Loading Paystub Data from Salary Records

The primary workflow for the Paystub Printer is to load data directly from an existing salary record. When the Paystub Printer is opened from a salary record context, all fields are automatically populated with the correct employee information, pay period details, earnings, deductions, and benefits. You rarely need to type paystub data manually.

Automatic Population

When a salary record is associated with the Paystub Printer session, the system reads the salary record and its related data to fill every field on the paystub form. This happens automatically when the printer is launched from within a salary record context, such as clicking a print paystub action from the salary management screen.

What Gets Loaded

The system pulls data from three sources to build the complete paystub:

1. DbEmployeeSalary (Salary Record)

The salary record itself provides the core payroll data:

• Pay Period Start Date — the first day of the pay period
• Pay Period End Date — the last day of the pay period
• Pay Date — the date the payment is issued
• Gross Pay — total earnings before deductions
• Net Pay — take-home pay after all deductions
• Regular Hours — standard hours worked in the period
• Overtime Hours — overtime hours worked in the period
• Regular Rate — the employee's standard hourly rate
• Overtime Rate — the employee's overtime hourly rate

2. DbEmployee (Employee Record)

The employee record provides identifying information:

• Employee Name — the employee's full name
• Employee ID — the numeric employee identifier
• Department — the department the employee is assigned to
• Hire Date — the employee's original hire date
• Position — the employee's job title or position

3. DbSalaryRecordLineItem (Line Items)

The individual line items attached to the salary record provide the detailed breakdown:

• Earnings — each earning type (base pay, overtime pay, bonus, commission) with its name, amount, and calculation details
• Deductions — each deduction (federal tax, state tax, Social Security, Medicare, 401k, garnishments) with its name and amount
• Benefits — each employer-provided benefit (health insurance, dental, vision, life insurance, HSA) with its name and employer contribution amount

Line Item Display

Earnings, deductions, and benefits appear as read-only lists on the paystub form. Each line item shows:

• Item Name — the descriptive name of the earning, deduction, or benefit
• Amount — the dollar amount for this line item
• Percentage — if the item is percentage-based (such as a 6% 401k contribution), both the percentage and the calculated dollar amount are displayed

The calculated amount for percentage-based items is shown alongside the percentage so that the employee can see both how the deduction is determined and what the actual dollar impact is.

Company Information

The Load Company button fills the company name and address from your AccuArk company settings (DBCompanyPrintInformation). This information appears in the paystub header and identifies the employer on the printed document. Click this button after loading salary data to complete the paystub before printing.

Manual Entry

You can also enter paystub data manually for situations where you need to print a stub that does not correspond to an existing salary record. Simply fill in the employee information, pay period dates, and line item amounts directly in the form fields. This is useful for:

• Off-cycle payments — bonus payments or adjustments that are not part of a regular payroll run
• Historical paystubs — recreating a paystub from before AccuArk was in use
• Projected paystubs — creating a preview of what a future paycheck will look like for employee discussions
• Corrections — printing a corrected stub when the original salary record has already been adjusted

Tips

• Always print paystubs from finalized salary records to ensure accuracy. If a salary record is still in draft or has pending adjustments, finalize it before printing. This ensures the paystub matches what was actually paid.
• If you notice a discrepancy between the paystub and the salary record, do not edit the paystub manually. Instead, correct the salary record first and then reload the data.
• Year-to-date totals are most accurate when all prior salary records for the calendar year are complete and finalized in the system.
• For employees with many line items, review the paystub preview to ensure all items fit within the stub dimensions before printing on physical paper stock.