Process a Regular Pay Day

Processing a regular pay day using managepayroll.com is super easy, either watch this video (8:19) or, follow the step-by-step instructions below and you’ll be cutting checks in no time!

  1. After logging-in to managepayroll.com, navigate to the “Payday” tab
      1. On this tab you will “Create Paychecks”, “Approve Paychecks”, “Print” Paychecks, and “Export” Paychecks
  2. On the “Payday: Create Paychecks” page:
    1. Under “Select Pay Schedule”, select the pay schedule of the employees you wish to pay (some employers have multiple pay schedules and some have one — this option may not be available if you have only one).
    2. In the “Check Type” drop-down, select “Regular Checks”.
    3. Be sure the “Pay Period” drop down is set to the correct pay period.
    4. Be sure the “Pay Date” is set to the correct pay date.
    5. Input employee regular hours for those employee’s paid hourly and, any additional compensation such as overtime if applicable.
      1. Depending on the employer’s setup, there can be other pay type columns (Bonus, commission, etc.)
      2. If you need to change the compensation of a salaried employee you can do so in the next step.
    6. Select the “Create Paychecks” button.
  3. On the “Payday: Approve Paychecks” page:
    1. If you need to “View/Edit” a check’s detail, select the “View/Edit” link associated with that check
    2. If you need to delete a check, select the “trash can” icon to delete an individual check
    3. If you need to delete all the checks, select the “undo them all now” link
    4. Select the “Approve Paychecks” button.
  4. On the “Payday: Print” page
    1. There are a couple paycheck production options related to employees not paid by direct deposit:
      1. For employees for whom you wish to receive a paystub and write a physical net-paycheck on-site:
        1. On the “Enter Check Numbers” page, if you know the check number you are going to use, enter it here otherwise, select the “Skip Check #s” button
        2. On the “View and Print Pay Stubs” page, you will print and distribute paystubs to those employees who have not set-up online paystub access.  You will be able to print paystubs following the familiar dialogs that follow.
          1. After you have printed your paystubs, return to the “managepayroll.com” website.
        3. Back on the “View and Print Pay Stubs” page, select “Continue”.
      2. For employees for whom you wish to receive printed checks:
        1. On the “Enter Check Numbers” page, if the “Starting Check #” field is blank, input “999000” then, select the “Auto Fill” button.
        2. Select the “Save Check #s” button
        3. On the “View and Print Paychecks” screen select “Continue” (This option is here if you happen to have blank check stock and MICR ink laying around, since most business’ do not, LudtPayroll will print your checks from our facility).
  5. On the “Payday: Export” page (This is available if we have set-up export capabilities to your accounting software):
    1. If you are set-up to “Export to QuickBooks Online” select the “Export” button, the data will flow right into your QuickBooks online account
    2. If you are set-up for any other kind of export, you will export your system’s download folder and then import the file into your accounting software manually.
    3. If you are not set-up for export, select “Continue”
  6. On the “You are done with payroll page!”
    1. Select reports to view in Excel or select the individual reports by their link and view them within your browser.
    2. I do wish to draw your attention to the “Total Cost” report and specifically the “Total Taxes” figure — these are funds that are payable to state and federal taxing authorities and will be automatically withdrawn according to your company’s prescribed deposit schedules.  You may recall that Ludt Payroll does not impound this money but rather, leaves the funds in your account until the liability is actually due — it is an employer best practice to set these funds aside to be certain that they are available when due.