This article is intended for users of the 3-part pay run.
As of December 6th, 2021, new OnPay clients are configured with our streamlined, 3-part pay run. If your company currently uses OnPay's traditional, 4-part pay run, but would like to switch your account to the new 3-part run, email us at email@example.com to request this change.
Need help with paper checks using OnPay's 4-part pay run? We've got you covered→
Reasons for printing paper checks
There are times when you may pay your workers with a paper check, instead of by direct deposit* using OnPay, including:
- Direct deposit isn't setup for either the company* or the worker*
- Hand delivering bonus checks at the end of the year
- On-the-spot payment to an independent contractor or vendor
- If you simply forgot to run payroll, and so needed to give out paper checks on payday** — it's still important to systematically process payroll for those employees who are paid by paper check. You can even print paper checks using check stock so you don't get a hand cramp!
*You must be approved to issue paychecks by direct deposit.
**You must set up bank information in the employee profile to pay them by direct deposit.
**Onpay helps you print checks, but does not print paper checks on your behalf.
Because OnPay calculates employee deductions and taxes, as well as files and pays your company's payroll taxes, the accuracy of our tax calculations depends directly on both the information you've entered into OnPay, and processing an accurately accounted pay run each time workers are paid by paper check. (see our Tax Accuracy Guarantee↓)
How to customize your pay run for a paper check
You already know how to process a pay run but since things come up, and there's no extra cost to running as many pay runs as you need, it's good to know how to process a one-off, special pay run.
Want to learn more about special pay runs?
Changing pay run settings
At the top of the payroll page, you find your current payroll settings. Click to edit. This is helpful for off-cycle, or special pay runs, which we'll discuss next.
Here, you can make adjustments to this pay period and the check date. All changes will revert back to default settings after processing this pay run, or logging out.
If you're issuing paper checks to workers who have direct deposit set up, select the check box for "Hold all direct deposits and process as Paper checks?"
Do not select "Hold all employee deductions" if this is an employee paycheck. This should only be used when paying off-cycle runs to employees as a bonus, reimbursement, or any other pay that is in addition to the employee's regular pay.
For bonus checks, reimbursements, and other supplemental wages
If this is an off-cycle pay check, meaning it isn't part of an employee's pay that would normally have voluntary deductions* like retirement or health benefit plans, click Hold all employee deductions.
*Employee deductions elected involuntarily (such as levies and garnishments) cannot be suspended.
Selecting employees paid by paper check
Select all workers who have been (or will be) paid by paper check. Click Uncheck All if you just need to pick a few.
Once you've finished customizing this pay run, click Next to review and approve payroll as you normally would with your regular pay runs.
Our Tax Accuracy Guarantee
Bottom line: We take the accuracy of our payroll tax calculations very seriously — and our accuracy guarantee ensures we’ll always have your back.
However, because we file on your behalf using information provided by you, it's important that you provide and input accurate information about your company, its employees, and the states and districts in which they live and your business operates, including all IDs and tax rates. Our Tax Accuracy Guarantee picks up where you leave off by covering all our calculations, and the filings and payments we base on them.
In rare circumstances, OnPay may need additional information from you, or may request you take action in order for us to file and pay your taxes. If such information is requested by us, but never provided by you, any affected tax filings and payments will not be covered by our Tax Accuracy Guarantee.