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Processing a Special Pay Checklist

Processing a Special Pay Checklist

 

The checklist below is intended for general guidelines only.  Your ITC may supply slightly different instructions depending on their policies and procedures.  Please contact your ITC for their checklist. 

 

1. ___Go to Payroll/Payroll Processing

2.___ Click Initialize Payroll

3.___Enter:

  • Payroll Description-Enter in Description

  • Pay Plan-Choose from Drop Down 

  • Pay Cycle-What you select should not matter if you are suppressing voluntary deductions. If not suppressing voluntary deductions choose the appropriate cycle

  • Start Date-Enter or choose from calendar

  • Stop Date- Enter or choose from calendar

  • Pay Date- Enter or choose from calendar 

    • If district has already processed their Employer Distributions, SERS or STRS submissions for their Regular Payroll, then they will want to use a different pay date

4.___If not wanting to charge voluntary deductions click on box-

5.___If wanting to create a check for a Direct Deposit employee, click on 

6.___Click on box-

  • image-20250814-154344.png

7.___Click on 

8.___Go to Payroll/Payroll Payments Current:

  • Click  

  • Choose the Payroll from the Drop Down   

         

  • Find Employee by typing a few characters of first or last name

  • Click on the Position being paid

  • Click  

         

OR

8a.___If wanting to load a spreadsheet process as follows:

  • Go to Utilities/Attendance/Absence Import

  • Choose File- Find your csv file you want to load

  • Location Code-Choose from Drop Down 

     if included on the csv file if not leave set to None

  • Post to Payroll Processing Option (Choose-Post to Payroll Processing Current)

  • If you wish to combine entries check the box

  • If you wish to allow negative balances check the box (NA for supplemental payment)

  • Payroll Account to Charge-Choose the account you want to charge from the Drop Down 

  • Click 

  • Verify all data loaded correctly by viewing the ATTERR.TXT file.

9.___Go  Payroll/Payroll Processing and click on the

 box

10.___ Click Pay Report and then click 

11.___View Pay Report and check totals.

12.___Click Post Payroll-Are you sure you want to post this payroll? Click 

13.___If there are any checks click Process Payments  

  • Click Checks

  • Select the Output Format XML

  • Select the Bank Account from the Drop Down 

  • Sort By-Choose form the Drop Down 

  • Starting Check Number will default to the next available payroll check number

  • File Name will already default to Checks.XML

  • Click 

14.___Save Checks.XML file to your desktop or a folder of your choosing

15.___Import the Checks.XML to your printing software to print out checks

16.___If there are direct deposit paper notices click Process Payments

  • Click Direct Deposits

  • Select the Output Format XML

  • Select the Bank Account from the Drop Down 

  • Sort By-Choose from the Drop Down 

  • File Name will already default to DirectDeposits.XML

17.___Save DirectDeposits.XML file to your desktop or a folder of your choosing 

18.___Import the DirectDeposits.XML to your printing software to print out paper notices

19.___If sending out email direct deposit notices click 

20.___Move employees to the Selected box

21.___Verify or modify Date and Time to Send email notices  

22.___Choose the Direct Deposit Form from the Drop Down 

23.___Click  

24.___Budget Distribution Report and Payroll Account Distribution Reports can be printed out or saved to your desktop or a folder of your choosing.