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Printing Paychecks and Direct Deposit Advices

This topic provides overviews of checks, advices, and print processes, lists prerequisites, and discusses how to:

Pages Used to Print and View Checks and Direct Deposit Reports

Page Name

Definition Name

Navigation

Usage

Pay Group Table - Check Distribution

PAYGROUP_TABLE5

select Set Up HCM, then select Product Related, then select Payroll for North America, then select Payroll Processing Controls, then select Pay Group Table

Select the Pages 4–6 link.

Select the Check Distribution page.

Specify the order in which you want paychecks to be sorted and select address and delivery options.

Pay Group Table - Check Sequencing

PAYGROUP_TABLE6

select Set Up HCM, then select Product Related, then select Payroll for North America, then select Payroll Processing Controls, then select Pay Group Table

Select the Pages 4–6 link.

Select the Check Sequencing page.

Define print sequence options.

Print Pay Checks

RUNCTL_CHK_ADV1

  • select Payroll for North America, then select Payroll Processing USA, then select Produce Checks, then select Print Pay Checks, then select Print Pay Checks

  • select Payroll for North America, then select Payroll Processing USF, then select Produce Checks, then select Print Checks, then select Print Pay Checks

(USA, USF) Print U.S. paychecks by the SQR method using the Pay Check Print - US SQR process (PAY003).

Print Pay Cheques

RUNCTL_CHK_ADV

select Payroll for North America, then select Payroll Processing CAN, then select Produce Cheques, then select Print Pay Cheques, then select Print Pay Cheques

(CAN) Print Canadian paycheques by the SQR method using the Pay Cheque Print - Canada SQR process (PAY003CN).

Create PDF Paychecks

RUNCTL_CHK_ADV1_EP

  • select Payroll for North America, then select Payroll Processing USA, then select Produce Checks, then select Create PDF Paychecks, then select Create PDF Paychecks

  • select Payroll for North America, then select Payroll Processing USF, then select Produce Checks, then select Create PDF Paychecks, then select Create PDF Paycheck

(USA) Create U.S. paychecks in PDF for printing and self-service viewing using the Print US Checks PSJob process (PYCHKUSA).

Create PDF Paycheques

RUNCTL_CHK_ADV_EP

select Payroll for North America, then select Payroll Processing CAN, then select Produce Cheques, then select Create PDF Paycheques, then select Create PDF Paycheques

(CAN) Create Canadian paycheques in PDF for printing and self-service viewing using the Print Canadian Cheques process (PYCHQCAN).

Print Advice Forms

RUNCTL_CHK_ADV1

  • select Payroll for North America, then select Payroll Processing USA, then select Create Direct Deposits, then select Print Advice Forms, then select Print Advice Forms

  • select Payroll for North America, then select Payroll Processing USF, then select Create Direct Deposits, then select Print Advice Forms, then select Print Advice Forms

(USA) Print U.S. direct deposit advice forms by the SQR method using the Direct Deposit Advice Print SQR process (DDP003).

Print Advice Forms

RUNCTL_CHK_ADV

select Payroll for North America, then select Payroll Processing CAN, then select Create Direct Deposits, then select Print Advice Forms, then select Print Advice Forms

(CAN) Print Canadian direct deposit advice forms by the SQR method using the Direct Deposit Advice Print SQR process (DDP003CN).

Create PDF Advice Forms

RUNCTL_CHK_ADV1_EP

  • select Payroll for North America, then select Payroll Processing USA, then select Create Direct Deposits, then select Create PDF Advice Forms, then select Create PDF Advice Forms

  • select Payroll for North America, then select Payroll Processing USF, then select Create Direct Deposits, then select Create PDF Advice Forms, then select Create PDF Advice Forms

(USA) Create U.S. direct deposit advice forms in PDF for printing and self-service viewing using the Print US Direct Deposit Advice PSJob process (PYDDAUSA).

