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PY - Review an Employee's Paycheck



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


Procedure At-A-Glance
Category: Reviewing an employee's paycheck
Audience: Payroll & Benefit Coordinators
Overarching Process: Payroll
Navigation: Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck
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General Description

The Review Paycheck and Review Paycheck Summary pages display the details of any paycheck paid to an employee in HRS, including earnings, taxes, and deductions.

Process Inputs

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Process Outputs

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Process Considerations

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Procedure Steps

There are two ways to review an employee's paycheck. The Review Paycheck page provides a very detailed view of an employee's paycheck. The Review Paycheck Summary page provides a condensed view of a paycheck. Both methods are described below.

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.

Review Paycheck Menu


3.  If you search just by Empl ID, a listing of all the employee's paychecks paid in HRS will appear in chronological order by pay group (oldest at the top, newest at the bottom).  You can sort the list into chronological order by all pay groups by clicking once on the Pay Period End Date header.  Clicking again on that header will re-sort the paychecks chronologically with newest checks at the top and oldest at the bottom.

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

Check Listing

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

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 Option - This field tells you the method by which the employee was paid.  The following are the most common values you will see in this field:
    • Check - The employee received a paper check for the payroll
    • Advice - The employee received their paycheck via direct deposit for the payroll
    • Reversal - When a paycheck reversal is completed, the status of the original check changes to "Reversed" and a negative off-setting entry is created in Review Paycheck with the Paycheck Option of "Reversal."  The "Reversal" entry negates the original paycheck, thus cancelling it in the employee's record.
    • Manual -  This paycheck option is only associated with off-cycle paychecks/adjustments.  Records that have been created with the paycheck option of "Manual" only update an employee's balances and do not actually pay the employee.  One of the most common usages of this paycheck option is for check corrections.
  • Issue Date - This is the pay date of the paycheck you're viewing.
  • Paycheck Number - This field displays the paper paycheck number or advice number associated with the payment
  • Off-Cycle - This box will not be checked if the paycheck was processed as part of the regular, on-cycle payroll process.  This box will be checked if the paycheck was processed as a non-standard off-cycle check.
  • Cashed - This box will be checked when the bank notifies us that the employee cashed his/her paper check.  This field only applies to hard copy paper checks.
  • Earnings - This is the gross amount paid to the employee on the paycheck.
  • Taxes - This is the sum of all taxes deducted from the employee's paycheck.
  • Deductions - This is the sum of all non-tax related deductions taken from employee's paycheck.
  • Net Pay - This is the net amount the employee actually received on the paycheck.

Top portion of Review Paycheck screen


Paycheck Earnings Tab:

6.  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:

  • Begin Date - Begin date of the period in which the earnings on that payline were earned
  • End Date - End date of the period in which the earnings on that payline were earned
  • Employment Record Number - Displays the empl record number of the position the earnings were earned and are being paid
  • Earnings - For monthly paid/salaried employees, the regular gross earnings loads from the "Compensation" tab on the employee's Job Data record and is reflected in this field.
  • Other Earnings - For monthly employees, any other pay besides regular salary (for example a lump sum loading from the Additional Pay page or retro pay loading from the Update Retro Pay Calc Results page) will be shown in this section.  The sum of the amounts listed in the Earnings and Other Earnings sections should match the employee's total gross pay listed at the top of the Review Paycheck page.
  • Additional Data - Clicking this link on a given payline provides further information regarding the position being paid, including the Department, Job Code, and Position number of the job.  This section also shows whether the earnings on the payline are subject to or exempt from FICA tax and the method by which federal and state taxes are being calculated.

Earnings Tab - Monthly

Hourly/Biweekly Employees:

  • Begin Date - Begin date of the period in which the earnings on that payline were earned
  • End Date - End date of the period in which the earnings on that payline were earned
  • Employment Record Number - Displays the empl record number of the position the earnings were earned and are being paid
  • Other Earnings - For biweekly employees, all types of pay (regular earnings, overtime, leave usage, differentials, etc.) appear in the Other Earnings section.  Earnings are broken down by earnings code and display the number of hours and hourly rate used to calculate the gross pay by each type of earnings.  For biweekly employees, earnings load to the payline by week.  The sum of the amounts of all earnings types in this section should match the employee's total gross pay listed at the top of the Review Paycheck page.
  • Additional Data - Clicking this link on a given payline provides further information regarding the position being paid, including the Department, Job Code, and Position number of the job.  This section also shows whether the earnings on the payline are subject to or exempt from FICA tax and the method by which federal and state taxes are being calculated.

Earnings Tab - Biweekly

Paycheck Taxes Tab:

7.  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:

  • Federal MED/EE - Employee paid Medicare tax
  • Federal Med/ER - Employer paid Medicare tax (not withheld from the employee's pay)
  • Federal OASDI/EE - Employee paid Social Security tax
  • Federal OASDI/ER - Employer paid Social Security tax (not withheld from the employee's pay)
  • Federal Withholding - Federal withholding tax
  • State Withholding - State of Wisconsin withholding tax (Note: there are a small number of employees who have California state tax withheld from their paychecks, so the State Withholding line will show CA for them.)

Paycheck Taxes Tab

8.  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.

1042 Taxes


Paycheck Deductions Tab:

9.  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:

  • Before-Tax - Indicates the deduction reduces the employee's taxable wages on the paycheck.
  • After-Tax - Indicates the deduction is withheld after tax withholdings are calculated, thus not affecting the employee's taxable gross for the paycheck.
  • Nontaxable - Indicates the deduction is an employer-paid deduction.  The dollar amount listed for nontaxable deductions is not actually withheld from the employee's paycheck.
  • Taxable - These are not actual deductions withheld from the employee's pay.  The dollar amount associated with a taxable "deduction" is the amount added to the employee's taxable gross wages for the pay period.

Paycheck Deductions Tab

10.  The Deductions section can be expanded by clicking on the "Show Tabs" button (Show Tabs button).  The expanded section may give further detail regarding benefits deductions or why a deduction was not taken fully or at all.

Expand deductions

11.  Below the Deductions section, you may or may not see a Garnishments drop-down section, which breaks down how an employee's garnishment deduction amount was calculated.  Due to the sensitive nature of this information, view of this drop-down is limited to a small number of Service Center staff.

12.  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.

  • Check/Advice Number - Shows the advice (direct deposit) identification number associated with the payment.
  • Account Type - Displays the type of account (checking or savings) the payment was sent to.
  • Bank ID - Shows the routing number of the banking institution the payment was sent to.  If the employee has portions of his/her paycheck direct deposited into more than one bank account, there will be multiple lines in this section showing each account.
  • Account Number - This field would show the account number of the bank account the payment was sent to.  This field is masked for security purposes.
  • Amount - Shows the dollar amount direct deposited into the bank account.  If the employee has portions of his/her paycheck direct deposited into more than one bank account, there will be multiple lines in this section showing the dollar amount sent to each account.

Net Pay Distribution

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.
Review Paycheck Summary Menu

3.  If you searched by Empl ID only, a listing of all the employee's paychecks paid in HRS will appear.  Click on any link in the line of the paycheck you wish to view.

Review Paycheck Summary list

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
Employee's Review Paycheck Summary page


Related Policies, Job Aids and Forms

Related Policies

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Related Job Aids

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Related Forms

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Keywords:HRS payroll employee earnings taxes deductions tax deduction training paid hours paycheck summary gross net off cycle   Doc ID:16882
Owner:Kate I.Group:Human Resource System (HRS)
Created:2011-02-12 19:00 CDTUpdated:2016-02-12 09:53 CDT
Sites:Human Resource System (HRS)
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