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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. You can initiate a separate process to reverse the direct deposit or try to recover funds from the employee. A reversal of a direct deposit can only be requested within 5 business days of the check date.
      Note: There is a $75.00 reversal fee charged regardless of outcome.
    • 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 can attempt to reverse the Direct Deposit as long as you submit the request within 5 banking days of the check date. Complete a Direct Deposit Reversal Request. When your request is initiated with the banking institution you will receive an email confirmation. The process can take up to 5 days and you will be notified by email as to whether or not the funds were recovered successfully.

    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.
    • You always have the option of attempting to recover the funds directly from the employee.
    For more details on the Direct Deposit reversal process or how to process refund in QuickBooks, see Reverse a Direct Deposit transaction.

    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. Click the Payroll Center icon.
    2. In the Pay Employees section, click the Related Payroll Activities drop-down arrow and then click Edit or Void Paychecks .
    3. Enter a date range in the Show paychecks from and through fields, and click in the display area to show the checks.
    4. Click to select the check you want to void.
    5. Click the Void button.
    6. 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.
    7. Click the Done button to close the Edit/Void Paychecks window.
    8. Choose Employees > Send Payroll Data.
    9. Click Go Online, enter your Payroll Service PIN, and click OK.
    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.

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