Create PDF Advice Forms

RUNCTL_CHK_ADV_EP

select Payroll for North America, then select Payroll Processing CAN, then select Create Direct Deposits, then select Create PDF Advice Forms, then select Create PDF Advice Forms

(CAN) Create Canadian direct deposit advice forms in PDF for printing and self-service viewing using the Print Can Direct Deposit Advice PSJob process (PYDDACAN).

Check Register

RUNCTL_PAYINIT2

  • select Payroll for North America, then select Payroll Processing USA, then select Produce Checks, then select Check Register, then select Check Register

  • select Payroll for North America, then select Payroll Processing USF, then select Produce Checks, then select Check Register, then select Check Register

Run PAY004, which is a template for generating a report that lists all checks, in check number order, written in the pay period for each company in the organization.

Cheque Register

RUNCTL_PAYINIT

select Payroll for North America, then select Payroll Processing CAN, then select Produce Cheques, then select Cheque Register, then select Cheque Register

Run PAY004, which is a template for generating a report that lists all cheques, in cheque number order, written in the pay period for each company in the organization.

Direct Deposit Register

RUNCTL_PAYINIT2

  • select Payroll for North America, then select Payroll Processing USA, then select Create Direct Deposits, then select Direct Deposit Register, then select Direct Deposit Register

  • select Payroll for North America, then select Payroll Processing USF, then select Create Direct Deposits, then select Direct Deposit Register, then select Direct Deposit Register

Run DDP002, which generates a report that lists all direct deposits for employees in each company in the organization.

Direct Deposit Register

RUNCTL_PAYINIT

select Payroll for North America, then select Payroll Processing CAN, then select Create Direct Deposits, then select Direct Deposit Register, then select Direct Deposit Register

Run DDP002, which generates a report that lists all direct deposits for employees in each company in the organization.

Direct Deposit Advice Register

RUNCTL_PAYINIT2

  • select Payroll for North America, then select Payroll Processing USA, then select Create Direct Deposits, then select Advice Register, then select Direct Deposit Advice Register

  • select Payroll for North America, then select Payroll Processing USF, then select Create Direct Deposits, then select Advice Register, then select Direct Deposit Advice Register

Run DDP004, which generates a report that lists payroll amounts paid directly into the employee's bank account as direct deposits. This report is similar to the Check Register (PAY004) report.

Direct Deposit Advice Register

RUNCTL_PAYINIT

select Payroll for North America, then select Payroll Processing CAN, then select Create Direct Deposits, then select Advice Register, then select Direct Deposit Advice Register

Run DDP004, which generates a report that lists payroll amounts paid directly into the employee's bank account as direct deposits. This report is similar to the Cheque Register (PAY004) report.

View Self Service Paycheck

PY_SSP_ADMIN_VIEW

PY_SSP_VIEW_DATA

  • select Payroll for North America, then select Payroll Processing USA, then select Produce Payroll, then select Review Self Service Paycheck, then select View Self Service Paycheck

  • select Payroll for North America, then select Payroll Processing USF, then select Produce Payroll, then select Review Self Service Paycheck, then select View Self Service Paycheck

(USA) View employees' self service paychecks in an online view that replicates the employees' view.

Payroll administrators can view all employee paychecks (both PDF and non-PDF), regardless of specifications on the Paycheck Options table.

View Self Service Paycheque

PY_SSP_ADMIN_VIEW

PY_SSP_VIEW_DATA

select Payroll for North America, then select Payroll Processing CAN, then select Produce Payroll, then select Review Self Service Paycheque, then select View Self Service Paycheque

(CAN) View employees' self service paycheques in an online view that replicates the employees' view.

Payroll administrators can view all employee paycheques (both PDF and non-PDF), regardless of specifications on the Paycheck Options table.

Understanding Paychecks and Advices

This topic discusses the content, sequencing, and sorting of paychecks and advices.

Content of Paychecks and Advices

All printed checks and advices contain balance, pay group, and employee data, including the following:

  • Pay group and pay period information.

