The settings that are described here are listed in the default order in which they appear in the Checks sub-tab.
Employee Name
You can enter all or part of a name in the Employee Name field to search for an employee to whom you want to assign the check entry.
When you select an employee, the application automatically populates the following settings:
- Employee No.
- Job Assignment
- Work Location
- Legal Entity
The Job Assignment, Work Location, and Legal Entity columns are populated based on the employee's primary work assignment, but you can select one of the employee's other work assignment if applicable.
If you want to add an entry for an employee who was assigned a terminated status in a pay run prior to the pay run that you have currently loaded, you must first manually add them to the pay run. Otherwise, the employee isn’t returned in search results when you create an entry. See Include Terminated Status Employees in Pay Runs.
Employee No.
You can enter an employee number in the Employee No. field to search for an employee to whom you want to assign the check entry.
When you select an employee, the application automatically populates the following settings:
- Employee Name
- Job Assignment
- Work Location
- Legal Entity
The Job Assignment, Work Location, and Legal Entity columns are populated based on the employee's primary work assignment, but you can select one of the employee's other work assignment if applicable.
If you want to add an entry for an employee who was assigned a terminated status in a pay run prior to the pay run that you have currently loaded, you must first manually add them to the pay run. Otherwise, the employee isn’t returned in search results when you create an entry. See Include Terminated Status Employees in Pay Runs.
Check Type
You can manage and issue manual, additional, and (for US organizations only) onsite checks. See Types of Checks.
Check Template
When you create a check entry, you can use the Check Template checkbox to define which check template the entry uses. All of the payments that employees receive from Dayforce are associated with a check template that defines what generated earnings, deductions, or taxes are applied. The check template determines how wages are paid to the employee and, optionally, the taxes and deductions that apply to the check. Contact your administrator if you are unsure of what check templates to assign to a check entry.
The Off Cycle option is a preconfigured check template that you can select from the Check Template drop-down list. This check template is configured to exclude any generated earnings, and to exclude any deductions that are configured for the employee. However, it is configured to includes all taxes. It is typically used for irregular payments that are made to employees, such as reimbursements for expenses.
As an example, an employee is assigned a generated earning where employers contribute to employees' 401(k) accounts 5% of their regular earnings. If you create a check entry and select the Off Cycle option in the Check Template setting, the application does not calculate or apply the 5% generated earning to the check entry.
Moreover, administrators can configure the Check Templates setting to include additional check templates to meet the organization's needs. For example, they can create a check template excludes only certain deductions, earnings, and taxes.
If you selected Manual in the Check Type field, the Check Template field includes the following options:
- For US organizations, the application only displays the Manual option.
- For Canadian organizations, the application displays the Manual and Manual without Employer Taxes options.
Entries
This link is displayed when you set the Employee Name or Employee No. for a check that you're adding. When you click the link, a resizable Entries dialog box opens where you can view, create, edit, or delete entries for the selected check. This link is also displayed for existing checks.
Mark as Pay Out
This setting is used for creating pay out checks which applies to manual or onsite (US only) check types. For more information on creating pay out checks, see Add Pay Out Checks, which applies to both the Pay Run Management tab and the Data Entry tab in Payroll.
Locked
On checks that have been marked for pay out, select the checkbox to lock the check so that you and other users cannot add any entries to the it. Leave the checkbox cleared to leave the check unlocked. See Add Pay Out Checks.
Check Number
When you create a manual check, you need to enter a check number. For onsite checks (which are available for US organizations only) this field is populated once you print the check. This field isn’t applicable for additional checks, because these payments handled in the system.
Check Date
When you create a manual check, this field is preconfigured to the pay date of the pay run, but you can select a date before the pay date. For onsite checks (which are available for US organizations only) this field is populated once you print the check. This field isn’t applicable for additional checks, because these payments handled in the system.
Disbursement Method
(US only)
Reason
You can optionally select a reason why you issued an additional, manual, onsite, or auto-void check. This drop-down list contains the custom and system-defined reason categories of any available reason codes in Payroll Setup > Payroll Reasons, such as Missed Pay or Bonus.
The available options are a combination of the check type that is associated with the reason code and, if applicable, the country that the reason code is associated with. In Payroll Setup > Payroll Reasons, the Country drop-down list is optional, so if you create a custom reason code for a check and you do not select a country, the check reason code is available for any country. But if you select a country, you can only use the check reason code for pay groups in that country. For more information about configuring custom reason codes, See Payroll Setup > Payroll Reasons in the Dayforce Implementation Guide.
EI Reference Code
For Canadian pay groups, the grid also contains the field EI Reference Code, which is the Employment Insurance reference code for the legal entity for which the employee works. The application populates this field for you. This field only shows in the Checks sub-tab of Data Entry.
Message
Enter a note about the check in the Message field, which has a 256-character limit.
If the Show check-specific messages recorded in My Pay on earning statements client property is selected in the Payroll section of the Properties tab in System Admin > Client Properties, then any input in the Message field is included on the earning statement in the Employer Messages section.
Voided Check Pay Date
Displays the pay date for checks that you or other users voided.
Voided Check Net Pay
Displays the net pay amount for checks that you or other users voided.
Voided Payment Number
Displays the payment number for checks that you or other users voided.
Status
(US only)
Total Earnings
The application populates this read-only field with the total earnings for the check, once you have saved it.
Total Deductions
The application populates this read-only field with the total deductions for the check, once you have saved it.
EE Taxes
The application populates this read-only field with the total employee taxes for the check, once you have saved it.
ER Taxes
The application populates this read-only field with the total employer taxes for the check, once you have saved it.
Net Pay
The application populates this read-only field with the total net pay for the check, once you have saved it.
Printed
(US only)
Import Set
If you imported the adjustment entry, this read-only setting displays the associated import set name. Import set name is defined when you or other users import an entry, and allows you to sort and filter entries by a specific import. For more information, see the following topics:
For importing and exporting in the Pay Run Management version of the Adjustments sub-tab:
For importing and exporting in the Data Entry version of the Adjustments sub-tab:
Saved By
Displays which users created or last saved changes to each item.
Saved At
Displays the date and time at which each item was added or last saved.