustment	Produces an off-cycle paysheet page with two pay lines: a Reversing Adjustment with a net pay of zero and an Adjustment record where you enter the information for the check as it should have been originally.

When you reverse a check, you generally either cut a new on-demand check for the correct amount or do nothing after having reversed it (if that check shouldn’t have been issued at all).

When you adjust a check, three situations are possible:

No change in net pay.

For example, an employee’s pay is incorrectly charged to Department 10100 instead of Department 10010.
The company owes the employee money.

The original check is for too small an amount. For example, you pay an employee for 2 hours of overtime instead of 20 hours.
The employee owes the company money.

The original check was for too large an amount. For example, you pay an employee for 20 hours of overtime instead of 2 hours.

See Also

Reversing Paychecks

Adjusting Paychecks

Messages on the Pay Record

When you reverse or adjust checks, the following messages appear on the payline and paycheck records.

Reversal	Indicates that the check is a reversal.
Reversing Adjustment	Indicates a pay earnings record that has been adjusted. It appears on the original pay earnings record.
Adjustment	Indicates a pay earnings record that is created by the Reversal Processing process. It appears on the pay earnings record that is used to recalculate an employee’s pay.
Adjustment − Partial Period	Indicates that the employee with the adjusted pay earnings record has had a job record change, with an effective date that falls between the pay period begin and end dates prior to running the Reversal Processing process.
Adjustment − Pay Data Change	Indicates that one or more of the employee’s adjusted records has been updated since the last time paysheets were created or the pay calculation was run. Such records are not recalculated during the next pay calculation if they have not already been recalculated. You may select all employees who have had a pay data change and need to be recalculated by selecting Calculation Required in the Job Pay Data Change field of the By Payline - Payline search page. Entering Yes in the same field selects all employees whose pay has been recalculated due to a change in one of their pay-related records.
Adj − PayChg − Partl Period	Indicates, for an employee who had an Adjustment − Pay Data Change message, that a change has been made to the job record, with an effective date falling between the pay period begin and end dates and it has already been recalculated.

Printing Checks and Direct Deposit Reports

This section discusses how to enter run controls for printing checks and direct deposit reports.

Pages Used to Print Checks and Direct Deposit Reports

Page Name	Object Name	Navigation	Usage
Pay Group Table - Check Distribution	PAYGROUP_TABLE5	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Group Table Click the Pages 4–6 link. Select the Check Distribution page.	Specify the order in which you want paychecks to be sorted and to select address and delivery options.
Pay Group Table - Check Sequencing	PAYGROUP_TABLE6	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Group Table Click the Pages 4–6 link. Select the Check Sequencing page.	Define print sequence options.
Check Print	RUNCTL_CHK_ADV1	Payroll for North America, Payroll Processing USA, Produce Checks, Print Checks, Check Print Payroll for North America, Payroll Processing USF, Produce Checks, Print Checks, Check Print	Run PAY003, which is a template for printing U.S. paychecks and accompanying check stubs. Run this report after you perform pay confirmation for a payroll run.
Cheque Print	RUNCTL_CHK_ADV	Payroll for North America, Payroll Processing CAN, Produce Cheques, Print Cheques, Cheque Print	Run PAY003CN, which is a template for printing Canadian paycheques and accompanying cheque stubs. Run this report after you perform pay confirmation for a payroll run. Run control parameters are the same as PAY003 - Check Print.
Check Register	RUNCTL_PAYINIT2	Payroll for North America, Payroll Processing USA, Produce Checks, Check Register, Check Register Payroll for North America, Payroll Processing USF, Produce Checks, Check Register, Check Register	Run PAY004, which is a template for generating a report that lists all checks, in check number order, written in the pay period for each company in the organization.
Cheque Register	RUNCTL_PAYINIT	Payroll for North America, Payroll Processing CAN, Produce Cheques, Cheque Register, Cheque Register	Run PAY004, which is a template for generating a report that lists all cheques, in cheque number order, written in the pay period for each company in the organization.
Direct Deposit Register	RUNCTL_PAYINIT2	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Direct Deposit Register, Direct Deposit Register Payroll for North America, Payroll Processing USF, Create Direct Deposits, Direct Deposit Register, Direct Deposit Register	Run DDP002, which generates a report that lists all direct deposits for employees in each company in the organization.
Direct Deposit Register	RUNCTL_PAYINIT	Payroll for North America, Payroll Processing CAN, Create Direct Deposits, Direct Deposit Register, Direct Deposit Register	Run DDP002, which generates a report that lists all direct deposits for employees in each company in the organization.
DDP Advice Print (direct deposit advice print)	RUNCTL_CHK_ADV1	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Print Advice Forms, DDP Advice Print Payroll for North America, Payroll Processing USF, Create Direct Deposits, Print Advice Forms, DDP Advice Print	Run DDP003, which prints paycheck and pay stub information onto direct deposit advice forms.
DDP Advice Print (direct deposit advice print)	RUNCTL_CHK_ADV	Payroll for North America, Payroll Processing CAN, Create Direct Deposits, Print Advice Forms, DDP Advice Print	Run DDP003CN, which prints Canadian paycheque and pay stub information onto direct deposit advice forms.
DDP Advice Register (direct deposit advice register)	RUNCTL_PAYINIT2	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Advice Register, DDP Advice Register Payroll for North America, Payroll Processing USF, Create Direct Deposits, Advice Register, DDP Advice Register	Run DDP004, which generates a report that lists payroll amounts paid directly into the employee’s bank account as direct deposits. This report is similar to the Check Register (PAY004) report.
DDP Advice Register (direct deposit advice register)	RUNCTL_PAYINIT	Payroll for North America, Payroll Processing CAN, Create Direct Deposits, Advice Register, DDP Advice Register	Run DDP004, which generates a report that lists payroll amounts paid directly into the employee’s bank account as direct deposits. This report is similar to the Cheque Register (PAY004) report.

Entering Run Controls for Printing Checks and Direct Deposit Reports

Access the Check Print page.

Note. The Check Print page is shown here as an example; most of the pages used for printing checks and direct deposit reports use the same parameters.

Click Run to run the report by using PeopleSoft Process Scheduler.

On-Cycle Run

If you specify only a pay run ID, the system selects checks from that run ID that are based on a payroll cycle of only on-cycle, off-cycle, or both.

If you specify a pay run ID and the check range, the system selects only the checks that are in the check number range and based on a payroll cycle of only on-cycle, off-cycle, or both.

