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Payroll: Manual Check – BETA

Create a gross-to-net or net-to-gross check outside of a standard payroll batch using the Manual Check tool on the Payroll Dashboard. 

IMPORTANT: Checkwriters' new Payroll experience is currently in beta testing.

 

These checks are physically created by your company, not printed by Checkwriters. This function helps track the physical checks issued by your company and ensures that wages are properly reported for tax purposes.

Navigate to Manual Check
Layout
  - Employee Sort
  - Calculate Check
       - Gross-to-Net
       - Net-to-Gross
  - Employee/Payroll Notes
  - Employee Info
Batch Creation
Check Print Back

 


Navigate to Manual Check

To access Manual Check, navigate to Payroll (module) → Dashboard → Manual Check.

A screenshot of the navigation path to Manual Check.

 


Layout

A screenshot of the Manual Check page.

Employee Sort

A screenshot of the Employee Sort dropdown menus.

  • Navigation arrows: Use the arrows to toggle between employees within the batch. 
  • Employee filters: Use the Sort by, View, and Employees drop-down menus to navigate to a specific employee within the batch. 

 

Calculate Check

Gross-to-Net

A screenshot of the Manual Check page, highlighting the "Gross-to-Net" selection.

  • Bank Account: Use the drop-down menu to select “Client”.
  • Check Number: Enter the appropriate check number or the date you entered the check’s information. This is for your record, so you may choose whichever method works best for you. Check numbers must be 10 characters or less.
  • Tax Frequency: Taxes are calculated on the employee’s Base Pay frequency (e.g., if they are paid biweekly, the default tax frequency is biweekly). You may override the tax frequency within the Manual Check to calculate income withholding. If this field is left blank, it will default to the employee’s Base Pay frequency.
  • Override FITW %: If this is left at 0.00, the standard Federal Income Tax Withholding will be applied.
  • Override SITW %: If this is left at 0.00, the standard State Income Tax Withholding will be applied.
  • Block Automatic Payments: Select this checkbox to turn off Auto Pays and Fringes assigned to an employee’s profile. These payments can be reviewed on an employee’s Auto Pay or Fringe tabs in the Employee Center.
  • Block Deductions: Select this checkbox to turn off automatic deductions assigned to an employee’s profile. These deductions can be reviewed on an employee’s Deduction tab in the Employee Center.

Special Case: If an employee has multiple deductions set up but you only want to withhold one of them, you must use the Add Code drop-down menu to select the code you wish to withhold, then enter the desired amount in the Amount column. For this case, the Block Deductions checkbox should be selected.

  • Use Supplemental Tax Rate: Select this checkbox to apply the State and Federal supplemental tax rates.
  • Check Preview: Preview the check. This will include a breakdown of all earnings, deductions, and taxes associated with the check. You must fill out the required fields before you can view a check preview.
  • Check Lines: This grid functions very similarly to the Detail Entry grid.
    • Choose Columns: Use this menu to add columns to your view of the Manual Check. Some options include Rate Code, Taxes, Department, and Comment. The Code, Hours, Rate, and Amount columns will always be shown.
    • Code: Add a Deduction, Earning, or Tax code to the entry grid using the Add Code drop-down menu.
    • Hours: Enter how many hours an employee has recorded for each specific earning code.
    • Rate: If the employee should be paid out at a rate different from what is currently set as their base rate, enter a new rate of pay.
    • Amount: The dollar amount that should be paid for the specific earning code. Information entered in this field will override information in the Hours and Rate column.
    • Add Code drop-down: Use the drop-down menu to add additional deduction, earning, and tax codes to the grid.

 

Net-to-Gross

This is used to gross up checks with a desired net amount. The Net-to-Gross tool will determine the total pay (gross) that should be paid, ensuring your employee receives an exact amount (net) after deductions.

Example: After taxes and other deductions, I want my employee to receive $1000 as their take-home pay. I can use the Net-to-Gross tool to determine how much extra I need to pay them to cover various taxes and deductions. 

A screenshot of the Manual Check page, highlighting the "Net-to-Gross" selection.

