Note: The instructions below are for adding a check setup for employees and payees for those school districts who use a check-writing software to print checks (and direct deposit stubs or automatic payment stubs, if applicable).
From the Payroll screen, select the Maintenance menu and then Check Setup - Employees.
At the Check Setup - Employees screen, select the Options menu and then Check Writing Software.
At the Check Writing Software screen, click the New Record button.
Click the General tab to complete the general information and settings for the new check setup.
Enter a unique name for the check setup in the Report Name field. The name can be alphanumeric and up to 255 characters long.
In the Employee Check Format for Viewing field, enter the name of the check setup that was created within the Check Setup - Employees option for use with employees viewing or printing their checks from within Web Link or for viewing employee checks using the To Screen button from within the various options in the School Accounting System, including the Checks File Maintenance and Employee/Payee Inquiry options. If needed, click the down-arrow button to select the correct check setup.
In the Payee Check Format for Viewing field, enter the name of the check setup that was created within the Check Setup - Payees option for use with employees viewing or printing their payee checks (if applicable) from within Web Link or with viewing payee checks using the To Screen button from within the various options in the School Accounting System, including the Checks File Maintenance and Employee/Payee Inquiry options. If needed, click the down-arrow button to select the correct check setup.
Select the Print Employee ID on Stub field to print the employee ID on the top of the check stub. A checkmark will appear in the box if the field is selected.
Select the Print Zero Balance Checks field to have checks and direct deposit stubs print if they are a zero balance. A checkmark will appear in the box if the field is selected.
Enter the description of the referenced custom field to use to sort the checks when printing in the Sort Checks by Custom Referenced Field field, or click the down-arrow button to select the correct one. Specify No Custom Referenced to sort (print) the checks in alphabetical order.
Enter the description of the referenced custom field to print on the check stub in the Custom Referenced Field to Print on Stubs field, or click the down-arrow button to select the correct one. Specify No Custom Referenced to not have a custom field print on the check stub.
Only if the new check setup is for direct deposit stubs, enter the desired option for printing the bank account information (Do Not Print Bank Account Information, Print Bank Name/Exclude Account Number, Print Bank Name/Full Account Number, or Print Bank Name/Last 4 Digits of Account Number) in the Bank Account Information on Direct Deposit Stubs field, or click the down-arrow button to select the correct one. To omit the bank account information and deposit amount from printing on the direct deposit stubs, enter Do Not Print Bank Account Information. To print just the name of the bank with the deposit amount and not the bank account number, enter Print Bank Name/Exclude Account Number. To print the name of the bank and the entire bank account number with the deposit amount, enter Print Bank Name/Full Account Number. To print the name of the bank and only the last 4 digits of the bank account number with the deposit amount, enter Print Bank Name/Last 4 Digits of Account Number. Leave this field blank to have the system default to Do Not Print Bank Account Information.
In the Checking Accounts List, specify which checking accounts use the particular check setup as the default when printing checks and/or direct deposit stubs for employees and payees.
To select the particular check setup as the default when printing checks, select the Default Check Format field (column) for the desired checking accounts. A checkmark will appear in the box under the Default Check Format column for the checking account if the field is selected.
To select the particular check setup as the default when printing direct deposit stubs and automatic payment stubs, select the Default Direct Deposit Format field (column) for the desired checking accounts. A checkmark will appear in the box under the Default Direct Deposit Format column for the checking account if the field is selected.
To select the particular check setup as the default when emailing direct deposit stubs, select the Default Email Format field (column) for the desired checking accounts. A checkmark will appear in the box under the Default Email Format column for the checking account if the field is selected. If this field is selected, the direct deposit stubs will be emailed as a .TXT file attachment instead of a .PDF file.
Note: Only one check setup can be selected as the default for checks or direct deposit stubs per checking account. If the Default Check Format, Default Direct Deposit Format, or Default Email Format field is selected for a checking account that also had been previously selected for a different check setup, the field will be unselected for that other check setup after saving this check setup.
Click the Save button.
If desired, click the Execute button to print a test file of the check setup from within the Check Writing Software option; when prompted, specify the correct path (drive and folders), edit the file name if needed, and then click the Save button.