Payroll - Running the Check Writer Process

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Distribution

Chief Human Resource Officer

HRMS Payroll Administrator^*

Related Procedures

Time, Leave, and Payroll Processing

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Check Writer Process

IS Payroll
N ® Processes and Reports ® Submit Processes and Reports
Submit a New Request

1. Select Single Request and click on the [OK] button.

2. Enter "UVA Check Writer" in the Request Name field and press enter or tab key, or select it from the list of values by clicking on the icon in upper left corner.

3. Select the appropriate check writer process depending on which payroll you are running, or whether you are processing checks for Quick Pays or Third Party Payments, and click on the [OK] button.

Check Writer Process for Bi-Weekly, Monthly, Semi-Monthly, and Semi-Monthly Paid Monthly

4. Enter the required parameters as follows:

Consolidation Set: Leave as A1000 Rector/Board of Visitors (default).
Start Date and End Date: End Date will default to the current date. Enter the pay period end date in both fields.
Sort Sequence: Leave as Organization, Person (default).
Check Style: Select Payroll Check (1) from the list of values.
Start Check Number: Enter the check number with which to start this check run.
End Check Number: Leave blank.

Click on the [OK] button.

5. Click on the [Submit] button.

The Requests window will open. The Request ID is the number in the first column on the left.

6. Click on the [Refresh Data] button to see when the process is complete.

7. Click on the [View Details], [View Output], [Diagnostics], or [View Log] buttons for more information.

View Output will enable you to see what will be printed on the checks before you send them to the printer.
See task #12 to send checks to printer.

Check Writer Process for Quick Checks and Third Party Payment Checks

8. Enter the required parameters as follows:

Payroll: Select the appropriate payroll from the list of values or enter manually.
Consolidation Set: Leave as A1000 Rector/Board of Visitors (default).
Start Date and End Date: End Date will default to the current date.
For Third Party Payment checks, enter the pay period end date in both fields.
For Quick Checks, enter the current date. This is the date that will appear on the checks.
Payment Method: Leave as Third Party (default).
Sort Sequence: Leave as Organization, Person (default).
Check Style
Select Third Party Check (defaults) for Third Party Payments.
Select Payroll Check (1) for Quick Checks.
Start Check Number: Enter the check number with which to start this check run.
End Check Number: Leave blank.

Click on the [OK] button.

9. Click on the [Submit] button.

The Requests window will open. The Request ID is the number in the first column on the left.

10. Click on the [Refresh Data] button to see when the process is complete.

11. Click on the [View Details], [View Output], [Diagnostics], or [View Log] buttons for more information.

View Output will enable you to see what will be printed on the checks before you send them to the printer.
See task #12 to send checks to printer.

Printing Checks

12. From the menu, choose Tools ® Reprint.

Bi-Weekly Payroll

Monthly Payroll

Semi-Monthly Payroll

Semi-Monthly Paid Monthly Payroll

Quick Checks

13. Change the number of copies from 0 to 1.

14. Click on the [OK] button.

Effective: 09/24/04

Revision: 2 6/16/05 pm

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