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    Void, cancel, or recall an Assisted payroll check

    Article ID: 1000689

    Overview

    This article describes how to void, cancel, or recall an employee paycheck.

    Details

    You do not need to void paychecks for the following reasons:
    • To correct an error in the beginning or ending dates for the payroll. These dates are only used as a reference or memo to indicate the date range the employee is being paid for; they are not used by taxing agencies to determine tax liabilities and payment due dates.
      • To edit the pay period, make a notation in the Memo field in your check register to indicate the correct pay period dates.
    • Editing the earnings items (even after payroll has been submitted to Intuit) as long as it doesn't affect the Gross or Net amounts of a check.
      • For example, if the Job costing is incorrect, and you need to split the wages, you can edit the check and assign the correct number of hours for each earning item. The Net Pay Lock error may appear, (Net pay is locked on this paycheck. You can edit the paycheck, as long as your changes do not affect gross or net pay...) but if you select No, the change will remain.

    To cancel a paycheck, you can either delete or void the paycheck, depending on whether or not you have sent it to QuickBooks Assisted Payroll:

    • If you have not yet sent the paycheck to QuickBooks Assisted Payroll, you can delete it. Deleting a paycheck does not affect payroll tax filing. See detailed instructions on deleting a paycheck.
    • If you have already sent the paycheck to QuickBooks Assisted Payroll, you need to void it. Voiding a paycheck does affect payroll tax filing.

    If you void a paycheck before the payroll deadline, taxes and direct deposit funds will be credited to your account. (The deadline for Assisted Payroll is 5:00 p.m. (Pacific time) 2 banking days before the paycheck date.

    If you void a paycheck after payroll processing begins:

    • Tax funds will be applied to future payrolls in the same quarter (as long as the void is done before Intuit has made the tax deposits).
    • If the paycheck is in the last payroll of a quarter, tax funds may be refunded by the taxing agencies, or is held for the next quarter payroll.
    • Direct deposits cannot be stopped once they have offloaded. You can request a direct deposit reversal if it falls within the Intuit Guidelines. Please see the Reverse a Direct Deposit aritcle for additional information. 
    • If you void and recreate a paycheck that an employee has already cashed, it must be recreated with the original checkdate; note that this could cause backdating fees.
    • If the void is for a paycheck dated in a prior quarter, you will need amendments for all quarters affected.

    Before voiding a paycheck, consider the following options:

    • If you have underpaid an employee, please issue an additional check or make up for the under payment on the next payroll.
    • If you have overpaid an employee consider correcting the overpayment on a future paycheck. For example: If an hourly employee was overpaid by 6 hours, on the next payroll take back the overpayment by reducing the hours paid by 6.
    • Do not void the check if the only error is the pay period. Pay periods do not affect taxes as those are based on the check date.
      To resolve a pay period error:
      1. Go to the Banking drop-down menu.
      2. Double-click the paycheck.
      3. Add a memo with the correct pay period.
      4. Click Save & Close.
    • Do not void if the check was written for wages that have been earned, but not cashed for a long period of time. This is considered Escheat or Unclaimed Wages. Refer to Escheat Regulations for Unclaimed (Uncashed) Wages.
    • Do not void the check if it was lost or destroyed. Refer to Issue a Lost Paycheck to an Employee.
    • Do not void the check if the state unemployment rate was wrong. Refer to SUI rate change for Assisted Payroll.
    • Do not void a check if a direct deposit was rejected. Refer to Direct Deposit Rejects.

    To void a paycheck:

    Important: Always make a backup right before voiding. (If a check is voided in error and no backup is made, the only way to get the paycheck back into the employee's wages is to recreate it. When the check is sent, it will redebit for taxes, which may not be credited immediately.)
    1. Create a backup.
    2. Click the Employees drop-down menu.
    3. Select Edit/Void Paychecks.
    4. On the Edit/Void Paychecks window, change both the Show paychecks through/from date to the date of the check and then step off of the date window.
    5. Highlight the check in question and click on Void.
    6. In the pop-up window, enter "yes" and click Void again.
    7. Repeat as necessary to include all checks that need to be voided.
    8. Click Done to close out of the Edit/Void Paychecks window.
    9. Click Employees on the top menu bar, and select Send Payroll Data.
    10. Click Send. You will note that there are 0 paychecks for 0 dollars to send. This step is done in order for Intuit's servers to receive the void information from your QuickBooks to show a check has been modified.
        • When sending a voided paycheck, you may receive the message that QuickBooks cannot find the following account. You will need to click the down arrow and select Payroll Service Asset Account from the list of Accounts. QuickBooks uses this account for Assisted Payroll, to post any tax credit (over paid taxes) as result of void.
        • Once Intuit's Payroll System receives the voided check, you will get a message in QuickBooks that Your payroll session has succeeded.
    11. To verify the paycheck has been voided, look in your bank register that is used to pay employees. The memo line will show a modification has been made to the check(s).

    Now you can recreate the check(s) as necessary.

    Once the check(s) have been recreated and sent to Intuit, you can print the checks as paper checks or paystubs for direct deposit, making sure to send at least 2 business banking days before the check date.

    To confirm that the payroll was recalled successfully:

    1. From the QuickBooks Banking menu, choose Use Register.
    2. From the Select Account drop-down list, select the bank account you use for payroll, and then click OK.
    3. Double-click the QuickBooks Payroll Service liability check that matches the date of your most recent paychecks. (Liability checks are marked with a lightning bolt.)
    4. On the Memo line of the liability check, look for the message "Adjusted for voided paycheck(s)."
    5. The total amount of payroll debit would have been reduced by the amount of taxes on the voided checks sent to the payroll Service.
    6. The voided paychecks will show "Funds Recovered" on the Memo field.
    You can only recall or void payroll up until 5:00 p.m. (Pacific time), 2 banking days before the paycheck date to recover payroll taxes.

