Configurable Check report Layout Changes

Cloud only got the following change to Payroll configurable check Report Layout in SS > Maintenance > Report Layout.

This change appears to have changed the existing label setup for clients.  These are the requirements for Oregon and California, but other states may have various requirements.  Please look at your last check before the service pack (4/26/2021) to see how they had the fields set up.

Configurable Check setup  If you currently are using Configurable Long Stubs (check in Payroll > Utilities > Setup on the Checks tab) you can modify your existing setup in System Wide Access > Maintenance > Report Layout.  We recommend you print a copy of a check to help direct you on where to put the new information.  

The standard Configurable Check (location if the label is Default) includes the following (see sample):

You can see the 6 fields mentioned in the following instructions.  Your job is to organize the required information into these available fields.  Be sure to consider the length of the name and information in each field.  The characters noted in red include those used for the label.

Step by Step  

1. Open System Wide Access > Maintenance > Report Layout.  This is where configurable checks are set up.
2. Find the check you select when printing.  You may have separate check setups for paper checks, ACH checks and ESS checks.  You will need to modify each one you use.  When a report is opened you will see this window.

3. The Labels tab combines some fields to allow all the required information to be included on the check.  Each Label Position allows you to select the information in that space of the check stock.  All labels will initially be set to Default which will not print anything.  

4. Highlight the label.  Click on the word Default (Type) to reveal a down arrow.  Selections include:

1. Accrual YTD Hours Used (new)  Requires setup in Payroll Utilities Checks tab to print a single YTD accrual balance on the check.
2. **Address  Address 1, Address 2, City, State, Zip.
3. **Check  Will include check date and check amount.
4. Check Amount  Default (Upper Right) Check Amount
5. Check Date  Default (Lower Left) Check Date
6. Default  Nothing prints
7. Department  Default (Upper Middle) same as standard department.
8. Department and Location  Will print employee department and location.
9. Employee  Default (Upper Left) Employee Name  Employee Number
10. Employee with SSN  Employee name  last 4 of SSN.
11. Hire Date  Employee hire date
12. Last 4 of SSN
13. Location  Location ID from Employee
14. None  Nothing in this field.
15. **Organization  Organization Name and Federal Tax ID number.
16. Period Range  Default (Lower Middle) Period begin and Period end date
17. **Phone  Organization phone number
18. Position
19. Vendor Account Number  Not relevant for Payroll
20. Vendor Name - Not relevant for Payroll
21. Vendor Number - Not relevant for Payroll

5. It is not necessary to replace the information already on the check and there are only 6 spaces available (upper left, lower left, upper middle, lower middle, upper right, lower right).  A relatively simple setup is listed below that may suffice for you.  The longer fields are on the left side due to those fields having more available characters.

Upper Left  Organization (will include organization name and tax ID).

Lower Left  Address (will include first 59 characters).

Upper Middle  Employee (or Employee with SSN if desired).

Lower Middle  Default (this will retain the Period dates in that field).

Upper Right  Check (will include check date and amount)

Lower Right  Phone (required for Oregon).

6. Save the changes  Add an employee to a Computer Check batch and run it down to the Checks or ACH Checks step to test your setup before Payroll is processed.  

After the changes this is what the check information will look like:

7. Remember that any of the fields can be modified.  For Oregon you will probably want to use Lower Right for the phone number to retain the other required information (Department is not required on the check so can be replaced with the Employee information).