Voiding a Payroll Check/Direct Deposit (Option 1)

If a Payroll Check or Direct Deposit needs to be voided the following process needs to occur:

1. To void an individual employee Check(s) or Direct Deposit(s) go to the Dashboard and find the employee.
2. Click on Payments
3. Check the box next to the Check(s)/Direct Deposit(s) you wish to void.
4. Click on the button.
5. Enter in or select a Void Date and click You will get a message that the payments(s) have been voided and the Void Date will then appear on the grid.
6. 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.
7. 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
8. If Outstanding Payables have not been processed, then the amount voided will reduce the payment to the respective Payee.
9. The following fields on the Compensation record are updated by the void as well:
   • Contract Days Worked
   • Accrued Wages
   • Amount Earned
   • Amount Paid
   • Pays Paid
10. After check is voided, then go to USAS Integration and click on Payment Void/Unvoid Submission option, to post to USAS.
11. Go to USAS>Pending Transactions >click on Edit and Post.
12. 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.
13. If a SERS employee, select 'Generate Submission Adjustment Only Submission File?' for the voided check/DD.

Voiding a Payroll Check/Direct Deposit (Option 2)

1. Go to Payments /Payroll/Payroll Payments locate the Check(s) or Direct Deposit(s) you wish to Void.
2. Check the box next to the Check(s) or Direct Deposit(s) you wish to void.
3. Click on the button.
4. Enter in or select a Void Date and click You will get a message that the Payments(s) have been voided and the Void Date will then appear on the grid.
5. 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.
6. 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.
7. If Outstanding Payables have not been processed, then the amount voided will reduce the payment to the respective Payee.
8. The following fields on the Compensation record are updated by the void as well:
   • Contract Days Worked
   • Accrued Wages
   • Amount Earned
   • Amount Paid
   • Pays Paid
9. After check is voided, then go to USAS Integration and click on Payment Void/Unvoid Submission option, to post to USAS.
10. Go to USAS>Pending Transactions>click on Edit and Post.
11. 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.
12. If a SERS employee, select 'Generate Submission Adjustment Only Submission File?' for the voided check/DD.

Voiding a Payee Check

If a Payee Check or Electronic Transfer needs to be voided the following process needs to occur:

1. Go to Payments /Payee/Payee Payments and locate the Check(s) or Electronic Payment(s) you wish to Void.
2. Check the box next to the Check(s) or Electronic Transfer(s) you wish to void.
3. Enter in or select a Void Date and click You will get a message that the Payments(s) have been voided. And the Void Date will then appear on the grid.
4. When the Void is processed all Outstanding Payables associated with that payment are reflected on the Outstanding Payables screen as a positive amount.
5. If corrections need to be made to the Payee Name or address this can be done under Payee and then a new check/electronic transfer can be processed in Outstanding Payables. The corrections made to the Payee data will be reflected in Outstanding Payables before reprocessing a new transaction.
6. If the Outstanding Payables should not be processed at all and removed from Outstanding Payables (maybe Payee returned money to district for payment.) The user can create an offsetting transaction, which can be processed by going to Payables Adjustments. You will then go to the Payables Adjustment tab. Click on enter in an Employee that has this Payroll Item, choose the Payroll Item, and then enter in the offsetting negative employee amount and or employer amounts. This will then create a 0-dollar record in Outstanding Payables, and these can be selected when posting other Outstanding Payables, so they are removed from the screen. If just one employee amount is being removed, then the total amount on the Outstanding Payables will reflect that reduction that was processed on Payables Adjustment and a new check can then be processed for that Payee.

Voiding a Refund Check (Option 1)

If a Refund Check or Direct Deposit needs to be voided the following process needs to occur:

1. To void an individual employee refund Check or Direct Deposit go to the Dashboard and find the employee.
2. Click on Payments/Refund Payments tab.
3. Check the box next to the Check(s) or Direct Deposit(s) you wish to void.
4. Click on the button.
5. Enter in or select a Void Date and click You will get a message that the Payments(s) have been voided. And the Void Date will then appear on the grid.
6. When the Void is processed all Outstanding Payables associated with that payment are reflected on the Outstanding Payables screen accordingly.
7. If a new refund payment is processed for the employee or a regular pay is processed those amounts in Outstanding Payables will be taken into consideration by the amounts from the payment processed.
8. The refund payment will also go back to the Processing/Payroll Item Refund screen.
9. If a new refund check is desired for this same Payroll Item go to Processing/Payroll Item Refund. The modify button can be used to change the Amount and then the Payroll Item Refund process can be ran again.
10. Outstanding Payables will be adjusted accordingly.
11. 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.
12. If a SERS employee, select 'Generate Submission Adjustment Only Submission File?' for the voided check/DD.