  • Employee home address, job, and personal tax information.

  • Current period earnings, taxes, and deduction amounts.

  • Year-to-date balances for noncurrent earnings/taxes/deductions, and leave balances.

  • Federal taxable gross detail.

  • Net pay.

  • Pay distribution between check and direct deposit, including payment type, account number, and deposit amount.

The system suppresses the current hours and rate information from printing when you distribute salaried employees' standard hours to earnings codes other than the regular earnings code that is defined in the Pay Group table.

Garnishment Deduction Display on Checks and Advices

The garnishment description generally appears on three lines, itemized by Amount (net amount), Co. Fee (company fee), and Payee Fee. However, because only a maximum of thirteen lines can display on the check or advice, the total garnishment amount appears on one line with the label Total if the garnishment description starts on the tenth line. The 13th line displayed on the check/advice is reserved for Other.

Bank Microcode

A bank microcode appears at the bottom of the check. This microcode font is provided with your Payroll for North America system. For BI Publisher printing, you can specify the MICR font in the RTF template. The numbers represent the check number and the bank transit and account numbers. The paycheck SQRs get the Bank ID from the Pay Group table, the transit and account numbers from the Source Bank table, the bank information from the Bank table, and the check number from the paysheet (check numbers are assigned during pay confirmation). You must set up the Bank table to make this work.

See Understanding Bank and Bank Branch Setup.

Electronic Signature

An electronically produced signature appears at the bottom of the check. Here is information about how to include the electronic signature for each printing method:

  • SQR printing:

    One way to have a signature print on paychecks electronically is to purchase a custom font cartridge from Hewlett-Packard. You send an electronic copy of the signature to Hewlett-Packard, and they then load it into a font cartridge that you can use on your HP laser jet printer. Because the signature resides in the font cartridge, it can easily be secured; you can keep it locked up except when processing checks.

  • BI Publisher printing of PDFs:

    Modify the RTF check or cheque printing template and add the URL to your signature image.

    See Report Definition -Template Page.

Magnetic Ink

For checks to be deemed negotiable legal tender, you must use a special ink when printing them. Banks accept only checks that have been impregnated with magnetically treated ink. The Hewlett-Packard font cartridge MICR provides such ink.

Check Sequencing and Sorting

The Pay Group table pages (Check Distribution and Check Sequencing pages) and employee Payroll Option pages 1 and 2 contain extensive choices for sorting and sequencing employees' paychecks and direct deposit advices. You can also specify which address appears on the check or advice form. The printed information on the check or advice form comes from these pages.

During the Pay Confirmation process, the system sorts the checks according to the options that you've selected on the Pay Group table and the Payroll Options pages and assigns check numbers. The check and advice printing processes format the data from the Paycheck file and print the checks in numerical order, as they exist in the file.

Direct Deposit Advice Suppression

To suppress the printing of an employee's direct deposit advice form, select the Suppress DDP Advice Print (suppress direct deposit advice print) check box on the employees's Request Direct Deposit page.

Understanding Printing Processes

Payroll for North America enables you to select from two methods of printing checks and advices:

  • Printing by SQR Reports (PAY003, PAY003CN, DDP003, and DDP003CN).

  • Printing in PDF by RTF Templates using XML Publisher (PYCHKUSA, PYCHQCAN, PYDDAUSA, and PYDDACAN).

Note: (USF) As a general rule, federal payments that are certified by a Certifying Officer are issued through the Financial Management Service (FMS), Department of the Treasury. Authority has been delegated to specific agencies to issue payments outside of this requirement, and this is documented in the Treasury Financial Manual (TFM).

See Setting Up ECS Controls.

Printing by SQR Reports

The Check Print and Cheque Print SQR reports (PAY003 and PAY003CN) and the Direct Deposit Advice Print SQR reports (DDP003 and DDP003CN) extract the payroll data for check and advice printing and format it for printing checks and advices.

