PY - Review an Employee's Paycheck

GENERAL DESCRIPTION:

This document explains how to review an employee's paycheck on both the Review Paycheck and Review Paycheck summary pages in HRS.

PROCESS CONSIDERATIONS:

You may click on the links below to navigate directly to a section:


PROCEDURE STEPS:

Using Review Paycheck

  1. Navigate to Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck.

  2. Fill in the desired search criteria and click the Search button to display the search results.  Commonly used fields are:
    • Empl ID - Entering the employee's Empl ID as the only search criteria will pull up a listing of all paychecks paid to that employee in HRS.
    • Pay Period End Date - If you enter a Pay Period End Date along with an Empl ID in the search criteria, the results will display just the paycheck paid to the employee in the pay period specified.

      https://kb.wisc.edu/images/group61/16882/9.2reviewpaychecksearch.jpg

  3. If you search just by Empl ID, a listing of all the employee's paychecks paid in HRS will appear in chronological order with the newest paycheck at the top.  You can re-sort the list any way you want by just clicking the header link of the column you want to order by.  For example, if an employee is paid under multiple pay groups, and you want to order the list of checks to group by pay group, click the "Pay Group" column header and the list will re-sort the checks alphabetically by pay group.

  4. Select the individual paycheck you want to review by clicking on any link in the desired line.  The check listing provides several pieces of information to help you decide which paycheck to select.
    • Pay Group - Displays the pay group the paycheck was paid under
    • Pay Period End Date - Lists the end date of the pay period of each individual paycheck in the list
    • Off Cycle? - Indicates whether or not the paycheck was paid as part of regular on-cycle processing (shows as 'N' in this field) or was created as an off-cycle check or adjustment (shows as 'Y' in this field)
    • Form Identification - Tells you whether the paycheck was paid as a paper check (CHECK) or went direct deposit (ADVICE).  If a check is still in calculated status, or the employee had a confirmed payroll with no earnings on it, this field will show the following value: (blank)
    • Paycheck Number - Displays the paper paycheck number or advice number associated with each payment.  If a check is still in calculated status, or the employee had a confirmed payroll with no earnings on it, this field will show the following value: 0
    • Empl ID - Displays the employee's Empl ID
    • Name - Displays the employee's name

      https://kb.wisc.edu/images/group61/16882/9.2reviewpaychecksearchresults.jpg

  5. Once you have clicked the link of the individual paycheck you want to view, you will be taken to that paycheck's detail.  There are multiple tabs within the Review Paycheck page that each display different information regarding the employee's paycheck.
    • Paycheck Earnings
    • Paycheck Taxes
    • Paycheck Deductions
  6. The top section of each tab contains the same information regarding the paycheck.  Important fields in this section include:

    • Paycheck Status - This field shows the status of the payment.  The following are the most common statuses you may see in this field:
      • Calculated - This status means that the paycheck has not yet been confirmed.  You will see this status during the payroll processing week in the days leading up to the payroll confirm.
      • Confirmed - This status tells you the paycheck you are viewing has been confirmed.
      • Reversed - This status indicates the paycheck has been reversed, cancelling that payment to the employee.


Paycheck Earnings Tab:

The Earnings section within the Paycheck Earnings tab displays information about the employee's gross pay and how it was calculated.  There may be multiple paylines associated with the employee's pay, so it is always a good idea to click the View All link if applicable.  The earnings information displays differently for monthly paid employees than for hourly employees who are paid biweekly.

Monthly Employees:

Hourly/Biweekly Employees:

Paycheck Taxes Tab:

The Taxes section of the Paycheck Taxes tab displays a breakdown of the federal and state tax amounts that were withheld from the employee's paycheck.  It also displays the taxable gross on which the tax withholdings were calculated.  The Tax Entity column defines whether the type of tax withheld is for the Federal Government or State of Wisconsin.  The Tax Class column lists the different types of taxes withheld:

For foreign national employees whose taxable wages and tax withholdings are reported on a 1042-S form (rather than a W-2), these amounts are shown in the Taxes and 1042 Taxes sections.

https://kb.wisc.edu/images/group61/16882/9.2reviewpaycheck1042tax.jpg


Paycheck Deductions Tab:

The Deductions section of the Paycheck Deductions tab displays all non-tax related deductions associated with a particular paycheck (benefit deductions and general deductions).  There may be quite a few deductions taken from an employee's paycheck, so it's a good idea to click the View All link if applicable to ensure you're seeing the full list.  The Deduction Code and Description columns list the type of deduction being withheld.  The Amount column specifies the dollar amount being deducted, and the Class column defines the tax class of each deduction.  The following are the four types of tax classes that can appear in the Class column:

The Net Pay Distribution section of the Paycheck Deductions tab further details how the employee received his/her paycheck.  This section only has information in it if the employee received their paycheck via direct deposit.

To the top

Using Review Paycheck Summary:

  1. Navigate  to Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck Summary.

  2. Fill in the desired search criteria and click the Search button to search for the desired paycheck summary.  Commonly used fields are:
    • Empl ID - Entering the employee's Empl ID as the only search criteria will pull up a listing of all paychecks paid to that employee in HRS.
    • Pay Period End Date - If you enter a Pay Period End Date along with an Empl ID in the search criteria, the results will display just the paycheck paid to the employee in the pay period specified.

      https://kb.wisc.edu/images/group61/16882/9.2reviewpaychecksummarysearch.jpg

  3. If you searched by Empl ID only, a listing of all the employee's paychecks paid in HRS will appear.  Checks are returned alphabetically by paygroup and then in chronological order with the oldest paycheck appearing at the top.  Click on any link in the line of the paycheck you wish to view.

    https://kb.wisc.edu/images/group61/16882/9.2reviewpaychecksummaryresults.jpg

  4. The Paycheck Summary has three drop-down sections which can be expanded to view their associated information.  Each section contains much of the same information as in Review Paycheck and is read the same way.
    • Earnings
    • Deductions
    • Taxes

      https://kb.wisc.edu/images/group61/16882/9.2reviewpaychecksummary.jpg



ADDITIONAL RESOURCES

Related KBs:

Related Links: