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Online Check Procedures For Paycheck Modeling
- The Online Check process is used to see what an employee's paycheck would be with particular
earnings, taxes and deductions. This can be either to complete the "Should Be"
section of the Attachment to the DA-180, Paycheck
Reversal/Adjustment/Supplemental, or to assist an employee with determining the effects
on net pay made by changes in earnings, taxes or deductions.
- The Online Check page will not actually create a paycheck for the employee.
- The employee's on-cycle and/or off-cycle paycheck(s) or deductions cannot be affected
by what occurs in the Online Check. Taxes can be affected since any status, exemption,
or additional withholdings changes are made on the Employee Tax Data page. This can be
avoided by remembering to delete the new Tax Data row when the Online Check process is
complete.
- It is important to remember that after all calculations have been made, you must
delete the Online Check by clicking on the "Delete" button on the Online
Check Print page. This is different from using the "Return to Search" button, the
"Back" button, or clicking on another MainMenu item. None of those actions will
actually delete the Online Check. You must click on the "Delete" button.
- You must use a future pay period end date for an Online Check. The system will use
the earning rate, taxes, and deductions that are in effect for that pay period. Any rate
changes will require the agency to change the amount of the deduction on the One-Time Deductions
page. See the Instructions below for more details.
- The Online Check process will compute the imputed income (Taxable Group Life) as an
amount equal to the employer Group Term Life amount. Therefore, you will always need to
enter a row for TGL on the One-Time Deductions page. Use the amount from the employee's
last paycheck unless the employee is receiving a change in pay. If the rate of pay is increasing
or decreasing, the amount for the TGL will need to be hand calculated.
- If you use the Online Check process during the on-cycle pay calculation, you will not be able to view the on-cycle calculated paycheck in Sharp. However, the on-cycle paycheck will reappear the next day.
- You cannot attempt to have more than one Online Check calculate at the same time. This
is another reason why it is imperative that you delete the Online Check after the calculation.
Process
- If the calculation is for a change in tax withholding status (married
or single) and/or a difference in allowances or additional amount(s), you
will need to first change the Employee Tax Data before going to the Online
Check.
- Go to
Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data .
- Enter the Employee ID Number and click on "Search".
- Add a new row by clicking on the Add Row (+) button
on the right side of the page.
- BE SURE to future date the tax row and enter the
information that should be used for the calculation.
- Click on "Save".
- After the Online Check has calculated, you will
need to go back and delete the tax row that was just added. See those
steps below.
- Go to Payroll for North America > Payroll Processing USA > Create Online Checks > Create Online Check.
- Enter the Pay Period End Date and Employee ID Number.
- You must use a future, unconfirmed pay period end date. Normally you
will want to use the next pay period end date. For example: if today
were July 1, 2003 you would want to use the PPED July 5, 2003.
- Click on "Search".
- The following question will pop up on the screen: "Do you wish to use the paysheet creation process to create data for this employee for online use?" For most employees, you will want to click on "Yes". However, if the employee is terminated, you can still process an online check if you click on "No".
- The Online Check created if you click on “No” will have only one two-week period of earnings. If the employee was a 7-day, Non-exempt employee you will need to change the earnings dates to reflect one week only. If desired, you can add an earnings row for the other week in the pay period.
- The OK to Pay box will automatically be checked on for you.
- Any rows set up in Create Additional Pay will not be part of the Online Check. You can add an earnings row(s) with the appropriate code.
- Review default information:
- For non-exempt employees the system will use their work schedule to
default hours and it will use Job Data to default the rate of pay. For
Exempt employees, the system will default the regular salary and the
hourly rate.
- Exempt employees and 14-day Non-exempt employees will normally have
only one earnings row. Other Non-exempt employees will have each week
broken out.
- If there is a mid-pay period Job Data change already entered in SHARP,
there will be additional earnings rows.
- Do not change:
- Check Dt
- Check #
- No Direct Deposit
- Gross-Up
- State
- Locality
- Click on the OK to Pay box on the left-hand side of the page for each
earnings row.
