Kansas Department of Administration

Online Check Procedures for Paycheck Modeling

Posted on October 21, 2021 at 12:49 PM by Kansas Department of Administration

  • The Online Check process is used to see what an employee's paycheck would be with particular earnings, taxes and deductions. This can be either to complete the "Should Be" section of the Attachment to the DA-180, Paycheck Reversal/Adjustment/Supplemental, or to assist an employee with determining the effects on net pay made by changes in earnings, taxes or deductions.
  • The Online Check page will not actually create a paycheck for the employee.
  • The employee's on-cycle and/or off-cycle paycheck(s) or deductions cannot be affected by what occurs in the Online Check. Taxes can be affected since any status, exemption, or additional withholdings changes must be made on the Employee Tax Data page. This can be avoided by remembering to delete the new Tax Data row when the Online Check process is complete.
  • It is important to remember that after all calculations have been made, you must delete the Online Check by clicking on the "Delete" button on the Online Check Print page. This is different from using the "Return to Search" button, the "Back" button, or clicking on another Main Menu item. None of those actions will actually delete the Online Check. You must click on the "Delete" button.
  • You must use a future pay period end date for an Online Check. The system will use the earning rate, taxes, and deductions that are in effect for that pay period. Any rate changes will require the agency to change the amount of the deduction on the One-Time Deductions page. See the Instructions below for more details.
  • Health Insurance, FSA, HSA, and HRA do not populate on the Online check since that data is not stored in ShaRP. You will have to enter these codes on One-Time Deductions for all employees.
  • The Online Check process is only available when the on-cycle paychecks are not being processed. You cannot run an Online Check during the preliminary pay calculation.This will normally be the Wednesday through Friday following the pay period end date.
  • You cannot attempt to have more than one Online Check calculate at the same time. This is another reason why it is imperative that you delete the Online Check after the calculation.