Off-Cycle Pay Calendar

If you use this group box, you must enter:

Company
Pay group
Pay end date

Available fields and completed tasks depend on which option you select in the Payroll Cycle group box:

Payroll Cycle

On-Cycle	The page number fields are unavailable for entry. The system selects only the on-cycle checks for the company and pay group with the pay end date that you specify. If you specify a check number range, the system selects only those checks.
Off-Cycle	The page number fields are available for entry. The system selects only the off-cycle checks for the company and pay group with the pay end date that you specify. If you specify the page number range, the system selects all checks in that page range. If you specify a check number range, the system selects only those checks.
Both	The page number fields are available for entry. The system selects both off-cycle and on-cycle checks for the company and pay group with the pay end date that you specify. If you specify the page range, the system selects all checks in that page range. If you specify a check number range, the system selects only those checks.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Generating a Direct Deposit File

This section provides an overview of the Direct Deposit Create File process (DDP001 and DDP001CN) and discusses how to create a direct deposit file.

Understanding the Direct Deposit Create File Process (DDP001 and DDP001CN)

Use the Direct Deposit Create File process to create an electronic transmittal file used to transfer payroll funds directly into an employee’s bank account. The file contains direct deposit records for each company and bank/branch combination within the pay run ID. The direct payment routing numbers that are generated by the program are formatted according to the routing format that you specify on the Source Bank Accounts page.

The report shows the transaction file generated, including the direct payment routing numbers used to direct deposit employee’s paychecks, employee name, and all the other information the system needs to complete direct deposits of payroll funds.

(USA) Processing Order

The prenote process is a test run for direct deposits to verify that bank IDs and employee account numbers are valid. You must run the DDP Prenotification and DDP Prenote Memo reports (DDP005 and DDP006) prior to running DDP001. The direct deposit SQRs must be run in a specific order:

DDP005
DDP006
DDP001
DDP002

Setting Up Direct Deposits

Pages Used to Review Pay Calculation Results

Pages Used to Generate a Direct Deposit Create File

Page Name	Object Name	Navigation	Usage
DDP Prenotification (direct deposit prenotification)	RUNCTL_PAYINIT2	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Prenotification Report, DDP Prenotification Payroll for North America, Payroll Processing USF, Create Direct Deposits, Prenotification Report, DDP Prenotification	Run DDP005, which generates a report that provides notification of the amounts that are slated for deposit and the associated accounts before the transactions actually take place, so that your employees can verify that the information is correct and make necessary changes. Note. (CAN) The prenotification process does not apply in Canada.
DDP Prenote Memo (direct deposit prenotification memo)	RUNCTL_PAYINIT2	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Prenote Memo, DDP Prenote Memo Payroll for North America, Payroll Processing USF, Create Direct Deposits, Prenote Memo, DDP Prenote Memo	Run DDP006, which generates a report that prints notifications for employees who have their pay deposited directly into their checking accounts for the first time.
Direct Deposit Create File	RUNCTL_DDP001	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Create Direct Deposit File, Direct Deposit Create File Payroll for North America, Payroll Processing USF, Create Direct Deposits, Create Direct Deposit File, Direct Deposit Create File	Run DDP001, which creates the direct deposit transmittal file.
Direct Deposit Create File	RUNCTL_DDP001CN	Payroll for North America, Payroll Processing CAN, Create Direct Deposits, Create Direct Deposit File, Direct Deposit Create File	Run DDP001CN, which creates the direct deposit transmittal file.

Creating a Direct Deposit File

Access the Direct Deposit Create File page.

Note. (CAN) Although the Canadian page displays with some differences, all fields on this page have the same functionality as the fields shown on the U.S. page.

Click Run to run the report by using PeopleSoft Process Scheduler.

Pay Run ID	Enter either a pay run ID or pay calendar information for the desired pay period.
Company, Pay Group, and Pay Period End Date	Select a company, pay group, and pay end date.
Prenote Date	Optionally enter information here for your reference.
Bank ID and Company	Enter your bank’s transit number and your company. This information appears at the beginning of the transmittal file.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Processing Online Single Checks

This section provides overviews of online single checks and paysheet options and discusses how to:

Configure the system for online printing.
Use online check paysheets.
Display online check results.
Reverse an online check.

Understanding Online Checks

With Payroll for North America, you can calculate, view, and print a single employee check interactively, online. Here's how:

Configure the system for online check printing.
Assign a pay run ID to the appropriate pay calendar.

This is required to access the Online Check Paysheet page.
Enter data on the Online Check Paysheet page.
1. Enter the hours or an amount.
2. If necessary, override Job data, taxes, deductions, or garnishments.
3. Click Save and Calculate.
  
  The Online Results page appears when the process is complete.
View results of the calculation on the Online Results page and proceed in one of three ways:
- Confirm and print the check.
- Click the Change Data button to return to the Online Check Paysheet page to make changes.
- Delete the check.

Note. (USF) With few exceptions, federal agencies must issue all certified payment vouchers through the Department of the Treasury.

Check Modeling

To use this feature for check modeling:

On the Online Check Paysheet page, enter data and click Save and Calculate.
On the Online Results page, either click to change the data or delete the check.

Understanding Online Check Paysheet Options

The system offers several options for using the Paysheet Creation COBOL SQL process (PSPPYBLD) to access the employee’s paysheet:

Process a final check online.

If the employee has a final check request, the system displays a message asking if you want to create the final check online. You can copy an off-cycle final check paysheet or unconfirmed final check to create the final check online.
Process an unconfirmed online check.

If the employee has an unconfirmed single check with the same company, pay group, pay end date, and employment record number that you specified, the system displays that paysheet.
Process an unconfirmed off-cycle check.

If the employee has an unconfirmed off-cycle check with the same company, pay group, pay end date, and employment record number that you specified, and this is the only payline on the page, the system displays a message offering you the option of selecting that payline.
Have the system create the online paysheet.

If neither of the previous two conditions exist, the system displays a message asking if you want to use the Paysheet Creation process to create the data for the employee’s online check.
Create the paysheet manually on the Online Check Paysheet page.

If you click Yes for the paysheet creation process, the Online Check Paysheet page displays the employee’s paysheet information for the pay period end date that you specified. If you click No, the Online Check Paysheet page displays only default information for adding a new paysheet.