- Enter any salary or hour changes. If changing the rate of pay for the
employee, be sure to click on the Override Hourly Rate button to the right
of the Ok to Pay button. Additional Other Earnings rows can be added by
clicking on the Add Row (+) button on the right-hand side of the page by
the "Amount" box for Other Earnings. Rows can also be deleted
by clicking on the Delete Row (-) button by the "Amount" box for
Other Earnings.
- Add a Taxable Group Life row in One-Time Deductions
- Click on "One-Time Deductions" toward the bottom left-hand side
of the page.
- Plan type is "Group Term Life".
- Tab to Benefit Code and enter the appropriate GTL code. For most employees
this is either GTLREG or GTLCOR. The correct code can be found in Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck.
- Tab to Deduction Code and enter the appropriate GTL code. For most
employees this is either GTLREG or GTLCOR. It should be the same as
the Benefit Code that was already entered.
- Deduction Class is "T"
- Tab to Flat/Additional Amount and enter the amount for the Taxable
Group Life. If the employee should not have Taxable Group Life, leave
the amount field blank.
- If there are no other deduction changes, click on OK. If there are
more deduction changes click on the Add Row (+) button on the upper
right-hand side and continue with the deduction changes.
- Deduction Notes:
- The items entered on One-Time Deductions will remain until the Online
Check Print is deleted. The deductions can be changed, deleted, or additional
deductions added as needed until the correct results are calculated.
- If you do not want the full deductions taken, you can change the “Benefit Deductions Taken” and/or the “General Deductions Taken” fields.
- The choices are Deductions (default – includes all deductions the employee is signed up for), None (no Benefits or General Deductions will be taken), or Subset (only some deductions will be taken – those that are a percentage of gross wages).
- If Subset is chosen, you must also enter a “Ben Ded Subset” or “Genl Ded Subset”. “PCT” is all percentage deductions including Garnishments. “NGN” will not include garnishment.
- Arrearage deductions will be taken no matter which option is selected.
- The system will take as much as possible for an arrearage collection unless you enter an override on the One-Time Deductions page.
- Use the Plan Type “General Deductions”, no benefit code, Deduction code either “ADJUST”, “ADVNCE” or one row if each – whichever is appropriate.
- The tax class is “A” for ADJUST and “B” for ADVNCE.
- The One-Time Code must be changed from Override to Arrears Payback.
- Enter the amount to be collected in the Flat amount box. If no collection is needed, leave the box blank.
- Be aware that the Online Check Process will use the rates that are
in effect for the pay period end date used for the process entered in
Step 3 above. If this crosses either calendar year end or fiscal year
end, the amounts used by the calculation may not be correct. You will
need to enter a One-Time Deduction for the code and enter the correct
dollar amount for the deduction.
- See the article on Online Check in the February 2001 Sharp-Shooter ( http://www.da.ks.gov/sharp/documents/sharpmessagearchive/ssfeb01.pdf) for detailed examples of the effects of these calendar year end
and fiscal year end changes. It also includes instructions on how
to change the various deductions so that the calculation will be
correct.
- If a current employee deduction should not be taken in the Online
Check you will need to enter an override in the One-Time Deductions
with the Flat/Additional Amount left blank.
- For example: the employee is subject to KPERS deductions in the pay period used for
the Online Check, but at the time of the original paycheck (that now needs a worker's comp
adjustment) he was not yet subject to KPERS. Enter a One-Time Deduction row for KPERS leaving
the amount blank. On the Online Check Print, you should not see an employee (Before-Tax) row
for KPERS. You could either override the employer (Nontaxable) row in One-time Deductions
or ignore that deduction in the Online Results. It will not affect the amounts for grosses,
taxes, deductions and net pay.
- Make changes in deductions such as Deferred Compensation, Flexible Spending
Account, or Group Health Insurance, by overriding those deductions on the
One-Time Deductions panel.
- Click on "One-Time Deductions" toward the bottom left-hand side
of the page.