Process

  1. If the calculation is for a change in tax withholding status (married or single) and/or a difference in allowances or additional amount(s), you will need to first change the Employee Tax Data before going to the Online Check.
    • Go to Payroll Homepage > Employee Payroll/Benefits Data > Employee Tax Information > Update Employee Tax Data .
    • Enter the Employee ID Number and click on "Search".
    • Add a new row by clicking on the Add Row (+) button on the right side of the page.
    • BE SURE to future date the tax row and enter the information that should be used for the calculation. To be consistent, it might be best to use tomorrow’s date.
    • Click on "Save".
    • After the Online Check has calculated, you will need to go back and delete the tax row that was just added. See those steps below.
  2. Go to Payroll Homepage > Payroll Processing > Create Online Check.
  3. Enter the Pay Period End Date and Employee ID Number.
    • You must use a future, unconfirmed pay period end date. Normally you will want to use the next pay period end date. For example: if today were February 11, 2013 you would want to use the PPED February 16, 2013.
  4. Click on "Search".
  5. The following question will pop up on the screen: "Do you wish to use the paysheet creation process to create data for this employee for online use?" For most employees, you will want to click on "Yes". However, if the employee is terminated, you can still process an online check if you click on "No".
    • The Online Check created if you click on “No” will have only one two-week period of earnings.  If the employee was a 7-day, Non-exempt employee you will need to change the earnings dates to reflect one week only.  If desired, you can add an earnings row for the other week in the pay period.
    • The OK to Pay box will automatically be checked on for you.
    • Any rows set up in Create Additional Pay will not be part of the Online Check.  You can add an earnings row(s) with the appropriate code.
  6. The next question to pop up will ask “Would you like the process to Load available Time from Time & Labor?” Click on “No”.
  7. Review default information:
    • For non-exempt employees the system will use their work schedule to default hours and it will use Job Data to default the rate of pay. For Exempt employees, the system will default the regular salary and the hourly rate.
    • Exempt employees and 14-day Non-exempt employees will normally have only one earnings row. Other Non-exempt employees will have each week on a separate earnings row.
    • If there is a mid-pay period Job Data change already entered in SHARP, there will be additional earnings rows.
    • Earning set up in Additional Data will be a separate line or lines, unless the paysheet creation was not used.
  8. Do not change:
    • Check Dt
    • Check #
    • No Direct Deposit
    • Gross-Up
    • State
    • Locality
  9. Click on the OK to Pay box on the left-hand side of the page for each earnings row.
  10. Enter any salary or hour changes.
    • If changing the rate of pay for the employee, be sure to click on the Override Hourly Rate button to the right of the OK to Pay button.
    • Additional Other Earnings row can be added at the bottom of the page by clicking on the Add Row (+) button on the right-hand side of the page by the "Amount" box for Other Earnings.
    • Unwanted Other Earnings rows can be deleted by clicking on the Delete Row (-) button by the "Amount" box for Other Earnings.
  11. Be sure to add to the Taxable Group Life (TGL) to additional earnings if applicable to the employee.
    • Use the amount on the original paycheck
    • If the employee changed rate of pay, the amount may be different. Unless the change in rate of pay is significant, use what was on the original paycheck.
    • TGL will be on its own earnings row on the original paycheck.
  12. Deduction Notes:
    • The items entered on One-Time Deductions will remain until the Online Check Print is deleted. The deductions can be changed, deleted, or additional deductions added as needed until the correct results are calculated.
      • Items entered as One-Time Deductions will be associated with just one pay line (week). It will apply to the whole payperiod. If you need to change or add a One-Time Deduction always use the same earnings row.
    • If you do not want all of the employee's deductions taken, you can change the "Benefit Deductions Taken" and/or the "General Deductions Taken" fields.
    • The choices are:
      • Deductions (default - includes all deductions the employee is signed up for except for GHI, FSA, HSA, and HRA)
      • None (no Benefits or General Deductions will be taken)
      • Subset (only some deductions will be taken - those that are a percentage of gross wages)
      • If Subset is chosen, you must also enter a "Ben Ded Subset" or "Genl Ded Subset"
        • "PCT" is all percentage deductions including Garnishments
        • "NGN" is for all percentage deductions except for Garnishments
    • The system will take as much as possible for an arrearage collection unless you enter an override on the One-Time Deductions page.
      • Use the Plan Type "General Deductions", no benefit code, Deduction code either "ADJUST", "ADVNCE" or one row of each - whichever is appropriate.
      • The tax class is "A" for ADJUST and "B" for ADVNCE
      • The One-Time Code must be changed from Override to Arrears Payback
      • Enter the amount to be collected in the Flat amount box. If no collection is needed, leave the box blank.
    • Be aware that the Online Check Process will use the rates that are in effect for the pay period end date for the process entered in Step 3 above. If this crosses either calendar year end or fiscal year end, the amounts used by the calculation may not be correct. You will need to enter a One-Time Deduction for the code and enter the correct dollar amount for the deduction.
    • With the implementation of COBRAGuard, health deductions are no longer stored in SHaRP. Therefore, health deductions will need to be entered on the One-Time Deductions page in order for the system to calculate the employee's taxes correctly.
