Generating an off-cycle payroll (Employer on the Go)

Manual payrolls are used to generate off cycle payrolls. A manual payroll will produce the same information and reports as a normal payroll run.

The workflow to generate an off-cycle payroll is broken down into three parts:

1. Set “Manual Payroll Options”
2. Choose “Earnings Codes”
3. Enter and process payroll

Set “Manual Payroll Options”

1. Information to have ahead of time:
   • Pay Period Start and Period End Date
2. Hover over “Payroll,” select “Enter Payroll”
3. Select the “Setup” button to open the “Enter Payroll Setup” tab
4. In the “Manual Payroll Options” box (bottom left):
   • Select “Create Manual Payroll” box
   • For type, select:
     • “Manual W/Direct Deposit” to create direct deposits or,
     • “Manual” if you will be paying without using direct deposits.
       • **TIP** direct deposit takes two business days to transfer, if you are late in approving payroll, it may be better to select “Manual” and pay employees using some other more expedient method.
     • For “Period Start,” input the pay period start date
     • For “Period End,” input the pay period end date
     • For “Pay Date,”
       • If
         • Current time is before 2PM PST, input:
           • A date at least 2 business days from today
         • Current time is after 2PM PST, input:
           • A date at least 3 business days from today
         • For “Calculate Deductions”
           • If you do not wish the system to include deductions (retirement plans, garnishments) or taxable fringe benefits (S-Corp owners health insurance), un-check this box
           • If the employee has any voluntary or involuntary deductions that should be included in the calculation, leave this box checked
             • Examples:
               • Deductions calculated as a percent of income like some retirement plans and garnishments
             • If the employee has any taxable fringe benefits (like S-Corp owners health insurance) that should be included in the calculation, leave this box checked
           • For “Calculate Accruals”
             • If you do not wish the system to calculate accruals like PTO, Sick Time & Vacation on manual checks, un-check “Calculate Accruals”
           • For “Calculate WC”
             • If you do not wish the system to calculate workers compensation insurance premiums on the manual payroll wages, un-check “Calculate WC”
             • **TIP** if the business is not set-up to make workers compensation deposits through the payroll system, un-check this box.

Choose “Earnings Codes”

“Earnings Codes” are pay type options you have available to populate during pay entry

1. On the “Enter Payroll Setup” tab, in the earning code table
   • If not already selected, select:
     • “Regular Hours”
     • “Overtime Hours”
   • Select any other earning code option you wish to have available.

Save Payroll Setup

1. On the “Enter Payroll Setup” screen, select “Save” in the bottom right

Enter and Process Manual Payroll

1. Review payroll set-up detail
   • Verify manual payroll, period start, period end and, pay date
   • On “Enter Payroll” screen verify payroll details
     • If “Pay Frequency” indicates “Manual Payroll” and, Pay Date, Period Start, Period End are correct proceed to “Input payroll details on the pay entry grid”
       • If not, select “Setup” and correct “Manual Payroll Options”

2. Input payroll details on the pay entry grid
   • **IMPORTANT** with a manual payroll you MUST key hours for salaried employees
     • Hours by pay cycle:
       • Monthly: 173.333
       • Semi-monthly: 86.667
       • Bi-weekly: 80
       • Weekly: 40
     • Grid works similar to a spreadsheet
       • Arrow keys, enter, tab can be used to move from field to field
     • **TIP** grid will convert hours entered as decimal to standard time

3. Select “Save” (bottom right)
4. Select “Preview Payroll” button (Next to “Setup” button)
5. On “Preview Payroll” tab
   • Select payroll to preview
   • Select “Preview” link (bottom right)
6. On pop-up select “OK” button when available
7. Review “exceptions” tab
   • Common exceptions
     • EMPLOYEE NOT PROCESSED – Employee has no time transaction
       • If employee should have been processed you will need to reset the manual payroll from “Set Manual Payroll Options” and include employee hours

8. Select “Approve Payroll” link (bottom right)
9. Select “Notify … representative” link

Select “Send” on email to representative.