- Enter the appropriate plan type. If you do not know the appropriate
plan type, click on the drop-down arrow to view the list of choices.
- Tab to Benefit Code and enter the appropriate code. If you do not
know the code, click on the magnifying glass to Lookup Benefit Code.
Double click on the appropriate code. On Group Health Insurance, verify
not only the correct benefit code, but also whether the deduction is
Before-Tax or After-Tax (example: BCSEBT vs. BCSEAT).
- Tab to Deduction Code and enter the appropriate code. If you do not
know the code, click on the magnifying glass to Lookup Deduction Code.
Double click on the appropriate code.
- Tab to Deduction Class and enter the appropriate code. If you do not
know the code, click on the magnifying glass to Lookup Deduction Class.
Double click on the appropriate code. Possible choices are After-Tax,
Before-Tax, Nontaxable, or Taxable. Taxable Group Life, discussed in
step # 10, is the only deduction with a class of Taxable. Employer deductions
are always Nontaxable. All other employee deductions will be either
After-Tax or Before-Tax.
- Tab to Flat/Additional Amount and enter the total amount for that
deduction. This will replace (override) any amount that is normally
deducted for the employee.
- So if the employee normally has a Deferred Comp deduction of $20
per pay period and you have entered an override of $50, you will
see only $50 on the Online Check Print.
- If you see both amounts listed in the Online Check Print, the wrong
benefit or deduction code was used for the override in One-Time
Deductions. This can be corrected and recalculated.
- If there are more deduction changes, click on the Add Row (+) button
on the upper right-hand side and continue with the deduction changes.
- After all deduction changes have been made, click on OK.
- When the Online Check information is correct and the OK to Pay box has
been checked on, click on "Save and Calculate" in the bottom portion
of the page.
- After a few seconds the system will take you to either the Online Check Print
page, or it will tell you there is an error. If you need help deciphering
any error messages, contact the Division of Account and Reports, Payroll
Services Team for assistance.
- At the top of the Online Check Print page you will see the total earnings,
taxes, deductions, and net pay. To view the details, you will need to expand
the individual boxes by clicking on the arrows next to the words "Earnings",
"Deductions", and "Taxes".
- Verify that the total earnings amount is correct. If this number is not
correct, the rest of the information that is based on earnings will not
be correct. You will need to click on "Change Data" and correct
the information on the Online Check page.
- Verify that the employee deductions, particularly the flat deductions,
are correct. Verify that all deductions expected are there and that there
are no additional deductions that should not be there. If any items are
incorrect, you will need to click on "Change Data" and correct
the information on the Create Online Check page, in the One-Time Deductions panel.
See Steps 11 and 12 above for instructions on making deduction code and
amount changes.
- If the earnings and deductions are correct, the tax data will be correct.
- You will want to either print or write down the information found in Online
Check Print.
- It works very well to click on "View All" for each section,
set the left and right margins in print setup to 0.25", and then Print.
- If you want to try another scenario or need to change data for a different
pay period calculation, click on "Change Data". Enter the corrections
in the Create Online Check and click on "Save and Calculate" again. You
can continue this routine until you have completed all scenarios or pay
periods.
- When all calculations have been completed, you MUST click on "Delete"
in Online Check Print. The "Delete" button is located just under the
Net Pay in the top portion of the page.
- If you forget to click on the "Delete" button, you can recall
the calculated check by going to Payroll for North America>Payroll Processing USA>Create Online Checks>View/Print Online Check. Enter the Employee ID number and click
on "Search". When the check is pulled up, you can then click
on the "Delete" button.
- If you have entered tax data for the calculation, you must delete the
future dated row.
- Go to Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data.
- Enter the Employee ID Number and click on "Search".
- Verify that the row showing on the panel is the
future dated row that you added earlier.
- Click on the Delete Row (-) button on the right
hand side of the page.
- A message will pop up asking if you want to delete
the current/selected row. Click on OK.
- Click on "Save".
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