Voiding employee pay

Certain payroll mistakes can be fixed by voiding an employee’s pay. This process should be performed only if the employee’s net pay hasn’t been withdrawn from the district’s bank account yet. If it has, see Fixing incorrect payroll values instead.

There are two types of voiding that you may want to use:

Void direct deposit/paycheck only
Void entire payroll run for employee

Void direct deposit/paycheck only

When the data on the pay stub is correct but the pay needs to be re-issued, you will use the option Void direct deposit/paycheck only. This option will let you re-issue payment without needing to redo any of the payroll data. It may be used in circumstances such as:

• Misprinted check or check lost in the mail
• Direct deposit details need to be changed before the ACH file was submitted to the bank
• The ACH file was submitted to the bank, but an employee’s direct deposit failed because of incorrect details

If the employee is paid by check:

1. Go to Financials Main > Payroll > Payroll Runs
2. Use the down arrow next to a payroll run to reveal and select Paychecks
3. Use the down arrow next to an employee to reveal and select Void
4. Choose Void direct deposit/paycheck only
5. Void

If the employee is paid by direct deposit, and you need to adjust their payment method before the ACH file is submitted to the bank:

1. Go to Financials Main > Payroll > Payroll Runs
2. Use the down arrow to reveal and select Paychecks
3. View Paycheck Files
4. Void the ACH file
5. Return to the Paychecks page
6. Use the down arrow next to the employee to reveal and select Void
7. Select Void direct deposit/paycheck only
8. Check Mark direct deposit info invalid to prevent this employee from being paid via ACH until new direct deposit info is entered.
9. Void

If the employee is paid by direct deposit, and you need to adjust their payment method because the original direct deposit failed after the ACH file was submitted to the bank:

1. Go to Financials Main > Payroll > Payroll Runs
2. Use the down arrow next to a payroll run to reveal and select Paychecks
3. Use the down arrow next to an employee to reveal and select Void
4. Select Void direct deposit/paycheck only
5. Check Mark direct deposit info invalid to prevent this employee from being paid via ACH until new direct deposit info is entered.
6. Void

Void entire payroll run for employee

When the data on the pay stub is incorrect, you may be able to Void entire payroll run for employee. This will cancel out any effect the employee had on the payroll run, taking away their net pay and reducing any liability balances the employee affected. After voiding, you will create a new ACH file without that employee, and then generate a separate payroll run to re-do the data for the voided employee.

The process differs slightly depending on whether:

• The employee was paid by check
• The employee was paid by ACH

If the employee was paid by check:

1. Go to Financials Main > Payroll > Payroll Runs
2. Use the down arrow next to a payroll run to reveal and select Paychecks
3. Use the down arrow next to an employee to reveal and select Void
4. Choose Void entire payroll run for employee if the payroll data is incorrect. This cancels out any effect the employee had on the payroll run, taking away their net pay and reducing payroll liability balances by the amounts that employee contributed.
5. Void

If the employee was paid by direct deposit, you will need to void the entire ACH file, then void the employee with incorrect data:

1. Go to Financials Main > Payroll > Payroll Runs
2. Use the down arrow to reveal and select Paychecks
3. View Paycheck Files
4. Void the ACH file
5. Return to the Paychecks page
6. Use the down arrow next to the employee to reveal and select Void
7. Select Void entire payroll run for employee
8. Uncheck Mark direct deposit info invalid
9. Void
10. Generate ACH/Paychecks to create a new ACH file for the remaining employees
11. Create a new payroll run for the voided employee(s)