      • Health deductions will include medical insurance, dental, vision, Health Savings Account, Flexible Spending Account (and Health Reimbursement Account effective January 1, 2015).
      • Only the employee's portion of the health deductions will need to be entered. See steps below.
    • If a current employee deduction should not be taken in the Online Check you will need to enter an override in the One-Time Deductions with the Flat/Additional Amount left blank.
      • For example: the employee is subject to Health Care FSA deductions in the pay period used for the Online Check, but at the time of the original paycheck he did not have that deduction. Enter a One-Time Deduction row for HCARE leaving the amount blank. On the Online Check Print, you should not see an employee (Before Tax) row for HCARE. You could either override the employer (Nontaxable) row in One-Time Deductions or ignore that deduction in the Online Results. It will not affect the amounts for grosses, taxes, deductions and net pay.
    • Make changes in deductions such as Deferred Compensation by overriding the deduction on the One-Time Deductions page. If the employee has a different code now than what was on the original paycheck, use the currently valid code.
      • Click on "One-Time Deductions" link toward the bottom of the left-hand side of the page
      • Enter the appropriate plan type. If you do not know the appropriate plan type, click on the drop-down arrow to view the list of choices.
      • Tab to Benefit Code and enter the appropriate code. If you do not know the code, click on the magnifying glass to Lookup Benefit Code. Double click on the appropriate code.
      • Tab to Deduction Code and enter the appropriate code. If you do not know the code, click on the magnifying glass to Lookup Deduction Code. Double click on the appropriate code.
      • Tab to Deduction Class and enter the appropriate code. If you do not know the code, click on the magnifying glass to Lookup Deduction Class. Double click on the appropriate class. Possible choices are After-Tax, Before-Tax, or Nontaxable. Employer deductions are always Nontaxable. All other employee deductions will be either After-Tax or Before-Tax.
    • Tab to Flat/Additional Amount and enter the total amount for that deduction. This will replace (override) any amount that is normally deducted for the employee.
      • So if the employee normally has Deferred Comp deduction of $20 per pay period and you have entered an override of $50, you should see only $50 on the Online Check Print.
      • If you see both amounts listed in the Online Check Print, the wrong benefit or deduction code was used for the override One-Time Deductions. This can be corrected and recalculated. Click on "Change Data", "One-Time Deductions", pull up the incorrect row and change the benefit code and/or deduction code. Click on "OK" and "Save and Calculate".
    • If there are more deduction changes, click on the Add Row (+) button on the upper right-hand side and continue with the deduction changes.
    • After all deduction changes have been made click on OK.
  13. When the Online Check information is correct and the OK to Pay box has been checked on, click on "Save and Calculate" in the bottom portion of the page.
  14. After a few seconds the system will take you to either the Online Check Print page, or it will tell you there is an error. If yo need help deciphering any error messages, contact the Payroll Services Team for assistance.
  15. At the top of the Online Check Print page you will see the total earnings, taxes, deductions, and net pay.
    • To view the details, you will need to expand the individual boxes by clicking on the arrows next to the words "Earnings", "Deductions", and "Taxes".
  16. Verify that the total earnings amount is correct. If this number is not correct, the rest of the information that is based on earnings will not be correct. You will need to click on "Change Data" and correct the information on the Online Check page.
  17. Verify that the employee deductions, particularly the flat deductions, are correct.
    • Verify that all deductions expected are there
    • Verify that there are no additional deductions that should not be there
    • If any items are incorrect, you will need to click on "Change Data" and correct the information on the Create Online Check page, in the One-Time Deductions panel. See step 12 above for instructions on making deduction code and amount changes.
  18. If the earnings and deductions are correct, the tax data will be correct.
  19. You will want to either print or write down the information found on the Online Check Print.
  20. If you want to try another scenario or need to change data for a different pay period calculation, click on "Change Data".
    • Enter the corrections in the Create Online Check
    • Click on "Save and Calculate" again
    • You can continue this routine until you have completed all scenarios or pay periods.
    • If you want to change Tax Data (Status or Exemptions), you will need to Delete the Online Check, and start from step 1.
  21. When all calculations have been complete, you MUST click on "Delete" in Online Check Print. The "Delete" button is located just under the Net Pay in the top portion of the page.
    • If you forgot to click on the "Delete" button, you can recall the calculated check by:
      • Click on Fluild NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create Online Checks > Review/Print Online Check.
      • Enter the Employee ID number
      • Click on "Search"
      • The Online Check will display
      • Click on the "Delete" button.
      • If "No Record Found" is displayed then there is no Online Check to delete.
  22. If you have entered tax data for the calculation, you must delete the future dated row.
    • Go to Main Menu>Payroll Homepage > Employee Payroll/Benefits Data > Employee Tax Information > Update Employee Tax Data
    • Enter the Employee ID Number and click on "Search"
    • Verify that the row showing on the panel is the future dated row that you added earlier
    • Click on the Delete Row (-) button on the right hand side of the page.
    • A message will pop up asking if you want to delete the current/selected row. Click on OK
    • Click on "Save"
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