The following information will step you through the process of voiding and reissuing payments. Locate the scenario that matches your current processing situation and follow the steps outlined in that section.
Voiding and Reissuing a Payroll Payment:
Go to Payments>Payroll and select the Payroll Payment Checks.
Locate the payment that needs voided/reissued.
Mark the checkbox next to the payment you wish to void/reissue and click Reissue. A pop-up window will appear prompting for a bank account, new check number can be left blank and the system will assign the next number on file, and reissue date using the calendar. Click Confirm. A window will appear confirming the payment number that was voided and the new payment number.
Once selected, the Re-issue button will be available at the top of the grid.
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Click on Re-issue and a box will pop up for you to select your bank, enter new check number, or leave blank to use the next number on file, and the Reissue Date.
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Once processed you will see a message that the check has been reissued.
To Print the new check, locate the new check on the grid and select the new check with the box at the very left.
Click on Print Checks to create the .xml print file.
Print check.
Voiding a Payroll Check from a prior Calendar Year and/or Fiscal Year and running a Special Pay for the correct amount in current year
Have employee return the Net Pay of the Check
Deposit into payroll clearance.
Void the check and process 'USAS Payment Void/Unvoid Submission'
Run a Special Pay for the correct amount that should've been paid in prior year
If Outstanding Payables had previously been processed, when the Void is processed, all Outstanding Payables associated with that payment are reflected on the Outstanding Payables screen as a negative amount.
If a new payment is processed for the employee or a regular pay is processed those negative amounts will be taken into consideration by the positives from the payment processed.
If Outstanding Payables have not been processed, then the amount voided will reduce the payment to the respective Payee.
Submit correction to ODJFS- To file your amendment online, please visit the jfs.ohio.gov. You may enter values manually. To file by paper, use a Request to Amend the Quarterly Tax Return (JFS-20129)to correct wage items. A separate Request to Amend the Quarterly Tax Return (JFS-20129) must be submitted for each quarter being corrected. Each employee record you wish to amend must contain a social security number, employee name, the data to be amended as originally reported, the corrected data and a reason code.
Submit to IRS a Statement of Corrected Income and Tax Amount (Form W-2c) and a Transmittal of Corrected Income and Tax Amount (Form W-3c).
File a Statement to Correct Information (Form 941X)
To remove Special Pay earnings from current year, use Core/Adjustments, add negative Total Gross, Applicable Gross, Amount Withheld and Board's Amount of payroll item withheld and/or Medicare Pickup, use Board's Pickup Amount of Payroll Item, to the Payroll Items that were affected by the SP. (Use Employee Dashboard/Payments, to get amounts for adjustments)
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Run W2 for employee to check for errors.
Quarter Report will be off by the amount of 001 Total gross **CALCULATED ADJUSTED GROSS DIFFERENT THAN TOTAL ADJUSTED GROSS FROM FEDERAL RECORDS**
If a check was created in one quarter and voided in another, the void will still process in the quarter that it was created. A 941X for the quarter the check was originally included in, should be filed.
Transfer the appropriate funds from the payroll clearance account back to the general account.
If STRS or SERS employee, include the Voided Check/DD to be included in the STRS or SERS Submission file, under 'Payroll Payments' in SERS or STRS Per pay Reporting.
If a SERS employee, select 'Generate Submission Adjustment Only Submission File?' for the voided check/DD.
Voiding and Reissuing a Payee Payment:
Go to Payments/Payee
Click on the Payee Payment Checks tab
Locate the check on the grid and select with the box on the left.
Click Re-issue at top of grid. This process will void/reissue in one process.
Pop Up box for Reissue Checks will appear
Select Bank, enter new check number, or leave blank to use the next number on file, and the Reissue Date.
Click confirm to create check file for printing.
Find newly issued check on grid and select with the box on left.
Click Print Checks to create the .xml file for printing.
Print check