Voiding Payments
- Former user (Deleted)
- Lori Nye
- Lori Miller
- 1 Voiding a Payroll Payment:
- 1.1 Is the payroll payment being voided within the current quarter, within the current calendar year, and within the current fiscal year? If so, proceed with the following steps:
- 1.2 Is the payroll payment being voided outside the current quarter, outside the current calendar year, and within the current fiscal year? If so, proceed with the following steps:
- 1.3 Is the payroll payment being voided outside the current quarter, within the current calendar year, and outside the current fiscal year? If so, proceed with the following steps:
- 1.4 Is the payroll payment being voided outside the current quarter, outside the current calendar year, and outside the current fiscal year? If so, proceed with the following steps:
- 2 Voiding a Payee Payment:
- 3 Voiding a Refund Payment:
Voiding a Payroll Payment:
The scenarios below address the process of voiding a payroll payment (either a payroll payment check or a direct deposit). Locate the scenario that matches your current processing situation and follow the steps outlined in that section.
Items to Consider:
If a direct deposit is voided, the void amount will not be included in the Reports>ACH Submission>Report or Submission File totals. Only if a direct deposit is unvoided, will the void amount be included in the Reports>ACH Submission>Report or Submission File totals.
The employee’s Compensation record will be updated when the payment is voided. The following fields on the Compensation record will updated:
Contract Days Worked
Accrued Wages
Amount Earned
Amount Paid
Pays Paid
A voided payroll payment will not effect the current year’s Earnings Register Report.
Please see the highlighted section after each scenario for a complete list of the fields that will be updated on the Quarter Report. In general, a voided payroll payment will not effect the current year’s Quarter Report. If a payroll payment was created in one quarter and voided in another quarter, the void will process in the quarter the payroll payment was originally created. Thus the reason a 941X needs to be submitted for that quarter.
Please see the highlighted section after each scenario that outlines the effect on the employee’s W2.
Is the payroll payment being voided within the current quarter, within the current calendar year, and within the current fiscal year? If so, proceed with the following steps:
Go to Reports>Employee Master and generate a report (for both the calendar year and fiscal year date ranges). File for audit purposes.
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 applicable, transfer the appropriate funds from the payroll clearance account back to the general account.
Payroll Items: MTD Withholding, MTD Total Gross, MTD Applicable Gross, QTD Withholding, QTD Total Gross, QTD Applicable Gross, FYTD Withholding, FYTD Total Gross, FYTD Applicable Gross, YTD Withholding, YTD Total Gross, and YTD Applicable Gross are updated.
Quarter Report:
Individual's information: QTD Gross, QTD Total, QTD Taxable, YTD Gross, YTD Total, YTD Taxable, FTD Gross, and FTD Total are updated.
Deduction Item Summary: QTD Total, QTD Taxable, YTD Total, YTD Taxable, and FTD Total are updated.
Form 941: Is updated.
W2 Report: Any totals involved in the voided payment are updated.
Is the payroll payment being voided outside the current quarter, outside the current calendar year, and within the current fiscal year? If so, proceed with the following steps:
Go to Reports>Employee Master and generate a report (for both the calendar year and fiscal year date ranges). File for audit purposes.
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.
File a Request to Amend the Quarterly Tax Return (Form JFS-20129) to report the voided information with ODJFS. For ODJFS’s instructions for filing your amendment, please click here.
File a Corrected Wage and Tax Statement (Form W-2C) and a Transmittal of Corrected Wage and Tax Statements (Form W-3C) to report the voided information with the IRS. Form W-2C records, reports, forms, and submissions can be created by going to Reports>W2 Corrections. For our complete W-2C Checklist, click here. For the IRS’s instructions for filing your corrected wage statements, click here.
File an Adjusted Employer’s Quarterly Federal Tax Return or Claim for Refund (Form 941-X) to report the voided information with the IRS. For the IRS’s instructions for filing our adjusted quarterly return, click here.
If applicable, transfer the appropriate funds from the payroll clearance account back to the general account.
Payroll Items: MTD Withholding, MTD Total Gross, MTD Applicable Gross, QTD Withholding, QTD Total Gross, and QTD Applicable Gross, YTD Withholding, YTD Total Gross, and YTD Applicable Gross are not updated. FYTD Withholding, FYTD Total Gross, FYTD Applicable Gross are updated.
Quarter Report:
Individual's information: QTD Gross, QTD Total, QTD Taxable, YTD Gross, YTD Total, and YTD Taxable are not updated. FTD Gross and FTD Total are updated.
Deduction Item Summary: QTD Total, QTD Taxable, YTD Total, YTD Taxable are not updated. FTD Total is updated.
Form 941: Is not updated.
W2 Report: Any totals involved in the voided payment are updated.
Is the payroll payment being voided outside the current quarter, within the current calendar year, and outside the current fiscal year? If so, proceed with the following steps:
Go to Reports>Employee Master and generate a report (for both the calendar year and fiscal year date ranges). File for audit purposes.
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 4, 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 4, 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.
File a Request to Amend the Quarterly Tax Return (Form JFS-20129) to report the voided information with ODJFS. For ODJFS’s instructions for filing your amendment, please click here.
File an Adjusted Employer’s Quarterly Federal Tax Return or Claim for Refund (Form 941-X) to report the voided information with the IRS. For the IRS’s instructions for filing our adjusted quarterly return, click here.
If applicable, transfer the appropriate funds from the payroll clearance account back to the general account.
Is the payroll payment being voided outside the current quarter, outside the current calendar year, and outside the current fiscal year? If so, proceed with the following steps:
Go to Reports>Employee Master and generate a report (for both the calendar year and fiscal year date ranges). File for audit purposes.
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 4, 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 4, 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.
File a Request to Amend the Quarterly Tax Return (Form JFS-20129) to report the voided information with ODJFS. For ODJFS’s instructions for filing your amendment, please click here.
File a Corrected Wage and Tax Statement (Form W-2C) and a Transmittal of Corrected Wage and Tax Statements (Form W-3C) to report the voided information with the IRS. Form W-2C records, reports, forms, and submissions can be created by going to Reports>W2 Corrections. For our complete W-2C Checklist, click here. For the IRS’s instructions for filing your corrected wage statements, click here.
File an Adjusted Employer’s Quarterly Federal Tax Return or Claim for Refund (Form 941-X) to report the voided information with the IRS. For the IRS’s instructions for filing our adjusted quarterly return, click here.
If applicable, transfer the appropriate funds from the payroll clearance account back to the general account.
Voiding a Payee Payment:
The following steps should be taken if a payee payment (either a payee payment check or payee electronic payment) needs to be voided.
Locate the payment that needs voided by going to Payments>Payee.
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 amounts withheld included in the voided payment will be placed in the Outstanding Payables as positive amounts and increase the payment total the next time the Payable is posted. If the Payable payment should not increased by the voided payment (for example, the annuity company sent a payment to the district so the payable should not be shorted), Payable Adjustments can be posted to assure the Payable payment is posted for the correct amount.
If corrections need to be made to the Payee information (for example the name or address), go to Core>Payee and locate the payee. Click the Edit icon and make the necessary changes. Click Save. The Payee updates will be reflected the next time the Payable is posted. 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 negative value. Enter a Payables Adjustment for each employee 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.
Voiding a Refund Payment:
The following steps should be taken if a refund payment (either a refund check or refund ACH) needs to be voided.
Locate the payment that needs voided - either by searching for the employee and going to their dashboard or by going to Payments>Refund 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.
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.