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Computing Paychecks

Payroll Entry Screen Guide #

Overview #

This guide provides comprehensive information about the Payroll Entry Screen in our ProPay payroll software. The screen allows users to enter and manage employee payroll data efficiently, including regular pay, hours worked, overtime, tips, and various deductions.

Key Features #

  1. Regular Pay
  2. Regular Hours
  3. Overtime Hours
  4. Tips
  5. Meals
  6. Other Pay
  7. Withholding Taxes
  8. Deductions
  9. Action Buttons (Accept, Redo, Override, Next, Exit)

Detailed Feature Descriptions #

Regular Pay #

  • For salaried employees, regular pay and withholding are pre-calculated.
  • Click “Accept” if no changes are needed.
  • Enter a different salary amount if necessary.

Regular Hours #

Enter the number of regular hours worked during the pay period.

Overtime Hours #

Enter any overtime hours worked during the pay period.

Tips #

Enter any tips reported by the employee.

Note: This field is only accessible if the client is set up for tips.

Meals #

Enter the value of any taxable meals provided by the employer to the employee. These should be meals provided free of charge.

Note: For questions on meal taxability, refer to Circular E (Employer’s Tax Guide).

Other Pay #

Click “Other Pay” to enter payroll data not listed on the main payroll entry screen.

Withholding Taxes #

Withholding taxes are automatically calculated whenever a new entry is made.

Deductions #

  • Automatic deductions set up during “Employee Set Up” are calculated automatically.
  • For occasional deductions, click on the appropriate deduction field and enter the amount.
  • To enable occasional deductions, mark the “Check if used” box in the “Employer Set Up – Page 2” screen.
  • Deduction descriptions are defined in “Employer Set Up.”
  • 22 fields can be defined as (D)eduction or (I)ncome.

Action Buttons #

Accept #

Click this button to accept and save the paycheck. This is the only way to enter the paycheck into the system.

Redo #

Click here to start over if you’ve made a mistake on the current paycheck.

Override #

Use this button to override certain fields such as federal withholding or some deductions.

Warning: Be careful not to override FICA or Medicare taxes. This may result in under-withholding, for which the employer may be liable.

Next #

Use this button to move to the next employee without accepting the current paycheck.

Exit #

Click to exit the Payroll Entry Screen.

Troubleshooting #

Issue: Unable to enter tips #

Solution: Ensure that your client account is set up for tips. Contact support if you believe this is an error.

Issue: Deductions not appearing #

Solution:

  1. Check if the deduction is set up in “Employee Set Up.”
  2. For occasional deductions, ensure the “Check if used” box is marked in “Employer Set Up – Page 2.”

Issue: Paycheck not saving #

Solution: Make sure you click the “Accept” button. This is the only way to save and enter the paycheck into the system.

Additional Resources #

  • For information on entering manual checks, please refer to our separate guide on “Entering Manual Checks.”
  • Access our help menu directly from the ProPay payroll software or visit our website for additional support.

Feedback #

We value your input! If you have any suggestions for improving this guide or encounter any issues not addressed here, please contact our support team through the ProPay software or our website.