Several years ago, the stand-alone Create Checks option was replaced with a faster, streamlined workflow through the Daily Payroll Batch Report.
This feature was only left on the menu for those in the process of switching to the latest method.
We have officially removed the stand-alone Create Checks option from the menu. If you were still using this outdated method, this article will help you move over to the up-to-date method for creating checks. This change will occur with your next Datatech Software Update.
How to Start Using the Daily Payroll Batch Report
1. Go to Payroll > Daily Payroll Entry > Daily Payroll Batch Report.
2. Print Check Detail is selected by default. If you don’t want to see the line item detail on the report, you can uncheck this box and only the totals (wages and deductions) will be printed.
3. Minimum Wage/Guaranteed Wage Adjustments: When you select Create Checks, the Minimum Wage option will be automatically selected and cannot be unchecked. This ensures that calculations will be made.
The basis for the MW calculation is set using the Minimum Wage Verification section at the bottom of the window (Daily/Weekly). For FLC’s, the program will also do a MW adjustment by Grower.
If you have Guaranteed Wages set up (such as H-2A, Employee, Grower, or Pay Rate File Minimum Pay Rates), the program will make those necessary adjustments.
Note: If you use a data collection system that send minimum wage calculations, you should review the before and after calculations. If there are any differences you should review the parameters used by the data collection system.
4. Sick Pay Rate Calculations: For employees assigned to a sick pay plan, the report will automatically calculate and apply the sick pay rate based on the Default Sick Pay Rate to Use setting under Payroll > Sick Pay Setup/Maintenance > Sick Pay Plan Setup > Sick Pay Wages tab . This setting allows you to select either the Look-back rate (which is entered in the Average Rate Lookback Period entry), the regular rate of pay for the current work week, or automatically select the higher or lower of the two rates.
5. Rest and Recovery Period: The report will calculate the rate to apply to any rest and recovery period lines using either the “regular rate of pay” or the average piecework hourly pay rate. This eliminates the need to run the Rest and Recovery Period Pay Rate Report separately.
6. Adjust Miscellaneous Deductions on Negative Checks: When this box is selected, the program will adjust the miscellaneous deduction amounts for employees that do not have enough wages to cover the total deductions set up on their account. The program will reduce the amounts of the deductions until the net check comes out to zero. Deductions with special taxability status (401(k), cafeteria plans, etc.) will not be adjusted. Checks that have the net amount adjusted to zero will appear on an exception report after the main report.
7. Include/Exclude Checks Already in Batch: If an employee had entries in the Daily Payroll file and a check entered in Batch Check Entry, the program combines the information already in Batch Check Entry with the Daily Payroll lines. This is done so that each employee only has one check in the batch at any given time.
8. Calculate Overtime Premium Hours/Rate: When this box is selected, you must select one of the Overtime Rules to apply to checks. The Overtime Rules will be used to determine how many hours of overtime each employee is due, and one or more overtime premium lines will be created to pay employees for their overtime hours.
Use the Generate Labor Report Option Before Creating Checks
This option allows you to send payroll entries to the labor reports without having to create checks. This is helpful if you need to submit invoices to your grower before payroll is processed.
Note: This option replaces the need to use the Generate Labor Report option on the Daily Payroll Entry right-click menu.
- Make all of your selections as you would if you were creating checks, including Calculate Minimum Wage, Rest & Recovery, and Overtime Premium. (However, you do not have to select Create Checks. If you are ready to create checks, then you can select Create Checks at the same time.)
- Then, select the Generate Labor Report option and Preview the report.
This will add all of the payroll entries to the labor report file. Remember that if you make corrections, you need to Finalize the Labor Report file (Labor Reports > Reports > Finalize Labor Report File) before running the report again. The Finalize will clear the file, so entries are not duplicated.
Read our original blog, “Daily Payroll Batch Report“, if you would like more detail on this change.
If you have any issues, please click here to submit a Datatech Support Request.