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Payroll - QuickPay

Distribution

Chief Human Resource Officer

HRMS Payroll Administrator

HRMS Payroll Specialist

Related Procedures

None

Ownership

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

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1.   If the current effective date is the date you wish to use, click on the [No] button.  If not, click on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on [OK].

Finding an Existing Person

2.   Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3.   Click on the [Find] button.

4.   Click on the [Assignment] button.

5.   Click on the [Others...] button.

6.   Select QuickPay from the list of Navigation Options and click on the [OK] button.

7.   Complete the required fields as follows:

• Date Paid and Date Earned:  The dates for these fields will default from the effective date.  You can update the Date Paid field

• The Date Paid will appear on the check.
• If you select an effective date for which there is no valid payroll period, all three fields will remain blank.

• Period:  Displays the period in which the effective date falls.
• Consolidation Set:  Defaults.
• Run Type:  If this QuickPay is the regular run for this employee assignment in this period, select Regular from the list of values.  Select Supplemental if this QuickPay is a supplemental run.
• Status:  Defaults to Unprocessed until the QuickPay processing ends.
• Number:  Leave blank.
• Pay Advice (Date and Message):  Enter a date for the Statement of Earnings, and optionally, a message. 

• These fields are for information only.

8.   Click on the [Elements Selection] button.

• Click on the [Yes] button to save the default definition.

Saving your work before clicking on the Elements Selection button will prevent this decision box from appearing.

9.   Verify the element entries for the QuickPay run.

All the elements for the assignment that exist as of the Date Earned date appear in the Element Entries window.

• Select or clear the Include in Run checkbox to include or exclude an element in the run.
• Click on the [Entry Values] button to view existing entries for each element.

You cannot change or delete these entries or add new ones.

• Close the Element Entries window.

10. Click on the [Start Run] button.

When processing finishes, the Status and Number fields in the QuickPay Run block display values for the run as follows:

• Number:  For each payroll, numbering is consecutive, starting at 1, for each QuickPay run in a payroll period.  The numbering will restart at 1 for each subsequent period.
• Status:  This field displays Complete, In Error, or Mark for Retry.  You cannot make entries in this field.  Select Retry Run to rerun QuickPay for runs with status "In Error" or "Marked for Retry".

11. Click on the [View Results...] button.

12. Select from the list of values as appropriate.

• Balances

Employee Balances:  Opens the View Earnings and Deductions Balances window, which displays earnings and deductions balances for this individual.

Tax Balances:  Opens the View Tax Balances window, which displays federal, state, and local tax balances if applicable for this employee assignment.

Tax Balance Summary

• QuickPay Run Messages:  Opens the View Run Messages window, which displays any system messages issued during this process run.
• Run Results:  Opens the Run Results window, which shows the Pay Value entry for each element processed for the employee, together with basic information about the element.  To review the entries for an element, select Run Result Values to open the Result Values window.
• SOE Report:  Opens the Employee Statement of Earnings window, which displays a statement of earnings resulting from a payroll run with a status of Complete.  Notice that you can scroll down the lists of earnings and deductions to see all those included in this run.

Running Prepayments Processing for QuickPay

When a QuickPay run is complete you can include it in the next batch of prepayments processing for the assignment payroll.  Otherwise, you can start prepayments processing from the QuickPay form, overriding the default payment method if necessary.

13. Click on the [Start Pre-payments] button.

14. Click on the [Yes] button.

If required, you can override the default payment method for the assignment.  Select Check or NACHA for prepayments run from the QuickPay window.

15. When the Status field shows that the QuickPay is Complete, do one of the following:

• Click on the [External Payment] button to make payment by check from the External/Manual Payments window.
• Leave the payment to be made by a batch CheckWriter process for the consolidation set.

  Effective: 09/23/04

  Revision: 2 06/27/05 pm

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