Voiding and Reissuing Payments
- Lori Nye
Voiding and Reissuing a Payroll Payment:
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.
Is the payroll payment being voided and reissued within the same calendar and fiscal year? If so, proceed with the following steps:
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.
To print the new check, locate the new check on the grid and mark the checkbox next to the payment. Click Print Checks. A pop-up window will appear prompting for an output format, file name, print full check, and a memo. Click Process Payments and Done.
Submit the check file to your printing software.
Is the payroll payment being voided and reissued outside the current calendar and/or fiscal year? If so, proceed with the following steps:
Option 1: Void Original Payment, Process Special Pay for Correct Amount now, and file corrections for prior year. (Recommended)
The employee should return the total net amount of the original payment to the district.
Deposit the payment into the district’s payroll clearance.
Process a special pay for the amount the payment should have been.
Click here and follow the steps under the scenario that matches your current processing situation.
Since a W-2C was issued, the amounts from the special pay need to be removed from the current year’s information. To reverse the information involved in the special pay, create Core>Adjustments for all payroll items involved and for any of the following Types that apply:
Total Gross
Applicable Gross
Amount Withheld
Board’s Amount of payroll item withheld
Board’s Pickup Amount of Payroll Item (applicable for Medicare pickup)
Go to Reports>W2 Reports>W2 Report and Submission. Generate the W2 Report for the employee and check for errors and accuracies.
Option 2: Void Original Payment, Process Special Pay for Correct Amount now, and report the correct information in the current calendar year.
If inside the current fiscal year:
The employee should return the net amount of the original payment to the district.
Deposit the payment into the district’s payroll clearance.
Process a special pay for the amount the payment should have been.
Locate the payment that needs voided - either by searching for the employee and going to their dashboard or by going to Payments>Payroll and locating the payment.
Mark the checkbox next to the payment you wish to void and click Void. A pop-up window will appear prompting for a void date. Select a date using the calendar and click Confirm. A window will appear confirming the payment number has been voided. When viewing the payment on the grid, the void date should be listed.
Any payroll items withheld from the voided payment will be placed in the Outstanding Payables as negative amounts and reduce the payment total the next time the Payable is posted. If the Payable payment should not reduced by the voided payment, Payable Adjustments can be posted to assure the Payable payment is posted for the correct amount. To create a Payables Adjustment(s), go to Processing>Process Outstanding Payables and the Payables Adjustments tab. Click Create and a pop-up window will appear. Enter the employee name, payroll item, and employee amount and/or employer amount as a positive value. Enter Payables Adjustment for each Payroll Item effected by the voided payment. Go back to the Payables by Payee tab and verify the employee and/or employer amount(s) listed are accurate.
Go to USAS Integration>Payment Void/Unvoid Submission and click Post to USAS. A message will appear confirming the void payment was submitted to USAS, the date and time the file was submitted, and the latest status.
On the side USAS side, complete the following steps:
Go to Transaction>Pending Transactions and click on Edit next to the appropriate pending transaction.
Click Validate to check the file for any errors and review the details of the pending transaction.
Once verified, click Post. By default, the transaction will be posted as a receipt. The receipt will contain a reduction of expenditure reducing the amount expended and increasing the remaining balance of the account listed on the voided payroll payment. A window will appear prompting for a transaction date. Once the receipt is posted it will be located in the Transaction>Receipt grid.
Assure any retirement amount involved with the voided payment is included when processing the retirement per pay report.
If the voided payment involves a STRS employee, go to Reports>STRS Reporting>STRS Per Pay Report. Under Payroll Payments, assure the checkbox next to the void payment is marked. When the submission file is created, the void payment will be included in the STRS.SEQ file.
If the voided payment involves a SERS employee, go to Reports>SERS Reporting>SERS Per Pay Report. Under Payroll Payments, assure the checkbox next to the void payment is marked. When the submission file is created, the void payment will be included in the SERS_YYYY_MM_DDA.TXT file.
If outside the current fiscal year:
The employee should return the net amount of the original payment to the district.
Deposit the payment into the district’s payroll clearance.
Process a special pay for the amount the payment should have been.
Locate the payment that needs voided - either by searching for the employee and going to their dashboard or by going to Payments>Payroll and locating the payment.
Mark the checkbox next to the payment you wish to void and click Void. A pop-up window will appear prompting for a void date. Select a date using the calendar and click Confirm. A window will appear confirming the payment number has been voided. When viewing the payment on the grid, the void date should be listed.
Any payroll items withheld from the voided payment will be placed in the Outstanding Payables as negative amounts and reduce the payment total the next time the Payable is posted. If the Payable payment should not reduced by the voided payment, Payable Adjustments can be posted to assure the Payable payment is posted for the correct amount. To create a Payables Adjustment(s), go to Processing>Process Outstanding Payables and the Payables Adjustments tab. Click Create and a pop-up window will appear. Enter the employee name, payroll item, and employee amount and/or employer amount as a positive value. Enter Payables Adjustment for each Payroll Item effected by the voided payment. Go back to the Payables by Payee tab and verify the employee and/or employer amount(s) listed are accurate.
Go to USAS Integration>Payment Void/Unvoid Submission and click Post to USAS. A message will appear confirming the void payment was submitted to USAS, the date and time the file was submitted, and the latest status.
On the side USAS side, complete the following steps:
Go to Pending Transactions and click on Edit next to the appropriate pending transaction.
Click Reject. The pending transaction from USPS would typically create the reduction of expenditure to original pay account. However, when a check is voided from a prior fiscal year the amount should instead be posted as a receipt to a 5300 receipt code used for a “refund of a prior year’s expenditure.” Rejecting the pending transaction will send the pending transaction file back to the USPS side under USAS Integration>USAS Payment Void/Unvoided Submission with the USAS Posting Status set to Rejected.
Receipt the voided check to the fund used for the expenditure using a 5300 (refund of prior year’s expenditure) receipt code.
Contact the appropriate retirement system and file the necessary corrections. If an offsetting retirement payables adjustment, in Step 6, was not created the next payment to the retirement system will be shorted by the retirement amount(s) associated with the original payment. If an offsetting retirement payables adjustment, in Step 6, was created the next payment to the retirement system will not be shorted by the retirement amount(s) associated with the original payment and a refund from the retirement system should be requested.
Quarter Report: You should receive the following warning:
CALCULATED ADJUSTED GROSS DIFFERENT THAN TOTAL ADJUSTED GROSS FROM FEDERAL RECORDS
Voiding and Reissuing a Payee Payment:
Go to Payments>Payee and select Payee 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.
To print the new check, locate the new check on the grid and mark the checkbox next to the payment. Click Print Checks. A pop-up window will appear prompting for an output format, file name, print full check, and a memo. Click Process Payments and Done.
Submit the check file to your printing software.
Voiding and Reissuing a Refund Payment:
Go to Payments>Refund and select Refund 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.
To print the new check, locate the new check on the grid and mark the checkbox next to the payment. Click Print Checks. A pop-up window will appear prompting for an output format, file name, print full check, and a memo. Click Process Payments and Done.
Submit the check file to your printing software.