Pages Used to Process Online Checks

Page Name	Object Name	Navigation	Usage
Configure Online Printing	PAY_OL_PRNT	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Configure Online Printing, Configure Online Printing	Configure the system for online printing.
Online Check Paysheet	PAY_OL_SHEET_S1	Payroll for North America, Payroll Processing USA, Create Online Checks, Create Online Check, Online Check Paysheet Payroll for North America, Payroll Processing CAN, Create Online Cheques, Create Online Cheque, Online Cheque Paysheet Payroll for North America, Payroll Processing USF, Create Online Checks, Create Online Check, Online Check Paysheet	Use an employee’s online check paysheet and check.
Online Check Print	PAY_OL_CHECK_S	Payroll for North America, Payroll Processing USA, Create Online Checks, View/Print Online Check, Online Check Print Payroll for North America, Payroll Processing USF, Create Online Checks, View/Print Online Check, Online Check Print	When you click Save and Calculate on the Online Check Paysheet page, the system performs the calculation and displays the Online Check Print page. You can confirm and print a check, delete the check, or return to the Online Check Paysheet page to change data.
Online Cheque Print	PAY_OL_CHECK_C	Payroll for North America, Payroll Processing CAN, Create Online Cheques, View/Print Online Cheque, Online Cheque Print	When you click Save and Calculate on the Online Cheque Paysheet page, the system performs the calculation and displays the Online Results page. You can confirm and print a check, delete the check, or return to the Online Cheque Paysheet page to change data.
Paycheck Reversal	PAY_OL_CHECK_S	Click the Reverse and Confirm button on the Online Check Print page.	Reverse a single check and confirm the results of the check reversal.
Paycheque Reversal	PAY_OL_CHECK_C	Click the Reverse and Confirm button on the Online Cheque Print page.	Reverse a single cheque.

Configuring the System for Online Printing

Access the Configure Online Printing page.

Type

Select Printer, File, or None.

Destination

Enter a printer port or file directory to receive your output.

Format

Select the format in which you want the report printed.

Using Online Check Paysheets

Access the Online Check Paysheet page.

Check # (check number)

You can either specify a number or have one assigned by the system.

Benefit Deductions Taken

The initial value comes from the pay calendar, but you can override it.

None: Select to specify no benefit deductions.

Deduction: Select to have the Deduction table govern benefit deductions.

Subset: Select this value if you want to use a specified benefit deduction subset. If you select this value, you must specify the subset ID in the Ben Ded Subset (benefit deduction subset) field.

General Deductions Taken

The initial value comes from the pay calendar, but you can override it.

None: Select to specify no general deductions.

Deduction: Select to have the Deduction table govern general deductions.

Subset: Select this value if you want to use a specified general deduction subset. If you select this value, you must specify the subset ID in the Genl Ded Subset (general deduction subset) field.

Save and Calculate

When you’re ready to calculate the check, click this button to start the calculation process. The system then displays the Online Results page.

Return to Search

If you want to set up a single check for another employee, click Return to Search to redisplay the Create Single Check selection page.

Note. Many of the fields on the Online Check Paysheet page are identical to those on the Paysheet page.

Warning! If you use the Paysheet Creation process for online checks using the same on-cycle pay calendar that’s being processed in batch, the employee receives a duplicate check.

Displaying Online Check Results

Access the Online Check Print page.

Note. (USF) When you’re satisfied with the results, save the page. After saving you can proceed to the normal pay certification process and then run the ECS Interface SQR Report process (FGPY004) for this payment.

You must assign a pay run ID to the appropriate pay calendar. Otherwise, the system cannot find any employee data for online single check processing. The fields on this page are display-only and are based on the data that was entered on the Online Check Paysheet page.

Important! Any uncalculated or unconfirmed online single checks are automatically calculated or confirmed by an off-cycle pay run if the online check page numbers fall within the range entered for the off-cycle pay run.

Reverse and Confirm

Click to access the Check Reversal page and run the Check Reversal process. You cannot reverse a single check until it has been confirmed and printed. Until then, this button is unavailable.

Reversing an Online Check

Access the Paycheck Reversal page.

Enter a pay group and a pay end date.

The reversal is posted to the company, pay group, and pay end date specified here.
Click OK to run the Check Reversal process.

The system displays the Online Results page.
Review results of the reversal on the Online Results page.

Working with Paysheets

Recording Manual Checks

This section provides an overview of manual checks and discusses how to enter manual check data into the system.

Understanding Manual Checks

A manual check is a check prepared outside of the Payroll for North America system. You might have a remote office with no access to Payroll for North America that occasionally needs to write a manual check to process a last-minute payroll adjustment. Or you might correct errors in system-produced paychecks by producing manual checks.

Because manual checks are created outside of the system, you must record them manually into Payroll for North America to update your employees’ earnings, deductions, garnishments, and tax balances.

For example, employee 8101 was hired in a remote office on January 1. The clerk didn’t notify the central office of the new hire. So, when the payroll was produced for the January run, the new employee didn’t receive a check. The payroll clerk therefore calculated and produced a manual check to be processed in an off-cycle run. He then forwarded the check information to the central office to be entered into the system.

Although manual checks are normally processed in off-cycle payroll runs, you can record them as part of your on-cycle payroll process if you choose.

Entering Manual Check Data Into the System

To enter a manual check into the system:

Enter information for a specific paysheet on the Paysheet page.
- When you access the page, we recommend that you use the Add mode.
  
  This keeps your manual checks separate from your regular checks and avoids confusion.
- You must make a separate payline entry for each manual check.
  
  If you want to enter ten manual checks, for example, you add a paysheet page and then add ten additional paylines to that page.
- Select the Manual Check check box on the main Paysheets page.
Enter the employee’s earnings, taxes, and deductions into the paysheet on the One-Time Deductions, One-Time Garnishment, and One-Time Taxes pages.

The system calculates employer-paid taxes and benefits.

Note. If garnishments were deducted from the paycheck, the description reads “Garnishment −Tax Levy.” If no garnishments were deducted, but the deduction is established in the system, the description displays the general deduction code − GARN01 − Tax Levy.
Run the Pay Calculation COBOL SQL process (PSPPYRUN).

During this process, the system double-checks your entries to ensure that the gross pay minus deductions and taxes equals the net pay for each manual check.
Review the results.
Run the Pay Confirmation process.

During this process, the system updates all balances for earnings, deductions, and taxes.

See Also

Working with Paysheets

Calculating Pay

Confirming Pay

Processing a Final Check Request

This section lists prerequisites and discusses how to:

Run the final check request process.
Create an online final check.
Run the final check batch process.
Reprocess final check paysheets.
Generate a final check request report.

Creating Final Check Paysheets

Defining the Final Check Process

Prerequisites

Before you can begin processing final check requests, you must have completed the following setup steps:

Define action and action reason code combinations that trigger a final check.
Establish a final check program.
Define final check earnings.
Define final check leave accrual rules.
Define final check deductions.

