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Write a check using Unscheduled Payroll

Use Unscheduled Payroll to pay employees off-cycle, for example, an annual bonus payment.

Note: You can also use Unscheduled Payroll to pay your employees if you don't want to use payroll schedules.

Tutorial Watch a 5-minute tutorial on paying employees

To do this task

Open the window and select the employees to pay

  1. Open the Enter Payroll Information for Unscheduled Payroll window.

    • If you haven't set up payroll schedules, go to the Employees menu and then click Pay Employees

      If you have already set up payroll schedules, go to the Employees menu, click Pay Employees and then click Unscheduled Payroll.

    or

    1. Click the Payroll icon.

    2. In the Pay Employees section of the Payroll Center,

      • If you haven't set up payroll schedules, click the Pay Employees button.

      • If you have already set up payroll schedules, click the Unscheduled Payroll button.

        Note: The Pay Employees button becomes the Unscheduled Payroll button after you set up payroll schedules.

    What if Payroll menu options aren't there?

    1. Go to the Employees menu, click Payroll, and then click Learn About Payroll Options.

    2. Click OK to launch a Web browser.

    3. You can choose a QuickBooks Payroll Service or run your payroll manually.

  2. Select the employee or employees you want to pay.

    • To select employees individually, click the Checkmarkfield next to the employee's name.

    • To select all employees, click the Check All button. QuickBooks places a Checkmark next to every employee and changes the button name to Uncheck All.

    • To clear all employees, click Uncheck All. QuickBooks clears the Checkmark next to every employee and changes the button name to Check All.

    Why are all my employees showing up?

    When you run Unscheduled Payroll, all your employees show up in the employees list in the Enter Payroll Information window. This is because Unscheduled Payroll is outside the regular payroll run, so it might affect any of your employees.

    If you pay your employees without setting up payroll schedules, all your employees show up in the employees list as well because you haven't as yet assigned payroll schedules to employees.

    Terminated employees don't appear in this list after their release date has passed.

Enter payroll information

  1. Make sure the information that appears in the Payroll Information section is correct.

    This section has the following fields:

    • Payroll Schedule: The name of the payroll schedule that is running. You gave this name to the schedule when you set it up.

      If you're running Unscheduled Payroll, only Pay Employees appears. If you're writing a termination check, Paycheck Type: Termination appears.

    • Employees selected to pay: The number of employees who are assigned to this scheduled payroll run. You can click the Checkmark column to uncheck an employee from this particular payroll run. The number of employees changes accordingly.

      If you're running a payroll schedule, the number of employees shown defaults to the number of employees who're assigned to the payroll schedule. If you're running Unscheduled Payroll or a termination paycheck, this number changes when you Checkmark an employee's name.

    • Check Date and Pay Period Ends date:

      Paycheck Date

      • The check date is the date when employees know they are getting paid. It is the date you want the paycheck to affect your bank account. For example, your pay period end date could be Friday, April 14, but your paycheck date is 5 business days later on the following Friday, April 21. The IRS bases your tax liability and that of your employees on the check date. For example, if you pay an employee in January 2007 for time worked in December 2006, the income is reported on the employee's 2007 W-2 form.

      • QuickBooks uses this date when it runs reports.

      Pay Period

      • A pay period is the duration of time for which you are paying your employee wages. The pay period ends date is the last date of the pay period you have specified for a specific pay schedule; that is, it is the last date of the pay period that you want this paycheck to cover.

      • QuickBooks uses this date to calculate how many weeks an employee has worked in a year and the time information to include in the paycheck.

      If you're running Unscheduled Payroll or a termination paycheck, update the Check Date or Pay Period Ends date.

      Note: If you're using Assisted Payroll or Direct Deposit services, remember to send your paychecks two business days before you want the employee to be paid.

      Important: If you're running a payroll schedule, don't update the Check Date or Pay Period Ends date here because doing so will cause scheduling problems. Instead, edit your existing payroll schedule.

    • Bank Account: The account QuickBooks uses to track payroll transactions. This account is not the actual bank account where you withdraw money from, but merely used for tracking purposes. If you want to change the account that tracks payroll transactions, click the Bank Account drop-down arrow and then click to select another account.

    • Bank Account Balance: The available balance in the bank account.

  2. Verify the hours worked and the amounts for each employee you want to create a paycheck for. You can quickly enter information in the fields in the Enter Payroll Information window. How?

  3. If necessary, display the employee's paycheck to make changes. How?

    If you need to edit other information in the employee's paycheck, make changes in the Preview Paycheck window by either clicking the employee's name and opening that employee's paycheck or clicking the Open Paycheck Detail button and then navigating through the stack of paychecks of the employees selected for this payrun by clicking Save & Next.

    How to use the Preview Paycheck window?

  4. Click Continue.

    Note: Alternatively, you can click Finish Later if you haven't completed all your changes and need to come back to finish paychecks later. Any changes you have made to selected paychecks are saved. You can resume work on them by selecting the Unscheduled Payroll button. If you don't complete creating an employee's saved paycheck before the next scheduled payroll in which the employee appears, the saved paycheck appears in the scheduled payroll.

Review the paycheck summary and create paychecks

  1. Review the information in the Review and Create Paychecks window, and make changes if necessary.

    This Review and Create Paychecks window summarizes all the information for the current payroll run so that you can review it before creating paychecks.

