Employee deceased - payroll question

[hamrickdt]

We had a nursery worker that was killed tragically in a car accident last week. Trying to make things easier on the spouse and family, one of the SPRC members did some research and based upon the Texas Probate code, chapter 160, section b, we are able to make the check out in the spouses name and mail it to him.

My question is, because the information is set up in PC in the payroll module under his wife - do I just go into the Maintain List of Employees and put his name? Is that the only change I make? How will that affect the W2/W3 information for next year? Today is payday and I was just given this information - your help would be greatly appreciated.

Thank you,

[NeilZ]

We had a nursery worker that was killed tragically in a car accident last week. Trying to make things easier on the spouse and family, one of the SPRC members did some research and based upon the Texas Probate code, chapter 160, section b, we are able to make the check out in the spouses name and mail it to him.

My question is, because the information is set up in PC in the payroll module under his wife - do I just go into the Maintain List of Employees and put his name? Is that the only change I make? How will that affect the W2/W3 information for next year? Today is payday and I was just given this information - your help would be greatly appreciated.

Thank you,

I would do a manual check in this instance. I would print the check as normal in Powerchurch, but use zero as the check number, and print it on blank paper.

Then I would write the payroll check manually out to the spouse, and write in memo: Paycheck for xxxxx (the person),

I think this will do it, unless someone chimes in with a better idea. You don't want to add the person as an employee, and make the check out to him in that way, causes all sorts of issues.

[hamrickdt]

Neil,

Thank you for the reply. While I was waiting, I also emailed one of your teaching consultants that I am in contact with, who suggested that I write the check for the gross amount to the family member from accounts payable and don't hold out any taxes. Again, how does this work when it comes time for the W2/W3?

If the above does not work and I do what you are suggesting - please let me make sure I am understanding. I write the check out as normal in the payroll module of PC, but when it comes time to print - input '0' as the check number and print it on a blank piece of paper. Then handwrite the check to the spouse putting the nursery worker's name in the memo. I would want to make a copy of this and staple it to the printed paper check - right? So, because the 'blank paper check' was printed under the nursery workers information, then that should tie up the loose ends as far as the W2/W3 - right? Have I missed anything? What about the handwritten check...does that come into play anywhere when it comes time for the W2/W3? I'm sorry, I'm getting confused .

Thank you for your help....this will be one less thing for the family to deal with at this time.

[hamrickdt]

Here's another thing - by using '0' as the check number for the nursery worker and then hand writing the family member's check on an actual check - once he cashes it, it will show up on the bank statement but not in the system.

Wouldn't it be okay to do everything you've suggested except go ahead and put the actual check number in that I'll be printing the family member's check on? Print the nursery workers check out on blank paper, but with the actual check number, then write the family member's check out on that check and make a copy. There will be two checks with the same check number- one on a piece of paper out of PC made out to the nursery worker and the other, an actual check that was handwritten to the spouse.

Does this work?

[NeilZ]

Wouldn't it be okay to do everything you've suggested except go ahead and put the actual check number in that I'll be printing the family member's check on? Print the nursery workers check out on blank paper, but with the actual check number, then write the family member's check out on that check and make a copy. There will be two checks with the same check number- one on a piece of paper out of PC made out to the nursery worker and the other, an actual check that was handwritten to the spouse.

Does this work?

Sounds like a winning solution !! You print the check on the blank paper, so that you have all the witholding information listed, and you then hand write the check to the spouse for deposit in their account.

This should work, however, there is a problem if there is an estate that must be probated. You would have to write the check to 'the estate of' ...

Also ... I hope you're not under the impression I work for Pouerchurch. I am just one of many who are day to day users and who assist other users on the forum.

[hamrickdt]

Thank you....this seemed to work.

Yes I did think you worked for PC! Very knowledgeable and helpful!

Thank you again.

Tammy