See Also

Defining the Final Check Process

Pages Used to Process a Final Check Request

Page Name	Object Name	Navigation	Usage
Final Check Request	TERM_RQST	Payroll for North America, Payroll Processing USA, Create Final Checks, Request Final Check, Final Check Request Payroll for North America, Payroll Processing CAN, Create Final Cheques, Request Final Cheque, Final Cheque Request Payroll for North America, Payroll Processing USF, Create Final Checks, Request Final Check, Final Check Request	Run the online or batch final check request process.
Final Check Requests Report	RUNCTL_PAY056	Payroll for North America, Payroll Processing USA, Create Final Checks, Final Check Requests Report, Final Check Requests Report Payroll for North America, Payroll Processing CAN, Create Final Cheques, Final Cheque Requests Report, Final Cheque Requests Report Payroll for North America, Payroll Processing USA, Create Final Checks, Final Check Requests Report, Final Check Requests Report	Generate the PAY056 report that lists final check requests for which an employee’s final check processing status is either N (not processed) or P (loaded to paysheets).
Final Check Reconcile Report	RUNCTL_PAYINIT	Payroll for North America, Payroll Processing USA, Create Final Checks, Final Check Reconcile Report, Final Check Reconcile Report Payroll for North America, Payroll Processing CAN, Create Final Cheques, Final Cheque Reconcile Report, Final Cheque Reconcile Report Payroll for North America, Payroll Processing USF, Create Final Checks, Final Check Reconcile Report, Final Check Reconcile Report	Generate the PAY057 report that reconciles employees who have final checks processed, based on pay calendar information that you specify with data from their Employment records. A warning message appears in the report when an employee is not really terminated, but has a final check produced

Running the Final Check Request Process

Access the Final Check Request page.

Note. When you add a final check request for an employee whose status on the Job Data table is not Terminated, Final Check Workflow automatically creates a worklist item for the Personnel Administrator role user.

Termination Date	Enter the date of the last day for which the employee is to be paid.
Status	The system displays status of Updated to Paysheets or Not Processed, depending on whether you’ve processed the request.
Final Check Program ID	Select the final check program ID that identifies the final check rules appropriate to the employee’s check.
Reprocess	Select this option to reprocess.
Created From JOB Record	The system automatically creates a final check request when you change an employee’s job status to Terminated. The system selects this check box if the final check request you’ve accessed was created this way.
Include T&L Payable Time (include time and labor payable time)	Select this option if you are using data from PeopleSoft Enterprise Time and Labor.
Create Final Check Online	To access the Online Check process for the final check request, click this button.
Create Final Check Run Control	To access the batch payroll process for final check requests, click this button.

Creating an Online Final Check

The process for creating an online final check is similar to the process for creating an online single check.

To create an online final check:

Click the Create Final Check Online button on the Final Check Request page.
Click the Yes button when prompted if you would like to create a Final Check for this employee. This will run the Final Check Paysheet Creation process and the system will create an online check paysheet.
Update data on the paysheet and click the Save and Calculate button.
Confirm and print the final check either as an online check or with the regular checks in the pay run.

Running the Final Check Batch Process

The batch process for final check requests is designed to run before pay calculation. You can run this process either on-cycle or off-cycle. Then you use the Pay Calculation and Pay Confirmation processes to complete the cycle of generating final paychecks. Click the Create Final Check Run Control button on the Final Check Request page to select this process. The system displays the Create Final Check Paysheets page.

Click the Run button to run this request. PeopleSoft Process Scheduler runs the Final Check Build COBOL SQL process (PSPFCBLD) at user-defined intervals.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Reprocessing Final Check Paysheets

The system displays the Reprocess option on the Final Check Request page only after the employee’s final check paysheet has been created and the status of the final check request is Loaded to Paysheets. Use this option to re-create an employee’s final check paysheet.

Warning! Exercise caution when using the Reprocess option, because when the system originally creates the final check paysheets, it marks the preexisting paysheets Not OK to Pay. So, before you re-create the final check paysheet you must manually select the OK to Pay check box on all preexisting paysheets.

Generating a Final Check Request Report

Access the Final Check Requests Report page.

Click Run to run the report by using PeopleSoft Process Scheduler.

Final Check Processing Status

Extracted: All employees whose final check request processing status is Not Processed or Loaded to Paysheets.

Loaded to Paysheets: All employees whose final check processing status is Loaded to Paysheets.

Not Processed: All employees whose final check processing status is Not Processed.

Paysheet Created: All employees whose final check processing status has paysheets created.

Note. Leave the field blank to report all statuses.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Reversing Paychecks

This section provides an overview of paycheck reversal and discusses how to:

Run paycheck reversal.
View the effects of reversal.
Run pay confirmation.
View confirmed reversed checks.

Understanding Paycheck Reversal

Run paycheck reversal when a system-generated check is incorrect and has not been cashed or deposited. The key to reversing checks is running the Paycheck Reversal/Adjustment process, which eliminates the need to enter each check to be reversed as a manual check. This program locates the checks you’ve specified on a special run control and creates an off-cycle paysheet page for each reversal. The resulting paylines reflect the original paysheet entries, with negatives in the hours and amount fields. These pages are display-only.

During the Paycheck Reversal/Adjustment process, the system makes a copy of the paycheck record and reverses the signs (plus/minus) on the amount fields. The original paycheck record is retained, not deleted. You can view both the original and the reversed paycheck records from the Paycheck pages. On the reversed check, all of the amounts display as negative numbers, and the message “Calculated Check Reversal” appears in the upper-left corner.

To reverse paychecks, you do not need to run the Pay Calculation process. When you run the Paycheck Reversal/Adjustment process, the system finds the check or checks that you’ve specified and reverses the plus/minus signs. Because the amounts themselves have already been calculated, no additional calculation is necessary.

Deleting a Reversal

You can delete a reversal if you made a mistake. Select Delete Current Reversal/Adjustment on the Paycheck Reversal/Adjustment run control page and run the process again. If you need to make a correction after the reversal has been confirmed, you must process a manual check.

Updating Balance Records

To update the balance records with the final reversal information, run the Pay Confirmation process. After confirmation, when you view the paycheck, the message “Confirmed Check Reversal” appears in the upper-left corner. You can then issue an on-demand or online check for the correct amount.

Pages Used to Reverse Paychecks

Page Name	Object Name	Navigation	Usage
Paycheck Reversal/Adjustment	RUNCTL_PAY_REV	Payroll for North America, Payroll Processing USA, Reverse/Adjust Paychecks, Paycheck Reversal/Adjustment Payroll for North America, Payroll Processing USF, Reverse/Adjust Paychecks, Paycheck Reversal/Adjustment	Define the parameters for the check reversal process.
Paycheque Reversal/Adjustment	RUNCTL_PAY_REV	Payroll for North America, Payroll Processing CAN, Reverse/Adjust Paycheques, Paycheque Reversal/Adjustment	Define the parameters for the cheque reversal process.
Paycheck Earnings	PAY_CHECK_E	Payroll for North America, Payroll Processing USA, Produce Payroll, Review Paycheck, Paycheck Earnings Payroll for North America, Payroll Processing CAN, Produce Payroll, Review Paycheque, Paycheque Earnings Payroll for North America, Payroll Processing USF, Produce Payroll, Review Paycheck, Paycheck Earnings	View reversed checks.

Running Paycheck Reversal

Access the Paycheck Reversal/Adjustment page.

Note. The page is the same for reversals and adjustments.