Voiding a Refund Check (Option 2)

1. Go to Payments /Refund locate the Check(s) or Direct Deposit(s) you wish to Void.
2. Check the box next to the Check or Direct Deposit you wish to void.
3. Click on the button.
4. Enter in or select a Void Date and click You will get a message that the Payments(s) have been voided and the Void Date will then appear on the grid.
5. When the Void is processed all Outstanding Payables associated with that payment are reflected on the Outstanding Payables screen accordingly.
6. If a new refund payment is processed for the employee or a regular pay is processed those amounts in Outstanding Payables will be taken into consideration by the amounts from the payment processed.
7. The refund payment will also go back to the Processing/Payroll Item Refund screen.
8. If a new refund check is desired for this same Payroll Item go to Processing/Payroll Item Refund. The modify button can be used to change the Amount and then the Payroll Item Refund process can be run again.
9. Outstanding Payables will be adjusted accordingly.
10. 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.
11. If a SERS employee, select 'Generate Submission Adjustment Only Submission File?' for the voided check/DD.

Voiding a Check from a Prior Fiscal Year

1. Print an employee master report for the employee using Reports>Employee Master insuring a record of all FYTD and deduction information.
2. Void the payroll check using Payments>Payroll>Payroll Payments. Locating the payment and clicking on the box next to the payment and then clicking on the Void Use a transaction date from the current fiscal year and go to USAS Integration>USAS Payment Void/Unvoid Submission. When you select Post to USAS for this void the appropriate cash account(s) will be increased and a reduction of expenditure to the appropriate budget account(s) will be posted. This reduction of expenditure will not show up on current reports if a date from a prior fiscal year is entered, causing a district to not balance at the end of the month.
3. Payments>Payroll>Payroll Payments/Void If the check is for a prior fiscal year, the QTD, MTD, and FTD fields on the deduction records will not be updated based on the posting period. However, if the pay date on the voided check is in the current calendar year, the YTD fields will be updated. Print another Reports>Employee Master for the employee. Check the report carefully. If necessary, adjust the Processing>Payroll Payments using Payables Adjustments to accommodate the effects of the void.
4. Process a negative reduction of expenditure to reverse the reduction of expenditure that is automatically posted by the system when USAS Integration>USAS Payment Void/Unvoid Submission is used.
5. Receipt the voided check to a 5300 (refund of prior year's expenditure) receipt code.
6. Contact the appropriate retirement system and annuity companies for necessary refunds. There will be a negative amount in Outstanding Payables for the employee retirement share. Process a positive Payables Adjustment for the amount to offset the negative since a request has been made to the retirement entity for a refund for a previous fiscal year.
7. 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.
8. You will need to file a Form 941X (Adjusted Employer’s QUARTERLY Federal Tax Return or Claim for Refund)
9. Transfer the appropriate funds from the payroll clearance account back to the general account.

Voiding a Payroll Check from prior Calendar and Fiscal Years

1. Reconcile the checks.
2. Post the checks to 5300 (refund of prior year's expenditure) receipt code.
3. Contact the appropriate retirement system and annuity companies for refunds.
4. 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.
5. 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).
6. File a Statement to Correct Information (Form 941X).

Voiding a Payroll Check from prior Calendar Year

1. Void the Check and process 'USAS Payment Void/Unvoid Submission'
2. 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.
3. 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.
4. If Outstanding Payables have not been processed, then the amount voided will reduce the payment to the respective Payee.
5. 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.
6. 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).
7. File a Statement to Correct Information (Form 941X)
8. If a STRS employee, include the Voided Check/DD to be included in the STRS Submission file, under 'Payroll Payments' in STRS Per Pay Reporting.
9. Void will not affect current year Earnings Register
10. Void will not affect current year W2
11. Void will not affect current year Quarter report

Voiding a Payroll Check from a prior Calendar Year and running a Special Pay for the correct amount in current year

1. Have employee return the Net Pay of the Check
2. Deposit into payroll clearance.
3. Void the check and process 'USAS Payment Void/Unvoid Submission'
4. Run a Special Pay for the correct amount that should've been paid in prior year
5. 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.
6. 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.
7. If Outstanding Payables have not been processed, then the amount voided will reduce the payment to the respective Payee.
8. 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.
9. 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).
10. File a Statement to Correct Information (Form 941X)
11. 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)
    1. 
12. Run W2 for employee to check for errors.
13. Quarter Report will be off by the amount of 001 Total gross **CALCULATED ADJUSTED GROSS DIFFERENT THAN TOTAL ADJUSTED GROSS FROM FEDERAL RECORDS**
14. Transfer the appropriate funds from the payroll clearance account back to the general account.
15. 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.
16. If a SERS employee, select 'Generate Submission Adjustment Only Submission File?' for the voided check/DD.

Voiding a Payroll Check from a prior Quarter - (the void will show in the Quarter that the check was created in)

1. Void the Check and process 'USAS Payment Void/Unvoid Submission'
2. 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.
3. If Outstanding Payables have not been processed, then the amount voided will reduce the payment to the respective Payee.
4. 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.
5. If a STRS employee, include the Voided Check/DD to be included in the STRS Submission file, under 'Payroll Payments' in STRS Per Pay Reporting.
6. Void will not affect current Quarter report