These reports are delivered with sample formats that are intended as templates. Your company may have a particular kind of check stock and specific formatting requirements for printed paychecks, so you probably want to modify the SQR to reflect your company's individual in-house style.

Printing in PDF by RTF Template using BI Publisher

Payroll for North America uses BI Publisher (BIP) to print checks and advices in PDF and to display individual checks and advices in self-service.

Note: You must set up the BI Publisher to use this feature.

These PSJob processes prepare the check and advice report files:

  • Print US Checks PSJob process (PYCHKUSA).

  • Print Canadian Cheques PSJob process (PYCHQCAN).

  • Print US Direct Deposit Advice PSJob process (PYDDAUSA).

  • Print Canadian Direct Deposit Advice PSJob process (PYDDACAN).

Each of these PSJob processes comprises the following:

  1. An SQR that generates the XML data for the check or advice print file and individual check or advice files.

    The SQRs are modified versions of PAY003, PAY003CN, DDP003, and DDP003CN.

  2. An Application Engine process (PY_SSP_BUILD) that inserts individual paycheck data XML files into the database.

    XML Publisher generates the self-service check from the XML data when the employee views a paycheck in the ePay View Paycheck transaction or when the payroll administrator views paychecks by employee in an online view page.

  3. An Application Engine process (PY_SSP_PRINT) that generates one or more PDF print files containing all of the paychecks in the pay run in batch sizes (optional) that you specify on the print process run control page.

    The system posts the print files to the Report Manager. From the Report Manager, open the file in Adobe Acrobat to print the checks.

Payroll for North America delivers RTF templates for printing and displaying checks and advices. If you want to modify the format, you must create a new template file and associate it with the XML Publisher report definition.

See Report Definition -Template Page.

Paychecks are available for online viewing by employees in the self-service View Paychecks transaction according to the availability specifications on the Paycheck Options Table page. The paychecks are also available for viewing in the administrator's View Self Service Paychecks page as soon as you run the process. Paycheck availability options do not restrict the administrator's online viewing.

Note: If you have enabled viewing of historical paychecks, the paycheck data from the current pay run is visible to employees in self service as soon as you run pay confirmation. Running the XML PDF creation process triggers the paycheck availability option for the PDF paycheck, after which the checks are not available to employees until the availability date that you specify. For this reason, we recommend that you run the XML PDF creation process immediately after confirming the payroll.

See PeopleTools: BI Publisher for PeopleSoft

Prerequisites

This topic lists required setup steps for each method of printing paychecks and direct deposit advice forms.

Printing by SQR Reports

Before using the PAY003, PAY003CN, DDP003, or DDP003CN SQR processes to print paychecks and direct deposit advices on check stock, you must set up the Form table with the form ID and the last used form number.

If necessary, you can also modify the SQR to suit your organization's check and advice printing requirements.

Printing in PDF by RTF Template using BI Publisher

Before using the PYCHKUSA, PYCHQCAN, PYDDAUSA, or PYDDACAN PSJob processes to print PDF forms and display self-service PDF checks and advices:

  • Configure Integration Broker and Report Manager.

  • Update the BI Publisher templates and form definitions with specifics for your implementation.

  • Specify BI Publisher printing and self-service options.

  • Set up the Form table with the form ID and the last used form number.

See:

  • PeopleTools: PeopleSoft Integration Broker

  • PeopleTools: PeopleSoft Process Scheduler

Use the Print Pay Checks Page and Print Paycheques Page

(USA) Use the Print Pay Checks page (RUNCTL_CHK_ADV1) to print U.S. paychecks by the SQR method using the Pay Check Print - US SQR process (PAY003).

(CAN) Use the Print Paycheques page (RUNCTL_CHK_ADV) to print Canadian paycheques by the SQR method using the Pay Cheque Print - Canada SQR process (PAY003CN).

Image: Print Pay Checks page

This example illustrates the fields and controls on the Print Pay Checks page.