Click Run to run this request. PeopleSoft Process Scheduler runs the Paycheck Reversal/Adjustment process at user-defined intervals.

Run Control ID	For every Paycheck Reversal/Adjustment run control you enter, the system sets up a separate off-cycle paysheet page and line.
Pay Group and Pay Period End Date	The pay period end date corresponds to the on-cycle pay calendar with which you want to process the reversal or reversal/adjustment. Check reversals cannot be run if the pay run ID for the specified pay period end date is blank on the Pay Calendar table. Also, the reversal must be associated with a pay calendar that is not closed for off-cycle processing.
Paycheck Number and Paycheck Issue Date	If you know the check number and issue date, you can search for the corresponding check to be reversed.
Pay Period End Date, Off Cycle, Page # (page number), and Line # (line number)	If you do not know the check number and issue date, you can locate the check by searching for these values in the fields in the right column.
Separate Check # (separate check number)	If the check to be reversed was issued as a separate check, enter a value here. You can also find the paycheck number and paycheck issue date information either online or off-line: Online: Use the Paycheck Data pages. Off-Line: Refer to your Payroll Register or Payroll Check Register reports.
Reversal	Select for a check reversal.
Reversal/Adjustment	Select for a check reversal and an adjustment check.
Delete Current Reversal/Adjustment	To delete an unwanted reversal or reversal/adjustment, set up a run control with this option selected and run the Paycheck Reversal/Adjustment process.

Accounting Period Option

Original, Current, and Specified	Select to process the original, current, or a specified accounting period.
Fiscal Year	Select the fiscal year of the specific accounting period that you want to process.

If you’re reversing more than one check, insert a row for each additional check. After you enter all the checks to be reversed, run the Paycheck Reversal/Adjustment process.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Viewing the Effects of Reversal

Access the Paycheck Earnings page.

You can view the effects of the reversal by looking at the original check and the reversed check on the Paycheck Earnings page.

On the reversed check, all of the amounts display as negative numbers, and the message “Calculated Check Reversal” appears in the upper left corner of the first scroll box.

See Pages Used to Review Pay Calculation Results.

If you view the effects of the reversal on any of the Paysheet pages, you will not be able to add or delete any paylines if one of the paylines is a reversal.

If you view the effects of the reversal on any of the Payline pages, you will not be able to add or delete the reversal payline.

Running Pay Confirmation

When you're satisfied that the reversal is correct, confirm the reversal by running the Pay Confirmation process.

After confirming the check reversal, you can issue a check for the correct amount.

See Also

Confirming Pay

Viewing Confirmed Reversed Checks

After you run pay confirmation, you can view information, including updated balances, using the Review Paycheck pages in the Payroll Processing menu, and you can run any required reports.

Note. You cannot update paysheet information after pay confirmation has been completed.

Adjusting Paychecks

This section provides an overview of paycheck adjustment and discusses how to:

Set up the NETPAY deduction code.
Set up to collect negative adjustments.
Run the paycheck reversal process.
Enter adjustment information on the paysheet.
Run pay calculation.
Continue if you owe the employee.
Continue if the employee owes you.
Delete an adjustment payline.

Understanding Paycheck Adjustment

There are two segments to the check adjustment process: a reversal of the incorrectly issued check and an adjustment.

When you adjust a paycheck, there are three possible outcomes:

No change in net pay (such as correction of taxing locality).
The company owes the employee money.

In this situation, the system produces a check for the amount owed.
The employee owes the company money.

In this case, you can put the amount into an arrears balance to be taken out of subsequent paychecks. Or you can attempt to get the money back from the employee by other means.

Use the Paycheck Reversal/Adjustment page to both adjust and reverse paychecks.

Note. After being confirmed, adjustment checks cannot be adjusted. The system does not perform adjustments to online checks.

Pages Used to Adjust Paychecks

Page Name	Object Name	Navigation	Usage
Paycheck Reversal/Adjustment	RUNCTL_PAY_REV	Payroll for North America, Payroll Processing USA, Reverse/Adjust Paychecks, Paycheck Reversal/Adjustment Payroll for North America, Payroll Processing USF, Reverse/Adjust Paychecks, Paycheck Reversal/Adjustment	Run the check reversal and adjustment process.
Paycheque Reversal/Adjustment	RUNCTL_PAY_REV	Payroll for North America, Payroll Processing CAN, Reverse/Adjust Paycheques, Paycheque Reversal/Adjustment	Run the check reversal and adjustment process.
Paycheck Earnings	PAY_CHECK_E	Payroll for North America, Payroll Processing USA, Produce Payroll, Review Paycheck, Paycheck Earnings Payroll for North America, Payroll Processing CAN, Produce Payroll, Review Paycheque, Paycheque Earnings Payroll for North America, Payroll Processing USF, Produce Payroll, Review Paycheck, Paycheck Earnings	View adjusted checks.

Setting Up the NETPAY Deduction Code

To process adjustments, the system uses a special deduction called Net Pay Adjustment with a deduction code of NETPAY. Before processing adjustments, you must set up this deduction code on the Deduction and the General Deduction tables and add it to the Company General Deductions table. You can use the NETPAY deduction that is supplied with the demonstration database as an example.

During the reversal step of the adjustment process, the system reverses the original check, producing a calculated check reversal. It does this by subtracting a NETPAY deduction equal to the employee’s net pay on the original check.

See Also

Defining Deductions

Setting Up to Collect Negative Adjustments

If the adjustment results in the employee owing the organization, you must have set up an adjustment deduction code and a corresponding adjustment earnings code that the system uses to process adjustments of this type.

When you set up the adjustment earnings code, you link it to the corresponding adjustment deduction code through the Payback Deduction Code field on the Earnings Table - Taxes page.

Setting Up an Adjustment Deduction Code

An adjustment deduction code is necessary to process check adjustments for which the employee owes the company money. If you have not already done so, you can set up a generic adjustment deduction code, such as PAYADJ. Alternatively, you can establish several such deduction codes, one for each negative adjustment payback situation you’re likely to encounter, but each would require a corresponding adjustment earnings code. For example, if you’re adjusting checks that were calculated using the wrong taxing jurisdiction, you could set up a tax adjustment deduction code: TAXADJ.

To set up the adjustment deduction code:

Set up the Deduction table.

On the Deduction Table - Process page, select the Deduction Arrears Allowed check box and enter the appropriate general ledger expense and or liability accounts.
Set up the General Deduction table.

If you use the generic PAYADJ code, the General Deduction table is set by default with the information needed to calculate the payback adjustment deduction.

If you choose to specify your own deduction for this purpose, you must define the code on the General Deduction table with your own calculation routine and specifications.
Set up the Company General Deductions table.

For each company, add each adjustment deduction code in the Deduction Code column.