  • Take Home (Net) Pay: Enter the net dollar amount you want your employee to receive.
  • Earning Code: Choose which earning code should be applied to this check.
  • Bank Account: Use the drop-down menu to select “Client”.
  • Check Number: Enter the appropriate check number or the date you entered the check’s information. This is for your record, so you may choose whichever method works best for you. Check numbers must be 10 characters or less.
  • Tax Frequency: Taxes are calculated on the employee’s Base Pay frequency (e.g., if they are paid biweekly, the default tax frequency is biweekly). You may override the tax frequency within the Manual Check to calculate income withholding. If this field is left blank, it will default to the employee’s Base Pay frequency.
  • Override FITW %: If this is left at 0.00, the standard Federal Income Tax Withholding will be applied.
  • Override SITW %: If this is left at 0.00, the standard State Income Tax Withholding will be applied.
  • Block Automatic Payments: Select this checkbox to turn off Auto Pays and Fringes assigned to an employee’s profile. These payments can be reviewed on an employee’s Auto Pay or Fringe tabs in the Employee Center.
  • Block Deductions: Select this checkbox to turn off automatic deductions assigned to an employee’s profile. These deductions can be reviewed on an employee’s Deduction tab in the Employee Center.

Special Case: If an employee has multiple deductions set up but you only want to withhold one of them, you will need to use the Add Code drop-down menu to select the code you want to withhold, then enter the desired amount in the Amount column. For this case, the Block Deductions checkbox should be selected.

  • Use Supplemental Tax Rate: Select this checkbox to apply the State and Federal supplemental tax rates.
  • Check Preview: Preview the check. This will include a breakdown of all earnings, deductions, and taxes associated with the check. You must fill out the required fields before you can view a check preview.
  • Taxes
    • Choose Columns: Use this menu to add columns to your view of the Manual Check. Some options include Rate Code, Taxes, Department, and Comment. The Code, Hours, Rate, and Amount columns will always be shown.
    • Code: Add a tax code to the entry grid using the Add Code drop-down menu.
    • Hours: Enter how many hours an employee has recorded for each additional tax code.
    • Rate: If the employee should be taxed at a different rate for the selected tax code, enter a new rate of pay.
    • Amount: The dollar amount that should be withheld for that tax. Information entered here will override information in the Hours and Rate columns.
    • Add Code dropdown: Use the drop-down menu to add additional tax codes to the grid.

 

Employee/Payroll Notes

Payroll Notes can be used to keep track of important information about your payroll. In addition, Employee Notes will be visible when viewing a specific employee’s payroll. Select the down arrow on a note to expand and view it fully.

A screenshot of the Employee Note section.

Note: Edit Payroll Notes on the Payroll Dashboard and edit the Employee Notes in the Employee Center. 

 

Employee Info

Switch to the Employee Info tab to view relevant payroll information about the selected employee, including Status, Cost Centers, Rates, and Accruals.

A screenshot of the Employee Info section.

 


Batch Creation

After a manual check is posted, a batch titled “Voids/Manuals (VM)” will be generated. Navigate to Payroll (module) → Dashboard → Get Started/Enter & Review → Batches (tab) to view the batch. Select View Manual Check to view the check details. 

Important: You cannot edit a Manual Check from within the Voids/Manuals Batch.

If you want to edit a Manual Check, you must delete the check and create a new one.

A screenshot of the Batches tab, highlighting the Voids/Manuals (VM) batch.

 


Check Print Back

If you are a Check Print Back client (your company prints checks in-house using Checkwriters check stock), you can also print off Manual Checks. Check Print Back clients have two additional fields when filling out a Manual Check: Check Date and Print Check.

  • Check Date: This is the date the employee can cash the check. This field defaults to the day you create the Manual Check, but it can be changed as needed.
  • Print Check: Select this button when you have finished filling out the Manual Check, reviewed the information, and are ready to print out the check.

Check Print Back clients cannot delete a check once it is posted. If there are any mistakes in the check information or you need the check to be deleted, please contact Checkwriters Client Support at support@checkwriters.com.