Void Checks

Menu Path:  Human Resources > Entry & Processing > Payroll > Void Checks

Use this option to cancel a paycheck that was previously posted. Both system-generated and manual checks can be canceled.

• When you void a check, the system reverses all entries that were made in issuing the check. This includes pay, deductions, taxes, leave, and related accruals.

• The system also reverses the charges that were posted to the Fund Accounting System with the Automated Payroll Interface option.

Void a Check

1. Choose the Void Checks page.

2. In the Check Number field, enter the number of the check you want to cancel to display the check's data.

3. If you want to reverse leave that was incremented, select the Reverse Leave Accrual checkbox. Otherwise, leave the field blank.

4. In Current, Month To Date, Quarter To Date, Year To Date, and Fiscal To Date fields, leave the checkboxes selected if you want to reduce pay and deduction accruals by the amounts associated with the check. Clear the checkboxes for accruals that you do not want to reverse.

5. If you want to update the Calendar Cycle Units and Calendar Cycle Earned on the Employee's Earnings by Pay Code page, select the Calendar Cycle Units/Earned checkbox. Otherwise, leave the field blank.

6. In the Increase Encumbrances Remaining checkbox, leave the checkbox selected to restore the encumbrances remaining for deductions associated with the check. Otherwise, clear the checkbox.

7. Click OK.

8. If the pay run selected was defined to process Summer Pay Fiscal Year Accruals, you will be asked if you want to reverse any necessary accruals. Click Yes to reverse the accruals or No leave the accruals unchanged.

9. Review the information on the Void Check page. If the data is correct, click OK.

10. If the check record includes pay codes that are associated with leave codes and your Human Resources Profile's Attendance field is selected, the Attendance page displays. Review the attendance data, then click OK.

11. Click Yes to post the void check.

12. Enter settings for generating the Void Check Journal. The report's default file name is 9999999v.rpt, with 9999999 signifying the check number and "v" for void. If the number has less than seven digits, the system front fills the name with zeros to create an eight-character file name, for example, 0099999v.rpt.

13. Click OK to void the check and post it to a batch file.

    • When a check is void, the current date replaces the cleared date.

    • The batch file is identified by a control number consisting of the letter P, the default pay period ending date of the most recent payroll calculated, and the letter V. For example, if the last payroll calculated had a pay period ending date of 09/11/2017, the control number for voiding the check would be P091117V.

    • Void checks are flagged with a V in the Manual/Void field of the Check History table. In the Check History Report, the flag VOID appears after the check number.

14. Post the check to the Fund Accounting System, using Automated Payroll Interface option.