Print Pay Checks page

Note: (CAN) Although the Canadian page displays with some differences, all fields have the same functionality as the fields shown on the U.S. page.

Note: The Print Pay Checks page is shown here as an example; all of the run control pages used for printing checks and direct deposit reports by the SQR method use the same parameters.

On-Cycle Run

If you specify only a pay run ID, the system selects checks from that run ID that are based on a payroll cycle of only on-cycle, off-cycle, or both.

If you specify a pay run ID and the check range, the system selects only the checks that are in the check number range and based on a payroll cycle of only on-cycle, off-cycle, or both.

Off-Cycle Pay Calendar

If you use this group box, you must enter:

  • Company

  • Pay group

  • Pay end date

Available fields and completed tasks depend on which option you select in the Payroll Cycle group box:

Payroll Cycle

Check/Advice Numbers

Specify a check or advice number range to print only the specified checks or advices.

Create PDF Paychecks Page and Create PDF Paycheques Page

(USA, USF)) Use the Create PDF Paychecks page (RUNCTL_CHK_ADV1_EP) to create U.S. paychecks in PDF for printing and self-service viewing using the Print US Checks PSJob process (PYCHKUSA).

(CAN) Use the Create PDF Paycheques page (RUNCTL_CHK_ADV_EP) to create Canadian paycheques in PDF for printing and self-service viewing using the Print Canadian Cheques process (PYCHQCAN).

Image: Create PDF Paychecks page

This example illustrates the fields and controls on the Create PDF Paychecks page.

Create PDF Paychecks page

Note: (CAN) Although the Canadian page displays with some differences, all fields have the same functionality as the fields shown on the U.S. page.

Note: The Create PDF Paychecks page is shown here as an example; all of the run control pages used for creating checks and direct deposit reports by the BI Publisher method use the same parameters.

The run parameters for the BI Publisher processes are identical to the parameters for the SQR processes with the addition of these options:

Slf Srvc Availability Override

Process Scheduler Settings

On the Process Request page, select the type Web and the format PDF.

Viewing PDF Print Files in the Report Manager

If you ran one of the PDF creation processes to print PDF checks or advice forms through BI Publisher, you must use the Report Manager to view the PDF print files.

To view the paycheck print files after the report has successfully run and posted:

  1. Access the Report Manager select (Reporting Tools, then select Report Manager).

  2. Locate the file that you want to open.

    The BI Publisher reports are the large PDF batch files that contain the number of paychecks for each batch that you specified in run parameters. The description of the report batch files includes the report name with the batch number in brackets.

    Example of PDF check print file report description: PRTUSCHK [BATCH0001] PRINT US CHECKS.

  3. To open the PDF file use one of these methods:

    • From the Report Manager - List page.

      Select the Report link in the Report column for the selected batch file.

    • From the Report Manager - Administration page.

      Select the Details link for the selected batch file.

    The system displays another page, where you select the *.pdf file link to access the PDF report in Adobe Acrobat.

View Self Service Paycheck Page and View Self Service Paycheque Page

(USA, USF) Use the View Self Service Paycheck page (PY_SSP_ADMIN_VIEW) to view employees' self service paychecks in an online view (PY_SSP_VIEW_DATA) that replicates the employees' view.

(CAN) Use the View Self Service Paycheque page (PY_SSP_ADMIN_VIEW) to view employees' self service paycheques in an online view (PY_SSP_VIEW_DATA) that replicates the employees' view.

Note: Payroll administrators can view all employee paychecks (both PDF and non-PDF), regardless of specifications on the Paycheck Options table.

Image: View Self Service Paycheck page

This example illustrates the fields and controls on the View Self Service Paycheck page.

View Self Service Paycheck page

Note: (CAN) Although the Canadian page displays with some differences, all fields have the same functionality as the fields shown on the U.S. page.

The payroll administrator searches by employee ID on the search page to locate a particular employee's paychecks.