    Voiding Direct Deposit Paychecks in Assisted Payroll:

    If you need to make changes to a Direct Deposit paycheck after it has been sent, you must first void the paycheck you already sent and then create and send a new paycheck. Remember to create a Direct Deposit offset item so that the employee does not receive a second Direct Deposit amount. Do not edit a paycheck that was already sent; doing so will prevent the void from being successful.

    Recovering funds:

    After a Direct Deposit transaction is transmitted to an employee's financial institution, there is no way to prevent the funds from being credited to the employee's account. Therefore, your best option is to send the void to Intuit before the start of payroll processing, which begins at 5 p.m. Pacific time, 2 days prior to the paycheck date or on the day Intuit receives your payroll data, whichever is earlier.

    If you send the void after Intuit has processed payroll, you will need to recover the funds back from your employee directly. If the deposit was sent to an incorrect bank account or the employee is no longer with the company a request for reversal may be an option. 

    Keep the following in mind:
    • Intuit cannot guarantee that the funds will be recovered.
    • If the entire amount of the Direct Deposit is not available in the employee's account, the reversal will be rejected and no funds will be recovered.
    • A $75 fee is applied per payroll check date for Direct Deposit reversals, plus any applicable state sales tax.
    • Your employee has the legal right, according to Automated Clearing House (ACH) rules, to dispute the reversal of the Direct Deposit within 60 days of the date of the reversal.
    • If the direct deposit reversal is successful, or the employee arranges to give the net back, you will need to void the paycheck and send payroll data to Intuit to complete the reversal.
    For more details on the Direct Deposit reversal process see Reverse a Direct Deposit transaction.  For steps on how to process a direct deposit refund in QuickBooks, see the expandable Direct Deposit Reversal section below.

    To edit or void a Direct Deposit paycheck with Assisted Payroll:

    Note: Intuit recommends that you back up your data before you void paychecks.
    1. Create a backup.
    2. Click the Employees drop-down menu.
    3. Select Edit/Void Paychecks.
    4. On the Edit/Void Paychecks window, change both the Show paychecks through/from date to the date of the check and then step off of the date window.
    5. Highlight the check in question and click on Void (or Edit).
    6. In the pop-up window, enter "yes" and click Void again.   (If editing the paycheck, the paycheck will open and update as needed.  If the paycheck has been sent to the payroll service, not all fields are editable.)
    7. Follow the instructions in the message that appears.
      Note: These instructions vary based on the check date. After you void the paycheck, a notation is included in the Memo field, and the net amount of the check is 0.00.
    8. Repeat as necessary to include all checks that need to be voided.
    9. Click the Done button to close the Edit/Void Paychecks window.
    10. Choose Employees > Send Payroll Data.  You will note that there are 0 paychecks for 0 dollars to send. This step is done in order for Intuit's servers to receive the void information from your QuickBooks to show a check has been modified.
    11. Click Send All, enter your Payroll Service PIN, and click OK.  
      • When sending a voided paycheck, you may receive the message that QuickBooks cannot find the following account. You will need to click the down arrow and select Payroll Service Asset Account from the list of Accounts. QuickBooks uses this account for Assisted Payroll, to post any tax credit (over paid taxes) as result of void.
      • Once Intuit's Payroll System receives the voided check, you will get a message in QuickBooks that Your payroll session has succeeded.
    Remember that voiding a paycheck is not like voiding other kinds of checks; paychecks have tax and other liability calculations that can be affected when a check is voided.

    Direct Deposit Reversal:  If you have completed a successful Direct Deposit Reversal, void the Paychecks.

    For more information on reversals see Reverse a direct deposit.

    Initiating the Direct Deposit reversal will not void the paychecks in QuickBooks, nor credit the taxes. If the reversal is successful, you will need to manually void the paychecks:

    1. Create a backup.
    2. From Employees on the top menu bar.
    3. Select Edit/Void Paychecks.
    4. On the Edit/Void Paychecks screen, change both the Show paychecks through/from date to the date of the check and step off of the date dialog box.
    5. Highlight the check in question and click Void. A pop-up box will appear, where you will have to type "yes" and click Void once again. Mark the option agreeing to the terms and conditions of voiding the paycheck.
    6. Repeat as necessary to include all checks that need to be voided.
    7. Once the check(s) have been voided, close out of the Edit/Void Paychecks window.
    8. Then click on Employees on the top menu bar, and select Send Payroll Data.
    9. Click Send. You will note that there are Zero direct deposit checks to send. This step is done in order to let QuickBooks connect with the server to let it know there has been a check modified and will be removed from direct deposit.
      • When sending a voided paycheck, you may receive the message that QuickBooks cannot find the following account. You will need to click the down arrow and select Payroll Service Asset Account from the list of Accounts. QuickBooks uses this account for Assisted Payroll, to post any tax credit (over paid taxes) as result of void.
      • Once Intuit's Payroll System receives the voided check, you will get a message in QuickBooks that Your payroll session has succeeded.
    10. The refund check from QuickBooks Payroll Service should be downloaded into the Register for the reversed amount.

    If it isn't there, you will need to manually make a Deposit:
    1. From the Banking menu, select Make Deposits.
    2. In the Deposit to field box, choose the Bank Account for payroll. The date should be the checkdate of the original paycheck.
    3. Under the Received From column, choose the Employee whose paycheck was reversed.
    4. In the Account Column, assigned Direct Deposit Liabilities.
    5. Enter the amount of the reversed paycheck under the Amount column.

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