Warnings and Errors in Payroll

Employee

ACTIVE Employee has NO Base Rate

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Payroll tab → Rate tab

Select New Base Rate. Fill in the fields appropriately. Select Save.

Employee

Employee Base Rate is missing a START DATE

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Payroll tab → Rate tab

Select Edit for the appropriate active Base Rate. Enter a valid start date in the Start Date field.

Employee

Employee is W2 but missing FITW

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Payroll tab → Tax tab

Select  Add New. Use the Tax Code drop-down menu to select FITW - Federal Income Tax. Follow the employee’s W4 to fill out the remaining fields.

Employee

Gender Missing

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Information tab → Demographics tab

Use the Gender (for compliance purposes) drop-down to select the appropriate gender.

Employee

Hire Date Missing

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Information tab → Status tab

In the Employee Information section, enter the employee’s hire date in the Hire Date field.

Employee

SOC code is needed per state reporting requirements. Enter SOC code in EE Demographics.

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Information tab → Demographics tab

In the Additional Info section, enter the appropriate Standard Occupational Classification (SOC) code for the employee. Not sure which code to use? Find the SOC code on US Bureau of Labor Statistics website.

Employee

SSN Missing/Invalid

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Information tab → Demographics tab

For security purposes, Checkwriters must handle any issues with Social Security Numbers (SSN). Please contact Client Support at Support@checkwriters.com for assistance.

Payroll

Employee Direct Deposit TRANSIT# is incorrect

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Direct Deposit tab

Select  Edit for the appropriate Direct Deposit. Verify with your employee that the transit/routing number is correct. If the number is correct according to your employee, please contact Client Support at Support@checkwriters.com for assistance.

Payroll

Payroll cannot be submitted past your scheduled check date.

Please contact Checkwriters Client Support at Support@checkwriters.com for assistance.

Payroll

Pay Type is Blank

Payroll → Select Payroll Entry (Open) →  Select the appropriate batch → Use the employee drop-down menu to select the appropriate employee

Use the Pay Type drop-down menu to select the appropriate Pay Type. The standard Pay Type is Regular.

Tax

EE Tax ERROR: Check contains multiple lines with the same tax code

Payroll → Select Payroll Entry (Open) →  Select the appropriate batch → Use the employee drop-down menu to select the appropriate employee

For a regular batch: Locate the lines with the same tax code. If applicable, consolidate the information into one of the lines. Delete the extra line using the Delete button.

For a VM batch: Please contact Checkwriters Client Support at Support@checkwriters.com for assistance.

Employee

Employee FITW end date has expired.

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Payroll (tab) → Tax (tab)

If the previous FITW was accidentally end-dated incorrectly, Select Edit beside the FITW code and re-establish a new end date. We highly recommend end-dating all taxes for 12/31/2100.

Payroll

The payroll appears to be empty.

Payroll → Dashboard → Selected Check Date (card)

This error signifies that there are no checks in any of the batches for the selected check date.

This may indicate multiple things:

1. All checks were deleted out of all batches. If this is the case, restart each batch and the checks should repopulate and you can enter payroll data as usual.

2. If your checks do not repopulate after restarting the batches, your Company Calendar could be configured improperly. If this is the case, please contact Checkwriters Client Support at support@checkwriters.com.

Payroll

It appears that no employees are being paid. 

Payroll → Dashboard → Selected Check Date (card)

This error indicates that there are checks in the payroll but there is no data (hours, amounts, auto pays) entered for any of the checks. To remedy this, Select Edit beside a batch and enter the appropriate payroll data for each employee.

Employee

Birth Date Missing

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Enter the employee’s date of birth in the Birth Date field. Select save.

Employee

Direct Deposit Bank Account Add - New.

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Verify that the direct deposit change is legitimate. Verify the account number with your employee.

Employee

Direct Deposit Bank Account has been changed.

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Verify that the direct deposit change is legitimate. Verify the account number with your employee.

Employee

Direct Deposit Transit Number has been Add - New

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Verify that the direct deposit change is legitimate. Verify the routing/transit number with your employee.

Employee

Direct Deposit Transit Number has been changed

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Verify that the direct deposit change is legitimate. Verify the routing/transit number with your employee.