Setting Up an Adjustment Earnings Code

An adjustment earnings code is necessary to process check adjustments for which the employee owes the company money. Use a suitable code to designate this earnings, such as ADJ.

To set up the adjustment earnings code, use the Earnings and the Earnings Program tables.

Define the earnings code on the Earnings Table - General page:

Payment Type

Select Either Hours or Amount OK.

Effect on FLSA (effect on Fair Labor Standards Act)

Select None.

Eligible for Retro Pay

Not used for adjustment earnings.

Set up the Earnings Table - Taxes Page:

Payback Deduction Code	Enter a deduction code here to link to the earnings code. During the pay calculation process for the paycheck reversal/adjustment, the system creates an arrears balance for this deduction that is equal to the amount of the adjustment. On subsequent payrolls, where the employee is paid, the system attempts to deduct the overpayment from the employee’s future check(s) until the entire amount has been collected.
Tax Method	Select Specified on Paysheet. The system selects the default values from the paysheet.
Earnings	Select Add to Gross Pay and Maintain Earnings Balances. Clear all other check boxes.
(USA) U.S. Only	Clear all fields. This is important, because the adjustment earnings code should not add to any taxable gross fields.
(CAN) Canadian Only	Clear all fields. This is important, because the adjustment earnings code should not add to any taxable gross fields.

Defining Deductions

Running the Paycheck Reversal/Adjustment COBOL SQL Process (PSPPYREV)

Access the Paycheck Reversal/Adjustment page.

It is the same page that you use to run paycheck reversals

If you’re adjusting more than one check, add a row for each additional check and then run the process.

See Also

Running Paycheck Reversal

Entering Adjustment Information on the Paysheet

Access the Paysheet page.

When you run the Paycheck Reversal/Adjustment process, the system produces an off-cycle paysheet page. The first paysheet entry appears as a Reversing Adjustment, with all fields unavailable and a net pay of zero (blank).

Use the top scroll area to move to the other system-generated paysheet entry, the Adjustment paysheet. This is where you enter the necessary adjustment information for earnings, deductions, and taxes.

For example, if you forgot to pay the employee for 10 hours of overtime, enter 10 in Overtime Hours; if you taxed her in the wrong taxing jurisdiction, enter the correct state or locality.

Save the paysheet when you finish entering your adjustments.

Running Pay Calculation

Set up a run control and run the Pay Calculation process just as you do for your normal payroll calculation.

Your next steps depend on whether you owe the employee or the employee owes you.

See Also

Calculating Pay

Continuing If You Owe the Employee

If you owe the employee money, the system produces a calculated check for the amount that you owe. You can then complete the following steps:

Set up pay confirmation parameters and run the Pay Confirmation process, which updates the employee’s balances and assigns a check number.
Print the check.

Continuing If the Employee Owes You

If the employee owes you money, the following message appears in the Paysheet, Payroll Messages page (assuming there are no other errors):

The net pay calculated for this check is a negative amount.

The Message Data field at the bottom of the page displays a negative amount, which is the amount the system has calculated the employee owes you. The system treats this as an error because it is designed to produce checks for positive or zero amounts. A negative paycheck amount is not valid.

If the employee is still employed, you can get the money back by putting it in an arrears balance and having the system attempt to take it out of the next paycheck. In effect, you “give” the employee the amount she owes by using an adjustment earnings code on the adjustment paysheet. When you run pay calculation, the system converts the earnings to the corresponding payback deduction code.

Here's how you set up the arrears balance to collect the overpayment:

Make sure you have set up the necessary adjustment earnings and adjustment deduction codes.

See Setting Up to Collect Negative Adjustments.
On the adjustment paysheet, enter the overpayment amount as Other Earnings, using the earnings code you set up for negative adjustments.

Save the paysheet.
Set up off-cycle pay calculation parameters and run the Pay Calculation process.

The system converts the earnings to a deduction (assigning it to the corresponding payback deduction code) and puts the amount the employee owes into an arrears balance to be processed in the next payroll.
Set up off-cycle pay confirmation parameters and run the Pay Confirmation process.
View results on the Review Paycheck pages.
The overpayment is deducted in the next pay cycle.

Deleting an Adjustment Payline

To delete the adjustment payline of a paysheet that was created with Reversal/Adjustment selected on the Paycheck Reversal/Adjustment page:

Run the Pay Unsheet SQR process (PAYUNSHT).

See Pages Used to View and Update Paysheets and Paylines.
Run the Paycheck Reversal/Adjustment process with Reversal selected.

Reconciling Checks

This section provides overviews of check reconciliation procedures and an example of check reconciliation and lists the pages used to reconcile checks.

Understanding Check Reconciliation Procedures

Payroll for North America has two SQR programs that, together, enable you to reconcile checks. You can see which paychecks employees have cashed and which are outstanding. You’re alerted to checks the bank cashed for an amount other than the amount that your records show.

To reconcile checks:

From your bank, get a file on magnetic media showing cashed payroll checks and copy it to C:\TEMP\BANKFILE.TRN.
Run the Check Reconciliation (PAY015A) process.
Run the Check Reconciliation Report (PAY015B).
Review the reports generated by the SQRs.

These steps are further explained in the following sections.

The Bank File

To use the check reconciliation feature, you need to get a magnetic media file from your bank showing which payroll checks they’ve cashed.

Payroll for North America accepts Bank files in the following format:

Bank File	Number of positions
Transit#	9 positions
Account#	15 positions
Check#	15 positions; numeric
Net Pay	10 positions; numeric; implied decimal point

You can adapt the sample PeopleSoft SQR programs to accommodate a Bank file with a different format. The SQR must match the record layout of the Bank file.

Payroll for North America reads this Bank file and attempts to reconcile each check against the check information in your payroll database. In addition, the system verifies its own file of unprocessed manual checks to see if they’ve been entered into the system since the last time you ran the check reconciliation process.

The two check reconciliation SQR programs are called Check Reconciliation (PAY015A) and Check Reconciliation Report (PAY015B).

Identifying Checks with PAY015A

PAY015A identifies all system-produced and manual checks that are processed for a given pay run ID, attempting to match these checks with the Bank file. It writes entries for each cashed, reversed, or outstanding check into a temporary Check Reconciliation file on the database.

The system assumes that checks for which no match is found on the database are unprocessed manual checks, that is, cashed manual checks that haven’t yet been entered into the system. The program places these in an Unprocessed Manual Checks file.

The Error Listing report that is produced by PAY015A shows checks with the wrong net amount, checks flagged as already having been cashed, and checks flagged as having been reversed.

The PAY015A process identifies:

All computer and manual checks, including check reversals, that the system processed during the current payroll periods for a given pay run ID.
All outstanding checks—all checks that are confirmed, are not reversing entries, and are not yet cashed.
All unprocessed manual checks.

