Although you don't need to print checks when you use direct deposit, you still need to issue the stubs to employees. In EFT terminology a paycheck stub used for this purpose is often called a Direct Deposit Pay Advisory slip. For printing the direct deposit stubs, the direct_deposit_paycheck_stub.xls template is provided. This template is used to print details of each employee's earnings and deductions in a form suitable to be issued to employees.
Direct Deposit Stubs may also be created as an email attachment and send directly from NewViews. When NewViews prints directly to PDF, you are no longer required to send your document to the printer, then to the scanner and then manually attaching the document to an email in a third party program like Microsoft Outlook. See email Print Settings for more.
To print the stubs for direct deposit employees:
Generate the paychecks as usual.
You create the paychecks by creating and processing a PAYRUN. See "Creating a Payrun". This is done the same way whether you are using direct deposit or not.
Mark a block of paychecks on the PAYRUN's collection of paychecks.
Usually you will mark all of the checks on the PAYRUN. Nothing has changed. The block can include paychecks for both direct deposit (EFT active) and non-direct deposit (EFT inactive) employees. Regardless, stubs will be produced only for the direct deposit employees, skipping the others.
Issue the Print>Checks command.
Note: this command must of course be issued from the window containing the marked block of checks.
Set the Template field in the Print Checks Settings prompt to direct_deposit_paycheck_stub.xls.
The EFT stubs use the direct_deposit_paycheck_stub.xls template. You can pick this file from a file explorer by pressing <F3> while positioned on the template field, or you can just type it in.
Set the EFT Status field in the Print Checks Settings prompt to active.
When set to active, only stubs for direct deposit employees are printed. When set to inactive, full paychecks for the non-direct deposit employees are printed, so be careful to set both the Template and EFT Status fields consistently.
It is always a good idea to save the settings under a suitable name if you have just changed them. You can do this by click the "new" button and entering a name in the current settings box. The next time you print the stubs you can just select that name in the print settings prompt, and therefore skip several of the steps above.
Press the <Continue> button.
The stubs will either be displayed or printed according the destination setting in the print settings prompt box.
Although you typically pay all employees using direct deposit, there are times when it is still necessary to print a check to paper. For example, a new employee may not yet have a bank account, or may not have provided you the information necessary for direct deposit. Without correct banking information a company check is still required. This employee will not be active for EFT purposes.
For example, suppose 50 employees are set up for Direct Deposit. Three new employees are then hired and have not received their proper banking information for Direct Deposit. The paychecks for all 53 employees are generated using one PAYRUN, as usual. However, you will have to issue the Print>Checks command twice.
Suppose you print the pay stubs for direct deposit employees first. After generating the paychecks for all 53 employees, mark all the checks in a block and issue the Print>Checks command and use the print settings for pay stubs exactly as described above. The direct deposit stubs are produced for the 50 direct deposit employees.
Then issue the Print>Checks command again, this time setting up the Print Check Settings for a paper check, and setting the EFT Active field to inactive. When you press <Continue> full paper paychecks for the three new employees will be printed.
Shown above are the Print Check Settings ready to produce pay stubs for direct deposit employees. Note that the object/newviews/direct_deposit_paycheck_stub.xls template has been selected for the Template field and the EFT Status is set to active. Any paychecks in the marked block for non-direct deposit employees will be skipped.