Table of Contents

Paycheck Utilities

Nina Tchistiakova Updated by Nina Tchistiakova

The Paycheck Utilities dialog is accessed from the Options menu on the Payroll grid. All utilities on the dialog operate on all checks in the specified date range for the current employer. The utilities are not specific to one employee. To delete, recalculate, lock, or unlock (lock and unlock are in Live Payroll only) checks for one employee only, see the appropriate button function or item on the Options menu.

The user first must select the desired date range from the dropdown list. The list includes all dates for entered checks, as well as quarters, months, and calendar year. To enter a user defined date range select Enter Date Range and enter the start and end dates. All checks in the selected range will be affected.

The following utilities are available:

Recalculate

Recalculates all paychecks for the employer in the selected date range. The user must confirm this choice by typing the word RECALC. The result is the same as if the user recalculated each of the checks using the Recalc button above the Payroll grid.

Note that the recalculate uses the income already entered on the paycheck. It does not recalculate income based on hours and rates.

Recalculate Options (Live Payroll only)

Everything: Select this option to recalculate deductions, taxes, and PTO (sick and vacation leave) for the selected date range.

PTO only (sick and vacation): Select this option to only recalculate sick and vacation. The paycheck itself will remain unchanged.

Deductions and taxes only: Select this option to recalculate deductions and taxes on the paycheck. Sick and vacation leave is not recalculated.

Don't recalculate Federal and State withholding: Check this option when recalculating deduction and taxes (options 1 and 3) but the recalculation of federal and state withholding is not wanted. When using the PTO only option, this has no effect.

Delete

Deletes all paychecks for the employer in the selected date range. The user must confirm this choice by typing the word DELETE. Individual employee checks can be deleted using the Delete button above the Payroll grid.

Export to CSV

Exports all paychecks for the employer in the selected date range to a comma delimited file (CSV). A header record is included with the names of the columns. All income, deduction, and tax items for the employer, as well as tax and deduction item subject wages, and hours, if applicable, are included. The file can be opened in a spreadsheet program, such as Excel, and manipulated as desired, or imported into another program.

Change Date

Changes the date of all paychecks for the employer in the selected date range. This function only operates when a single date is selected in the date range dropdown list. This allows the user to correct the pay date for all employees at once. Individual employee checks can be changed in the Payroll grid when entering data By Payee.

Lock

Locks all paychecks for the employer in the selected date range. This function is only available with the Live Payroll program option. Individual checks can be locked using Lock Selected Checks on the Options menu above the Payroll grid.

Unlock

Unlocks all paychecks for the employer in the selected date range. This function is only available with the Live Payroll program option. Individual checks can be unlocked using Unlock Selected Checks on the Options menu above the Payroll grid.

Advanced Utilities

Click the Advanced button to access the following utilities which help the user to correct issues involving data entered into the wrong payroll item. First the user must select the type of payroll item: Taxes, Deductions, or Incomes. Then select the desired payroll item in the From dropdown list.

Note that the user must select a check date range at the top of the dialog since it applies to these operations also.

Delete Data

Clicking this button deletes the payroll item selected in the From dropdown list from any checks in the specified date range for the current employer.

Move Data

Clicking this button move the entries for the payroll item selected in the From dropdown list to the payroll item selected in the To dropdown list for any checks in the specified date range for the current employer.

If these operations involve payroll items with a calculated maximum amount, it may be necessary to recalculate the checks to establish year-to-date totals. This is especially true if only part of the data entered for the payroll item must be deleted or moved.

State IRA Savings Programs (Live Payroll only)

Several states have enacted, or are in the process on establishing, state IRA savings programs which require employers without an employer sponsored retirement plan to enroll employees into the state plan with automatic payroll deduction unless the employee opts out. To help support the programs, the Live Payroll program can create two CSV files which can be manually uploaded to the savings plan website.

The initial employee list CSV file can created when the employer first signs up for the plan. This file can be uploaded to the savings plan website to enter required employee information. After the initial file upload, employers would be required to add new employees and maintain employee changes on the website manually.

The contribution CSV file can be created and uploaded after each payroll to enter each employee's savings plan contribution.

Configure the Employer and Create the CSV File

1. Choose from the State dropdown list specifying the state plan. The plans currently supported are (other states may be added as the plans are enacted):

California: CalSavers

Illinois: IllinoisSecureChoice

Connecticut: MyCTSavings

Oregon: OregonSaves

Maryland: Maryland Saves

Colorado: SecureSavings

Virginia: RetirePath VA

2. In the dropdown list next to Ded 1, select the Deduction Item being used for the savings plan employee payroll deduction.

3. If you have more than one Deduction Item used for the payroll deduction (some employees use one and some use the other), then in the dropdown list next to Ded 2, select the other Deduction Item being used for the savings plan employee payroll deduction. If the employer is only using one Deduction Item then leave Ded 2 blank. Note that a given employee can only have one of the Deduction Items for their contribution. The program will not add two deductions if they have both.

The settings for steps 1, 2, and 3 will be saved for each employer when exiting the screen.

4. Click the "Website" button to load the login website for the selected plan in your default browser. Enter your login credentials to login.

4. Select which CSV file you want to create and click the "Create CSV File" button. The program will create the file and save it in the employer's directory. A message will display the name and path for the file. The file name has the name of the savings plan, the name of the employer, and the date. The entire file name and path are copied to the Windows clipboard. On the savings plan website, navigate to the file upload screen. When the file browse dialog is displayed, you can press CTRL+V to paste the entire file name and path into the file selection line. After verifying that it is the correct file, press OK to upload the file. Note that if you copy something else to the clipboard after creating the file, then the file name and path can no longer be pasted into the browse dialog. It is recommended that you login first, and then create the file right before uploading it.

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