Check Payments

A far more common method for paying employees is to create a check payment for each one. It is increasingly rare to see a company manually calculate and create payroll checks, since very inexpensive software can be purchased to tackle these chores. Also available are the services of numerous payroll suppliers.

That said, to prepare checks manually, carefully copy the information from the payroll register onto the check, using ink so the results cannot be easily altered. Also, to prevent fraudulent modifications to the check, be sure to draw a line through all blank spots on the check, and begin writing as far to the left in each space provided as possible. Once all checks are complete, conduct a final comparison of each one against the payroll register, possibly including an independent recalculation of the payment to each person.

The much more common method for issuing checks is to integrate this task into the workings of a standard payroll software package. Under this approach, the software generates a payroll register report, which the payroll manager reviews and approves. If it is acceptable, blank checks are loaded into the local printer and the software quickly churns out completed checks. Checks are then taken to an authorized signer for a final review and signature (note, however, even this step can be avoided by adding a signature image to the checks before they are printed). If the cashed checks are not returned by the bank, retrieve them either by contacting the bank to request check images be mailed to the company, or access the images online and print them out.

If a payroll supplier is used, it will print checks and send them to the company for distribution to employees. Additional supplier services include incorporating a signature image on the stamps, stuffing the checks into envelopes, and sending them directly to multiple company locations.