It inserts one entry for each check type into the temporary Check Reconciliation file.

Note. (CAN) For Canadian reports, the three-digit bank ID is reported in the Bank Transit Number field.

Note. You must adjust the Process-Bank-File in PAY015A to match the record layout of the file from your bank. Your requirements could be different, and the SQR must be modified.

Producing Check Reconciliation Reports with PAY015B

After you run PAY015A, run PAY015B to produce a Check Reconciliation Report listing the entries in the Check Reconciliation file produced by PAY015A. The report provides totals for item count and net pay, and is divided into sections by the following types:

Issued Checks (Computer).
Checks Reconciled From Bank Checks File.
Outstanding Checks.
Unprocessed Manual Checks.
Reversed Checks.

Understanding an Example of Check Reconciliation

Here's an example to illustrate the check reconciliation procedures.

Paycheck Files (PS_PAY_CHECK)

Suppose your last payroll run contained six checks, which are on the database in the Paycheck file:

Check #	Date	Amount	Remarks
1	December 31, 2004	100	Normal
2	December 31, 2004	150	Normal
3	December 31, 2004	175	Normal
4	December 31, 2004	200	Normal
5	December 31, 2004	250	Reversed
99	December 25, 2004	125	Manual

Checks 1-4 are normal on-cycle paychecks. Number 5 is a check that’s been reversed. Check 99 is a manual check that you wrote earlier in the month and decided to process with your on-cycle end-of-month payroll. You’ve handed these checks (except #5) out to employees, some of whom have cashed them.

Bank File

You subsequently receive the Bank file from your bank listing cashed checks drawn against your payroll account:

Check #	Date	Amount
1	December 31, 2004	100 USD
2	December 31, 2004	150 USD
3	December 31, 2004	145 USD
101	December 31, 2004	200 USD

Unprocessed Manual Check File (PS_PAY_CHECK_DUE)

Meanwhile, your Unprocessed Manual Check file contains one item:

Check #	Date	Amount
99	December 15, 2004	125 USD

The last time you ran Check Reconciliation, check #99 was listed in the Bank file, but not in your Paycheck file. The program consequently put it into the Unprocessed Manual Check file.

Run the SQRs

With this information, you can run the SQRs.

Note. Procedures for running these programs might vary, depending on your database platform environment. If in doubt, ask your systems administrator for detailed instructions.

Error Report (from PAY015A)

PAY015A produces an Error Report flagging Check #3, because the amount is different:

Check #	Date	Amount
3	December 31, 2004	145 USD

Check Reconciliation Files (from PAY015B)

When you print the Check Reconciliation Report with PAY015B, you see that three checks have been cashed, one is outstanding, and one is a reversed check:

Check #	Date	Amount
1	December 31, 2004	100 USD	Cashed
2	December 31, 2004	150 USD	Cashed
4	December 31, 2004	200 USD	Outstanding
5	December 31, 2004	250 USD	Reversed
99	December 15, 2004	125 USD	Cashed

Unprocessed Manual Check Files (PS_PAY_CHECK_DUE)

You end up with five reconciled checks, one error, and one check in the Unprocessed Manual Check file:

Check #	Date	Amount
101	December 15, 2004	200 USD

Here’s a summary:

Checks #1 and #2 are put in the Check Reconciliation file, because their Bank file entries match their Paycheck file entries.

Check #3 doesn’t match on the Bank file and Paycheck file; the amounts were different, so this check gets put on the Error Listing.

Check #4 in the Paycheck file isn’t listed on the Bank file, so presumably the employee hasn’t cashed it yet. It goes in the Check Reconciliation file as an outstanding check.

Check #5 is a reversed check that never made it to the bank; the system places it into the Check Reconciliation file as a reversed check.

Check #99, which had been sitting in the Unprocessed Manual Check file, is put in the Check Reconciliation file, because it matches Check #99 in the Paycheck file.

Check #101, the one check in the Bank file that isn’t in the Paycheck file, gets put in the Unprocessed Manual Check file. When you enter it into Payroll for North America, it’s reconciled against the Paycheck file.

Pages Used to Reconcile Checks

Page Name	Object Name	Navigation	Usage
Check Reconciliation	RUNCTL_PAYINIT2	Payroll for North America, Periodic Payroll Events USA, Check Reconciliation, Request Reconciliation, Check Reconciliation Payroll for North America, Periodic Payroll Events USF, Check Reconciliation, Request Reconciliation, Check Reconciliation	Use this page to run the PAY015A process that reconciles the checks cleared at your financial institution.
Cheque Reconciliation	RUNCTL_PAYINIT	Payroll for North America, Periodic Payroll Events CAN, Cheque Reconciliation, Request Reconciliation, Cheque Reconciliation	Use this page to run the PAY015A process that reconciles the checks cleared at your financial institution.
Check Reconciliation Report	PRCSRUNCNTL	Payroll for North America, Periodic Payroll Events USA, Check Reconciliation, Reconciliation Report, Check Reconciliation Report Payroll for North America, Periodic Payroll Events USF, Check Reconciliation, Reconciliation Report, Check Reconciliation Report	Generate the PAY015B report that lists the entries in the temporary Check Reconciliation file.
Cheque Reconciliation Report	PRCSRUNCNTL	Payroll for North America, Periodic Payroll Events CAN, Cheque Reconciliation, Reconciliation Report, Cheque Reconciliation Report	Generate the PAY015B report that lists the entries in the temporary Check Reconciliation file.

Reprinting Checks

This section provides overviews of reprinting checks and check numbers in the reprint process and discusses how to:

Run the Check Reprint COBOL SQL process (PSPRPRNT).
Reprint checks.
View reprinted checks.

Understanding Reprinting Checks

Occasionally you may need to reprint one or more checks. Some checks may be damaged. The Check Reprint process reassigns the check numbers that were allocated during the Pay Confirmation process so that you may reprint them if necessary.

Suppose you’ve confirmed a payroll run and are trying to print a run of 15 checks numbered 100082—100096. The printer prints the first three checks, destroys the next five, and then shuts down. Here are the results of the initial print run:

Check Number	Check Status
100082	Printed OK
100083	Printed OK
100084	Printed OK
100085	Destroyed
100086	Destroyed
100087	Destroyed
100088	Destroyed
100089	Destroyed
100090	Not yet printed
100091	Not yet printed
100092	Not yet printed
100093	Not yet printed
100094	Not yet printed
100095	Not yet printed
100096	Not yet printed

Here's how you reprint the checks:

Run the Check Reprint process.

In this example, the first check is # 100085 and the last check # is 100096.

The Check Reprint process moves the ruined checks into the Dead Paycheck file.
(Optional) View the ruined checks on the Dead Paychecks page.
Rerun the Check Print - US process (PAY003) or the Cheque Print - Canada process (PAY003CN).

