How to Process Payroll Manually with Paper Checks

Missing a payroll submission deadline or encountering issues like insufficient funds can disrupt your payroll schedule. However, processing payroll manually with paper checks is a fast and reliable way to ensure your employees get paid on time. This method is especially useful in emergencies and requires minimal additional effort. Plus, taxes are handled automatically, reducing administrative stress.

In this guide, we’ll walk you through when to use paper checks, the steps to process 7shifts payroll manually, and best practices to ensure smooth payroll distribution.

When to Use Paper Checks

Paper checks are a great backup solution in several scenarios:

• Missed Payroll Deadlines: If you’ve missed the deadline for electronic payroll submission, paper checks can be processed immediately to avoid delays in employee payment.

• Failed Company Debits: Insufficient funds or other banking issues may prevent electronic transfers, but you can still issue paper checks to maintain employee trust.

• Employee Requests: Occasionally, employees may prefer paper checks and select this as their payment option over ACH.

Using paper checks is highly recommended because it allows for immediate payment while maintaining compliance with tax obligations.

Steps to Process Payroll Manually with Paper Checks

Follow these steps to process payroll manually:

1. From the Web App: Navigate to the 7shifts Payroll dashboard.

2. Select 'Run Payroll': Choose the Pay Period you are processing.

3. Choose 'Paper Checks': From the options presented, select 'Paper Checks' to continue.

4. Verify Details: Ensure all employee hours and pay details for the pay period are accurate and complete.

5. Submit Payroll & Download Checks: Once payroll is submitted and in a Pending state, the option to download Paper Checks will be available on the payroll dashboard.

6. Print the Checks:

   • Use a secure printer and check stock, ensuring compliance with banking standards.

   • Verify the details on each check, including employee name, payment amount, and date, before printing.

   • Click here for FAQs and Format Guidelines for Printing Paper Checks

7. Distribute the Checks: Provide the checks to employees either by hand or via mail.

Tax Handling for Manual Payments

One major advantage of using 7shifts Payroll is that taxes for manual payments are handled automatically. Once payroll is processed, the system will debit the required tax amounts via ACH, ensuring compliance with tax regulations. You don’t need to take any additional steps to manage taxes when issuing paper checks.

This allows you to focus on ensuring your employees receive their payments promptly.