Entering a Manual Check into the Payroll Batch

28 Apr Entering a Manual Check into the Payroll Batch

This article provides step-by-step instructions for entering a manual check in our Evolution Classic and/or Evolution Payroll platforms.

Evolution Classic (desktop version)

Adding a manual check from the Employee tab and copying into the payroll batch

1. • • Go to the Employee tab on the left-hand side of the screen. A menu will pop up when you click on the tab. Click on the very first option, Employee.
     • A list of employees will pull up. Find the employee that will need the manual check and double click on their name.
     • The employee profile will pull up. There will be three small buttons near the right-hand corner of the page. The first button will look like a small calculator. This is the Tax and Check Line Calculator. Click on this button.
     • A small window will pop up that will show check lines in a box on the left side. These check lines show the deductions the employee is responsible for. Delete any check lines you don’t want included in the calculation by clicking once to select, and then Crtl + Delete, then OK.
     • Once the box reflects only the deductions you want on the check, you may add the correct earnings (and any other deduction) code for the amount that was paid. There will be a tab that reads E/D Code at the top left corner of the box. Under that tab will be a blank space with a black arrow on the right side. If you’re starting with some deductions already in the box, click on the last line, then keep clicking Enter until you get a blank line.
     • In this space, type in the code, or scroll through a dropdown menu that will pull up as soon as you click in the space.
     • Once you have chosen the needed E/D codes, you can either type in a flat amount under the Amount tab, or you can scroll to the right and add numbers under the Hours and Rate tabs.
     • When the information you need has been entered, go to the bottom right of the screen and click the big gray button labeled Calculate Check (F5). It may take a few seconds for the system to complete the calculation.
     • On the bottom left corner will be a box titled Taxes. This box will show the taxes, gross, and net pay. You also have the option to block federal tax and do several other manual tax calculations. Those options will be right above the Taxes box.
     • Once you are satisfied that the taxes and pay are correct, you can now copy the manual check into payroll. At the very top of the window, there will be three tabs; Tax, Check Preview, and Payrolls. Click on the Payrolls tab.
     • IF YOU HAVE NOT STARTED A PAYROLL: if you are adding this check in between payrolls, then there will be no information under the Payroll and Batch columns. Go down to the bottom left and click Attach to New Payroll.
     • A window will pop up that asks if you would you like to attach to the next scheduled payroll. Click Yes. Another window will pop up telling you the date of the next scheduled payroll, and if you would like to use it. Click Yes if this applies.
     • After you confirm, you will be asked to enter a manual check number. Use the same number that was on the physical check written to the employee. If this number is not available, then please use the current date.
     • You will be asked if you want to update the balance of the scheduled E/Ds. If you have a deduction with a declining balance (such as an employee loan repayment), click Yes. Otherwise, click No.
     • Once this last step has been completed, your new payroll with the manual check will be completed. Click the red X at the top right of the calculator box to close it.
     • Go to the Payroll tab and make sure that the new payroll and manual check are correct.
     • IF YOU HAVE ALREADY STARTED PAYROLL: The payroll and batch will show up in the respective columns under the Payroll tab. All you need to do is click Attach to selected batch. Repeat steps 13 and 14 above.
     • Once these steps have been completed, your manual check will be attached to the payroll. Close the calculator box, then go to the Payroll tab and check to make sure that everything is correct.

Adding a manual check directly inside the payroll batch

1. • • Go to the payroll tab and click on Payroll. Select the current payroll and click on the Batch button at the bottom of the page and this will take you inside the payroll.
     • Once inside, click on the name of the employee that will need a manual check. Double click this employee and it will bring up their check screen.
     • Click on the Create New Record green button at the top of the screen.
     • A window with a picture of a calculator will pop up. It will ask you to choose a check type. From the drop-down menu below, please select Manual.
     • You will then be asked to update the balance of the scheduled E/Ds. If you have a deduction with a declining balance (such as an employee loan repayment), click Yes. Otherwise, click No.
     • You will be asked to select an employee by either searching for their name, EE code, or SSN. If you have already clicked on the employee name in step 2, then all you need to do is press Next. If not, please select the correct employee.
     • Enter the check number for the manual check.
     • Once you add the manual check number, you will be taken to the check screen. You may type in the E/D code or search for it in the drop-down menu under E/D Code.
     • You may also add in the hours, rate, or amount.
     • You can change the taxes by going to the Manual Tax or Tax Overrides tabs.
     • Once the needed information is entered, press the Post Changes green button to save the changes and then press the Commit Changes green button at the top of the screen.
     • Once saved, go down to the bottom of the page and press Recalculate Check to make sure that the amounts and/or taxes have calculated correctly. If this is correct, click the green check button.

Evolution Payroll (online version)

Adding a manual check from the Employee tab and copying into the payroll batch

1. • • On the left-hand side of the page, go to the purple Employee tab. Click on the calculator image in the upper-right corner of the tab.
     • A check calculator screen will appear. In the top column, select the employee that will need the manual check under EE Code – Name.
     • Once the employee is selected, go to the bottom section of the screen, titled Check Settings, and delete any check lines you don’t want included in the calculation. Do this by selecting the check line and pressing the Delete button. You will be asked if you want to delete. Press Yes or No as needed.
     • Once the check lines reflect only the deductions you want on the check, you may add new check lines by pressing the Add button. Select the proper E/D from a drop-down menu that will pop up in the check line area. Once selected, add the hours or amounts needed.
     • You can change the taxes by going to the Federal and State tabs.
     • To add the manual check number, go to the Options tab on the right.
     • When all of the E/D’s are added and the taxes are changed if needed, then you will press the Calculate button to the right of the screen. It may take a few moments for your check to finish calculating.
     • Once you are satisfied that the check has calculated correctly, press the Send to Payroll button directly beneath the Calculate button. A new screen will pop up that will give you several options.
     • If you are adding the manual check to an already created payroll, then select the appropriate payroll.
     • If you are adding the manual check to a new payroll, select the New Payroll option and create a new payroll.

Adding a manual check directly inside the payroll batch

1. • • On the Payroll Timeline screen, select the payroll with the Pending status and click the Edit symbol.
     • Click on the batch that has already been created.
     • Once the batch pulls up, there will be an Add Check button. Click on this button and the Add Checks screen will open.
     • Under Select a Check Type, choose Manual from the menu drop-down list.
     • Once this is done, choose the employee from the list below. Select the correct employee and click the Select EE button.
     • A new window will pop up that will be titled Add Checks. Under Create Check Options, choose for this employee to receive standard hours or salary pay. If neither applies, do not check the boxes.
     • On the far right, you may enter a check number under the Check # column.
     • When you have entered a check number, click the Create Check(s) for Selected EEs button at the bottom. This will generate a manual check and add it into the payroll.
     • Find the manual check inside the payroll. Click on the employee (make sure that you are selecting the manual check line by looking for the M under Type on the far right column in green), go to the drop down menu on the right side of the screen and select Detail. You may need to hide the Payroll/Employee notes box by clicking Hide. You will then be able to see the Summary/Detail drop down menu.
     • Click Add to insert the E/D codes needed and fill in the information – hours, pay, tax, etc. Click Recalculate Check when finished.