When you set up the run control, enter a starting check/advice number on the run parameters page. In this example, you enter 100085, because that’s where you want the system to start reassigning check numbers.
View reprinted checks.

Understanding Check Numbers in the Reprint Process

Let’s examine how the system processes check numbers in the Check Reprint process. You can compare your original and after-reprint Payroll Check Registers to extract this same information, but let’s look at the situation from a different viewpoint. Here are the results of running the Check Reprint process and reprinting the checks.

After Confirmation and First Print Run		After Running Reprint Job and Second Print Run
Check Number	Check status	Check Number	Check status
100082	Printed OK	100082	Already printed
100083	Printed OK	100083	Already printed
100084	Printed OK	100084	Already printed
100085	Destroyed	100093	Dead
100086	Destroyed	100094	Dead
100087	Destroyed	100095	Dead
100088	Destroyed	100096	Dead
100089	Destroyed	100097	Dead
100090	Not yet printed	100098	Printed OK (Restart printing here)
100091	Not yet printed	100099	Printed OK
100092	Not yet printed	100100	Printed OK
100093	Not yet printed	100101	Printed OK
100094	Not yet printed	100102	Printed OK
100095	Not yet printed	100103	Printed OK
100096	Not yet printed	100104	Printed OK
		100090	Dead—Used for Form Alignment
		100091	Dead—Used for Form Alignment
		100092	Dead—Used for Form Alignment

This chart shows that the initial print run left checks 100082−100084 printed, checks 100085−100089 destroyed, and checks 100090−100096 unprinted. We then set up a Check Reprint run control, ran the Check Reprint process, and printed replacements for the destroyed checks, and the checks that hadn’t yet been printed.

When we ran the Check Reprint process, the system put the destroyed checks into the Dead Paycheck file. It then continued with the next number, 100090, and assigned numbers through to number 100104. At that point the system took the next available numbers, 100090−100092, and used them for the three form alignment checks we had specified; these were also pronounced dead and put into the Dead Paycheck file. Finally, the system started with the next available number, 100093, and assigned replacement numbers for the five checks that had been destroyed in the initial print run, and the checks that had not yet been printed.

Pages Used to Reprint Checks

Page Name	Object Name	Navigation	Usage
Check Reprint	RUNCTL_PAY_REPRINT	Payroll for North America, Payroll Processing USA, Produce Checks, Reprint Checks, Check Reprint Payroll for North America, Payroll Processing USF, Produce Checks, Reprint Checks, Check Reprint	Set the check ranges and run the Check Reprint process.
Cheque Reprint	RUNCTL_PAY_REPRINT	Payroll for North America, Payroll Processing CAN, Produce Cheques, Reprint Cheques, Cheque Reprint	Set the check ranges and run the Cheque Reprint process.
Dead Paychecks	PAY_CHECKS_DEAD	Payroll for North America, Periodic Payroll Events USA, Check Reconciliation, Review Dead Checks, Dead Paychecks Payroll for North America, Periodic Payroll Events CAN, Cheque Reconciliation, Review Dead Cheques, Dead Paycheque Payroll for North America, Periodic Payroll Events USF, Check Reconciliation, Review Dead Checks, Dead Paycheck	View dead check numbers and the reasons.
Check Print	RUNCTL_CHK_ADV1	Payroll for North America, Payroll Processing USA, Produce Checks, Print Checks, Check Print Payroll for North America, Payroll Processing USF, Produce Checks, Print Checks, Check Print	Run PAY003, which prints U.S. paychecks and accompanying check stubs. Run this report after you perform pay confirmation for a payroll run.
Cheque Print	RUNCTL_CHK_ADV	Payroll for North America, Payroll Processing CAN, Produce Cheques, Print Cheques, Cheque Print	Run PAY003CN, which prints Canadian paycheques and accompanying cheque stubs. Run this report after you perform pay confirmation for a payroll run. Run control parameters are the same as PAY003 - Check Print.
Paycheck Earnings	PAY_CHECK_E	Payroll for North America, Payroll Processing USA, Produce Payroll, Review Paycheck, Paycheck Earnings Payroll for North America, Payroll Processing USF, Produce Payroll, Review Paycheck, Paycheck Earnings	View reprinted checks.
Paycheque Earnings	PAY_CHECK_E	Payroll for North America, Payroll Processing CAN, Produce Payroll, Review Paycheque, Paycheque Earnings	View reprinted cheques.

Running the Check Reprint COBOL SQL Process (PSPRPRNT)

Access the Check Reprint page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Check Reprint process at user-defined intervals.

Form ID	Enter the ID for the type of form that you want reprinted, in this case, select the appropriate form ID.
Form Alignment Count	Indicate how many checks you need for manually aligning the check forms in your printer. These check numbers are inserted into the Dead Paychecks file.
Reprint Range	Enter the first check number and the last check number in the reprint range of the checks you’re reprinting.
Paycheck Issue Date	This should be the same as the date on the original check run. If you need to reprint checks for different dates, you must run the Check Reprint process separately for each different date.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Reprint Checks

Access the Check Print or Cheque Print page.

After running the Check Reprint process, you can reprint the checks as you normally print checks, by running the Check Print - US or the Cheque Print - Canada process. When you set up the run control, enter a starting check/advice number on the run parameters page.

Note. You also need to reset the check number in the Form table to the number of the first undamaged check form.

See Also

Pages Used to Process Online Checks

Viewing Reprinted Checks

Access the Paycheck Earnings page.

Note. The system selects the Reprint check box to indicate that the check was issued as a replacement.

Type	Select Printer, File, or None.
Destination	Enter a printer port or file directory to receive your output.
Format	Select the format in which you want the report printed.

Check # (check number)	You can either specify a number or have one assigned by the system.
Benefit Deductions Taken	The initial value comes from the pay calendar, but you can override it. None: Select to specify no benefit deductions. Deduction: Select to have the Deduction table govern benefit deductions. Subset: Select this value if you want to use a specified benefit deduction subset. If you select this value, you must specify the subset ID in the Ben Ded Subset (benefit deduction subset) field.
General Deductions Taken	The initial value comes from the pay calendar, but you can override it. None: Select to specify no general deductions. Deduction: Select to have the Deduction table govern general deductions. Subset: Select this value if you want to use a specified general deduction subset. If you select this value, you must specify the subset ID in the Genl Ded Subset (general deduction subset) field.
Save and Calculate	When you’re ready to calculate the check, click this button to start the calculation process. The system then displays the Online Results page.
Return to Search	If you want to set up a single check for another employee, click Return to Search to redisplay the Create Single Check selection page.

Payment Type	Select Either Hours or Amount OK.
Effect on FLSA (effect on Fair Labor Standards Act)	Select None.
Eligible for Retro Pay	Not used for adjustment earnings.