Setting Up the Payroll Controls

· The year, quarter, and month to be updated when the check amounts are processed

· The year-to-date (YTD) totals to be used for benefits and/or taxes as well as the total gross pay on the check stub

If you run the payroll and generate timecards with incorrect information, you can make the needed corrections and then run another timecard edit to apply these updates. This does not impact anything until you update payroll. Once payroll is updated, the employee's information reflects that pay run. If needed, you can restore the tables from your backup and repeat the pay run.

Columns

Details Tab

· Begin Period Date

· End Period Date

· Check Date

· Direct Deposit Type

· Direct Deposit Number

· Check Type

· Check Number

· Calendar Year

· Workstudy Year

· Encumbrance PO Number

· Suppress Voluntary Deductions

· Tax Year

Check Messages
	Check Message 1
	Check Message 2
	Check Message 3

Direct Deposits/Stub Messages
	Direct Deposit Message 1
	Direct Deposit Message 2
	Direct Deposit Message 3
	Direct Deposit Message 4

How To

The Encumbrance PO Number column functionality is currently unavailable.

1. Access the Payroll Controls window.

2. Select the Details tab.

3. In the Period Begin and End date columns, enter or update the dates for the time period for which you are paying employees in this time run.

These dates determine which salary/hourly rate to use when generating timecards (compared to the individual position salary Effective Date), control what benefits are activated based on the benefit start date, and determine whether or not an employee's accrual benefits are rolled over or carried over to a new year.

4. In the Check Date column, enter or update the date to appear on check and direct deposit forms created in the next pay run.

5. From the Direct Deposit Type drop-down, select the check prefix your organization uses to identify the bank out of which direct deposits are paid. The appropriate Direct Deposit Number automatically appears, if applicable.

These codes are typically defined in Accounts Payable. For more information, contact your AP office.

6. In the Check Type drop-down, select the check prefix code your organization uses to identify the bank out of which payroll checks are paid. The appropriate Check Number automatically appears, if applicable.

These codes are typically defined in Accounts Payable. For more information, contact your AP office.

7. In the Calendar Year column, enter or update the calendar year in which the current pay run occurs.

This year also determines what year-to-date totals are to be used for benefits, taxes, and total gross pay on the check stub.

8. In the Workstudy Year column, enter or update the workstudy year. This is used in conjunction with the Financial Aid module and must match the POE Cross Reference table.

9. If you want to prevent deductions from being taken from employee's pay this pay run, select the Suppress Voluntary Deductions checkbox. All deductions except those marked as mandatory (Status column = M) are suppressed.

10. In the Tax Year column, enter or update the year (YYYY format) to be used on the W-2 and 1095-Cs Magnetic Media file sent to the Federal Government.

The Tax Year choices are limited to the years where the W-2 and 1095-C processes are up-to-date in J1 Desktop.

This year also determines the totals to be included on the W-2s. This can remain a year behind as it is only used when W-2s are generated.

11. In the Overtime Percent column, enter or update the percentage of the regular pay rate used to calculate overtime pay for hourly employees.

12. In the Workstudy Term column, enter or update the workstudy term. This is used in conjunction with the Financial Aid module and must match the POE Cross Reference table.

13. In the Quarter End Date column, enter or update the end of the quarter in which this pay period exists within the current calendar year.

14. Click the Save button.

15. Access the Messages tab.

16. In the Check Messages columns available, enter any lines of text to be printed on the check stub.

Check messages automatically appear when you are using SQL based checks and direct deposits. If you are not using SQL based checks and direct deposits and want check messages to appear, the Check Messages checkbox must be selected on the Configure Payroll window.

For employees that are a part of a group with a check message, any messages entered here will not appear. For employees that are a part of a group without a check messages, any messages entered here will appear.

17. In the Direct Deposits Stub Messages columns available, enter any lines of text to be printed on the direct deposit stub.

Stub messages automatically appear when you are using SQL based checks and direct deposits. If you are not using SQL based checks and direct deposits and want stub messages to appear, the Check Messages checkbox must be selected on the Configure Payroll window.

For employees that are a part of a group with a direct deposit message, any messages entered here will not appear. For employees that are a part of a group without a direct deposit messages, any messages entered here will appear.

18. Click the Save button.