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Print Payroll Checks or stubs

Nina Tchistiakova Updated by Nina Tchistiakova

The Print Payroll Checks, Vendor Checks (or check stubs) screen is accessed from the Print button on the employee Payroll input screen or the Vendor Payment screen. This screen is used to setup and control printing of checks for the payer. The check position, type of check stock, numbering sequence, checks to print can be specified. All options are saved when exiting the screen. Each item is described below.

Check Position

The check can be printed at the top or middle of a three-part check. Check stubs will be printed on the other two parts.

 Type of Check Stock

Blank business voucher check stock may be used for all payers. The user must use the Check Setup button to enter the payer's bank account information before using this option. The program prints the bank information, payer information, and MICR line on blank check stock. This option requires a MICR printer font and may require a MICR toner cartridge for a laser printer. See Check Printing Supplies for further information.

Preprinted business voucher check stock typically already has the payer information, bank information, MICR line, and signature lines printed. The program fills in the payee, amount of check, and date. The user may move fields, if necessary, to fit a variety of preprinted check stock by clicking the Check Setup button. See Check Printing Supplies for further information.

 Stub only prints the two check stub portions. The check portion of the page has the payer's and payee's address for use in a windowed envelope. This option may be printed using blank check stock or blank paper.

Check Numbering

Number Checks Starting At option

This is used for numbered preprinted checks and blank check stock that are to be numbered consecutively. The user may enter a beginning check number for the current print job. After a check is printed, the check number will be saved in the Payroll grid. If a check number had already been recorded for the check when the wage amounts were entered, it will be replaced by the number on the printed check. The next check number field will be updated when printing is complete and that number will be saved and recalled when the next checks are printed.

Use Numbers Entered in the Payroll Grid option

If the user entered check numbers when the payroll data was entered, then they may choose to use those numbers on the checks. This option may only be used if all checks selected for printing have numeric, non-blank check numbers entered in the Payroll grid. This option is useful to reprint checks on blank check stock using the same numbers if there was an error during the print job.

The social security number printing option may be selected here for security purposes: No SSN, last 4 digits only, or full SSN.

 Direct Deposit

The Direct Deposit Utilities button displays a screen that allows the user to enter direct deposit setup information for the CFS user, the employer, and employees, view the file status of transmitted files, view a list of registered accounts for users who process other employer accounts, and the manually submit direct deposit files.

 Pay Period (payroll checks only)

The Pay Period selection list lets the user specify the pay period that the checks to be printed will cover. It is used in conjunction with the "Number of days after end of the pay period until pay date" field and the "Pay Date" field to calculate the "Pay period starts""and ends" dates for the pay period. For example, if the Pay Period is Biweekly (Sunday through Saturday), the pay date is 6 days after the end of the pay period (paid on Friday), and the Pay Date is 12/23/2011, then the pay period dates are calculated to start 12/04/2011 and end 12/17/2011.

Note that the program uses the 1st and 15th of the month or the 16th and the last day of the month as the start and end dates for semimonthly pay periods. The user may override these dates if desired. If all the employees have pay periods specified on the Fed/St W/H tab, then the user may select "User Employee Setting". A calculated start date is not placed in the start date field in this case because each employee could have a different pay period setting. Instead, the calculated start and end date will be printed on the pay stubs.

Pay Date

The user may select from a list of check dates entered in the Payroll grid or Vendor Payment grid. When a date is selected, the list of payees is updated to place a check box next to payees who have a check with that date. Gray payees have no check on that date. Payees highlighted in the calculation color (typically green) have locked checks that may not be reprinted unless the they are unlocked by the user first.

Select All/Deselect All

The button toggles between selecting all payees with checks and deselecting all payees. Individual payees may be selected or deselected by clicking the check box next to the name. Only checks for selected payees will print. Individual checks may also be selected by clicking the checkbox next to the payee's name.

Preview Only

This button allows the user to preview the selected checks on screen. Official checks cannot be printed from the preview screen.

Print

This button prints checks or pay stubs for all selected payees. Checks may be selected using the Select All button or by clicking the checkbox next to the payee's name. Checks highlighted in the calculation color (typically green) have a locked check and cannot be printed. Checks can be unlocked from the Options menu on the Payroll grid.

 The program will prompt the user for the proper check stock. When printing is complete, the new check numbers will be saved (not for stub only). After exiting this screen the checks will be locked on the Payroll grid to prevent accidental recalculation and reprinting. To unlock checks, see Entering Payroll Data, Paycheck Utilities, or Vendor Check Utilities.

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