    To do this task

    1. Review the information in the Payroll Information section.

      To make changes, click the Back button.

    2. Review the information in the employees' paychecks.

      To make changes, click the Back button to go back to the Enter Payroll Information window. To make changes in the Preview Paycheck window, click the employee's name whose paycheck you want to edit or click Open Paycheck Detail to open the paycheck stack, then click Save & Next to navigate through the stack.

    3. If an employee is set up for direct deposit, the Direct Deposit column has a Checkmark by default next to those employees who are paid by Direct Deposit.

      Note: If, for some reason, you choose not to pay an employee via direct deposit, click to uncheck the column. For more information, see Setting up employees for direct deposit.

    4. Choose a print option.

      Note: Click Preferences to open the Printing Preferences window from where you can set up printing options. Setting up Printing Preferences

      • Click Print paychecks from QuickBooks to have QuickBooks print the paychecks. How to print paychecks?

        To do this task

        1. Load your checks in the printer.

        2. Go to the File menu, choose Print Forms and then choose Paychecks.

        3. Click the Bank Account drop-down arrow and choose the payroll checking account that contains the checks you want to print.

        4. Verify that the number in the First Check Number field matches the first number on your checks in the printer.

        5. Select the checks you want to print.

          How do I separate regular paychecks from Direct Deposit paychecks?

        6. Click OK.

        7. (Voucher checks only) If you need more than one copy of each check, enter the number of copies in the Number of copies field.

          Restriction: This field appears only if you have a page-oriented printer. If you have a continuous-feed printer, you can print additional copies by using multiple-part check stock.

        8. Click Print.

        9. Did your paychecks print correctly?

          You can use the print confirmation window to reprint checks or forms that didn't print correctly.

          If your checks or forms printed correctly

          1. In the Print - Confirmation window, click OK.

            Your print request is complete.

          If your checks or forms didn't print correctly

          1. In the Print - Confirmation window, select any check or form that you want to reprint.

          2. Click OK.

          3. Open the Print Checks window.

            Note: For other forms, go to the File menu, click Print Forms, and then click the type of form you want to print.

            From the Home Page

            1. Click Home.

            2. In the Banking section, click Print Checks.

            3. Select the checks to print and then click OK.

            From the File menu

            1. Go to the File menu, click Print Forms, and then click Checks.

            2. Select the checks to print and then click OK.

            From the Write Checks window

            1. Go to the Banking menu and click Write Checks.

            2. Click the Print drop-down arrow at the top of the window, and then click Print Batch.

            3. Select the checks to print and then click OK.

            When printing paychecks

            1. Go to the Employee Center, click Print, and then click Print Pay Checks.

            2. Select the paychecks to print and then click OK.

          4. Select any printing options you may want.

          5. Click Print.

        See also

      • Click Assign check numbers to handwritten checks to write your paychecks by hand or deposited directly into the employee's account. What is the First Check Number?

        Note: If you use direct deposit to pay your employees, you can leave the check number field blank. You can enter a text memo (for example, DD) into the First Check Number field, which will print out on your employee's pay stubs limited to 11 alphanumeric characters. If you use direct deposit but want to print out on advices of deposit, click Print paychecks from QuickBooks.

  2. Click Create Paychecks.

Print and distribute paychecks

The Confirmation and Next Steps window opens from where you can complete your payroll run.

The Confirmation and Next Steps window opens when you click Create Paychecks. This window provides confirmation that you have finished processing your payroll run and provides information on the steps that you need to take to complete the payroll run.

To do this task

  1. Click Print paychecks or Print pay stubs, or both.

    How to print paychecks?

    How to print pay stubs?

  2. If you subscribe to Direct Deposit or you're an Assisted Payroll customer, click Send Payroll to Intuit to send your paychecks to Intuit for processing from this window.

    Note: If you don't use Direct Deposit or Assisted Payroll, you will not see the Send Payroll to Intuit button.

    If you don't take these steps to complete your payroll run, a warning message appears when you click Close. From the message window, you can click Send Payroll Now or click Send Payroll Later. You'll be reminded that you have checks to send whenever you open QuickBooks if you choose the latter option.

    To send paychecks after you have closed the Confirmation and Next Steps window, click the Related Payroll Activities button from the Pay Employees section, click Send Payroll Data and then follow the instructions.

  3. Click Close.

    If you're using payroll schedules, the next pay period's payroll schedule appears in the Pay Employees section of the Payroll Center.

    If you have more employees to pay on this payroll schedule for this pay period, check the Do not advance the dates of this payroll schedule in the Payroll Center before you click Close. (If you leave this box unchecked, any changes you made to employee paychecks that were not included in this payroll run are reverted.)

  4. Distribute your employees' paychecks or paystubs to them the way you normally do.

Note: If you need to print paychecks and pay stubs at later time, after the window closes, you can do so from within QuickBooks. How?

Assisted Payroll only: You can also send your payroll information at a later time (as long as you send it two business days before the paycheck date), after the window closes.

Go to the File menu and then click Send Forms. Using the Select Forms to Send window.

See also

KB ID# H_PAY_PAY_EMP_TASK_BONUS_CHECK_SPECIAL_PAYROLL
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