Employee

Employee does not have all of the MAPFML taxes assigned to them

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Check to see which of the following MAPFML taxes your employee is missing: MAFLI-EE, MAFLI-ER, MAPML-EE, MAPML-ER

Select  Add New. Use the Tax Code drop-down to select the missing tax code. Refer to (form) to fill out the remaining fields.

Repeat for all missing MAPFML tax codes.

Employee

Employee is missing (MED) entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Select  Add New. Use the Tax Code drop-down to select MED - Medicare. Select N/A for Filing Status. Select Save.

Employee

Employee is missing (MED43) entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Select  Add New. Use the Tax Code drop-down to select MED43 - Medicare (943). Select N/A for Filing Status. Select Save.

Employee

Employee is missing (MED-R,MED43-R,MEDVI-R) entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

These “-R” codes denote an employer tax. Select  Add New. Use the Tax Code drop-down to select the appropriate tax code. Select N/A for Filing Status. Select Save.

Employee

Employee is missing (SS) entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Select  Add New. Use the Tax Code drop-down to select SS - OASDI. Refer to FICA Federal tax to fill out the remaining fields.

Employee

Employee is missing (SS43) entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Select  Add New. Use the Tax Code drop-down to select SS-R - OASDI - Employer.  Select N/A for Filing Status. Select Save.

Employee

Employee is missing (SS-R,SS43-R,SSVI-R) entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

These “-R” codes denote an employer tax. Select  Add New. Use the Tax Code drop-down to select the appropriate tax code. Select N/A for Filing Status. Select Save.

Employee

Employee is missing FUTA entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Select  Add New. Use the Tax Code drop-down to select FUTA - Fed Unemployment. 

Employee

Employee is missing SITW entry

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Select  Add New. Use the Tax Code drop-down to select the correct state SITW tax code. Refer to the employee’s state tax form to fill out the remaining fields.

Payroll

Employee being paid at a rate of $400 or more per hour

HR Admin → Manage Employees → Employee Center → Select  Edit for the appropriate employee → Payroll tab → Rate tab

Verify that the rate is correct. Change rate if incorrect.

Payroll

Employee hours greater than 99

Payroll → Select Payroll Entry (Open) →  Select the appropriate batch → Use the employee drop-down menu to select the appropriate employee

Verify that the number of hours is correct. Change the number of hours if incorrect.

Payroll

Inactive Employee is being Paid

Payroll → Select Payroll Entry (Open) →  Select the appropriate batch → Use the employee drop-down menu to select the appropriate employee

Verify that the pay is correct. If it is not correct, delete the check for that employee.

Payroll

The Check Date you are about to Submit is for a Date that has already Passed

Please contact Checkwriters Client Support at Support@checkwriters.com for assistance.

Payroll

There are pending time off requests waiting approval for the current pay period

HR Admin → Time Off Center → Time Off Calendar → Request Tab → Select  Edit for the appropriate employee

Approve or deny the request. If you approve the request, you will have to go back into the batch and manually enter the appropriate/applicable hours.

Employee

NEW HIRE Warning: Special Character in Last Name

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Information (tab) → Demographics (tab)

Remove the special character from the employee’s name and replace with a standard character. Accented characters are not accepted, e.g. á, ë, ô, ñ.

Employee

Employee Level Warning: Missing WCC Code

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Information (tab) → Demographics (tab)

Assign a workers comp code to the employee.

Employee

Employee Level Warning: Address1 Missing

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Information (tab) → Demographics (tab)

Enter the employee's address.

Employee

Employee Level Warning: City Missing

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Information (tab) → Demographics (tab)

Enter the employee's city.

Employee

Employee Level Warning: State Missing

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Information (tab) → Demographics (tab)

Enter the employee's state.

Employee

Employee Level Warning: Zip Code Missing

HR Admin → Manage Employees → Employee Center → Select Edit for the appropriate employee → Information (tab) → Demographics (tab)

Enter the employee's zip code. 

Payroll 

Payroll Entry Warning: Employee Gross Pay > $50k

Payroll → Dashboard → Selected Check Date (card) → Select Edit for the appropriate batch → navigate to the affected employee

Verify that the gross pay is correct. If incorrect, edit the payroll data as needed.