Creating manual payments

You can create a manual payment to pay an employee outside of the normal payroll processing routine.

Before creating a manual payment, you must reserve manual payment numbers. Reserving manual payment numbers

Create manual payments

  1. Access Manual Check (PR80.1).
  2. Select the Company and the Employee for which to create a payment.
  3. Select the Inquire form action. The time record from PR36 is displayed.

    You can select a current time record or create a new time record on the Time Records tab.

  4. On the Time Records tab, select an existing current time record (Status of C-Current). In the FC field, select option S-Select. Then select the Change function.

    OR add a time record in M-Manual status.

    To update the status of mass time records, you can use Manual Time Record Maintenance (PR36.4) special actions.

    • Use the Select All Current action to update all time records’ statuses from Current to Manual.

    • Use the Unselect All Manual action to update all time records’ status from Manual to Current.

  5. Specify this information:
    Pay Code

    Select the pay code to assign to this time record.

    Hours

    Type the hours to assign to this time record.

    Rate

    Type the rate to assign to this time record.

    Date

    Type the date to assign to this time record.

    SH (Shift)

    Select the shift with which the pay is associated or leave the field blank and use the shift from the employee record.

    PG (Process Group)

    Identifies a process group. All time records with a common value in this field are grouped for taxing purposes within a check for an employee. A number in this field indicates the deduction cycle that is used for calculating deductions on the payment.

    TF (Tax Frequency)

    Select how to override normal taxation.

    Time records: entering Time records: moving

  6. Select the Change form action to add the time record to the manual payment.
  7. Select the Bank Code.
  8. Select Reserved Checks in the Payment Number field and then select an available check (payment) number.
  9. Define payment information on the Payment tab. Use the following guidelines to enter field values:
    Payment Date

    Type the date for the payment.

    Deduction Cycle

    Type a deduction cycle value of 1-9.

    Include Flex Dollars

    Select whether the manual payment is to include flex dollars in gross wages.

  10. Click the One Time Deduction button to select the current one time deductions or to add manual one time deductions to include on the manual payment.
  11. To calculate the payment before you add it, select the Calculate special action. This function does not use overriding deduction amounts or taxable wages entered.

    Arrears deductions are created from manual payments.

    The Calculate special action lets you review the payment before you add it. Once you add the payment, you cannot make changes. You must delete the payment and re-add it.

  12. Add the payment using one of these options:
    To Then
    calculate the earnings and deductions for the payment Select the Calculate/Add (A) special action.
    override any of the deductions amounts or taxable wages that were calculated Type the override amounts in the fields you want to override and select the No Calculate; Add (S) special action.
    manually enter deduction amounts and taxables Type the override amounts and select the No Calculate; Add (S) special action.
    Note: To print a range of manual payments, use Manual Payment Print (PR180).
  13. Delete the payment using one of these options:
    To Then
    Delete the payment detail but not manual time records nor manual one time deductions Select the Payment Number and Delete form action (D)
    Delete payment detail and manual time records or manual one time deductions Select Delete All & Payment Number function (T)
  14. Click the Print button to print the payment.
    Caution: 
    Manual payments can be printed more than once. You must establish internal controls in your organization to avoid printing a payment more than once.
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