[PR] Voiding Check From Closed Period - No Reissue

A check from the closed period needs to be reversed because the employee should have never received the check. Check does not need to be reissued.

Steps

In my Example, EE 250 should not have been paid on the pay period ending 02/20/21

Be sure to print the Payroll Register for the employee involved before beginning this process.  That way you can verify that the outcome is the same as the check was originally. 

In the current Pay Period Control, determine if there is a unique pay sequence to use for this employee. If not, add a Pay Sequence.

I added Sequence 2 to process the Check reversal

Create a new Timecard Entry Batch for this pay period and this Pay sequence

In PR Timecard Entry, go to File Add Timecard to this unique Pay Sequence.

Use the option to Initialize Reversing Timecards from another Payroll.

Enter the period ending date of the incorrect check and enter the unique pay sequence that you want the timecard to post to.

In my example: the pay period is 02/20/21 and the Check Reversal sequence on the current pay period is Sequence 2.

This will add the timecards in as negative

Process and Post the timecard batch.

Go to PR Employee Pay Sequence Control and process the employee

Go to the Deductions tab and override the taxes (typically any routine type deduction like Federal Withholding Tax or State Withholding Tax will calculate a zero amount when the Basis is negative) and anything else that doesn't match the original check. Also, make sure that the Liabilities match the original check. Make sure the Net pay is the same as the original check, except negative. Use the Employee pay stub or the Payroll register from the closed pay period to ensure that the net pay matches

TIP: If any Pre Tax deductions do not calculate on this Pay Sequence make sure that the Calculate on Pay Sequence 1 only box in PR Deductions and Liabilities is not checked. If that box is checked, then these deductions will not calculate on Pay Sequence 2 and they cannot be manually added into PR Employee Pay Sequence Control Deductions Tab.

On the Info Tab, change the check type to Manual.

TIP: if the original payment was made with an EFT change the Payment method to C-Check.

Enter the CM Reference with the original check # and change the CM Ref Seq # to a higher number than originally used (i.e. if original CM Ref Seq = "0", then use "1").

By Default, the original CM Ref Seq for a Computer generated check is 0

Use your current pay period's paid date and month. This will reverse all the earnings, JC, and GL. Make sure that you click on Save and then Process this sequence.

CM will be updated with a negative check for the same amount as the original.