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Reverse a Paycheck - 15.2 and Older

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Overview
Reverse a check if there was an error and the employee has already cashed the check or has deposited it via ACH. A reversal will create an Advance Bank transaction which will deduct or add funds to the employee's future paycheck to remove the outstanding balance.

For more information on reversing a paycheck with transaction-level adjustments, such as reimbursements, per diems, equipment deductions, etc., see the Reverse a Paycheck with Transaction-Level Adjustments help page.

This article ONLY describes how to correct a paycheck. For more information on processing an invoice correction, see the Invoice Corrections help article.
 
Reversing a paycheck will affect tax reporting in Avionté and Greenshades. The check date is used for tax reporting to accurately show when a check was cut and what taxes were processed with that check.
 
While it is important to review check dates when making payroll corrections, it isn't always necessary to correct the check date because totals balance out if checks were cut in the same reporting period (e.g. quarter, year, etc.) Payroll corrections from a previous reporting period (e.g. previous quarter, previous calendar year, etc.) can be back dated, however this will necessitate tax filing corrections and amendments for the previous year/quarter.
 
If back dating a check is necessary, consult Avionté Support before moving forward.
 
 
 
Related Notes
  • The Advance Bank in the employee's record doesn't affect any reports until the new check/next check is processed for the employee. 

  • A check with an incorrect deduction (i.e. child support, healthcare, etc.) should be voided instead of reversed. 

 
 
 
Tutorial Video

 
 
 
 
 
 
Process a Paycheck Reversal
 
  1.  From the Main Menu, navigate to Back Office > Paycheck 

  2. Perform a search, using the search fields at the top of the window, to display results in the Paycheck search grid.

  3. Select the paycheck to reverse by double-clicking on it.

  4. Click the Actions menu.

  5. Click Reverse Paychecks. The Reversal Paycheck window displays.

  6. Fill in the fields with the appropriate information: 



    Field Description
    Accounting Period

    Select the appropriate accounting period.

    Note: Avionté best practice is to process any paycheck corrections in the current accounting period.

    Check Date

    If the original check and the corrected check are issued in the same filing year, set the date to either today's date or a date in the future.

    Note: All corrections should be made in the current accounting period when possible. Do NOT backdate the check date unless it meets the special circumstance outlined below. Manipulating this information will affect quarterly and year end tax filings.

    If the original check was issued in the previous year (i.e. December 2017) and the correction is processed in the current year (i.e. any time in 2018), set the check date to the last day of the previous year (i.e. December 31, 2017). Processing the correction in this way will avoid negative wages in the current year.
    Note: If the check correction was processed across filing years, as described above, it is necessary to amend the previous year filings. Consult your financial adviser for more information.

    Run Type "Check Reverse"
    Bank Select the Bank account that will be used to process this reversed check.
    Description

    Enter information regarding the reversal of the check.

    Note: This is an optional field.

    Generate Original Pay Units Check this box to insert a transaction back into Time Entry so that the pay units can be readjusted. Only check this box if you need to update the transactions (units, quantities, etc.) See Time Entry - Paycheck Correction for more information.
    Apply State Minimum Wage

    Check this box to apply the state minimum wage to the pay units. In some states you can elect to pay the employee the state's minimum wage if the employee walked off the job.

    Reason Enter or select a reason why the check is being reversed.


  7. Click Finish. The check has been processed, and a message that says "Paycheck reversal has been processed" displays.

  8. Click OK.

  9. Another message that says "Payroll has been posted" will display. Click OK.

 

 

 

Example

Employee Ann Smith’s check (#12345) was paid a gross amount of $550.00. Taxes amounting to 125.00 were then deducted, leaving her with a Net amount of $425.00. She was given a reimbursement of $450.00 (a negative deduction created in Time Entry) leaving her with a check total of $875.00.


Ann Smith #12345

Gross: $550.00 -
Taxes: $125.00 -
Deduction: -$450.00
Total: $875.00


She cashed this check, before it was voided, necessitating a reversal. If we reverse check #12345, the system will create rv12345 that voids out check #12345, creating a net pay of $0.00 between the two checks and keeps Avionté’s record complete.


Ann Smith rv12345

Gross: -$550.00 -
Taxes: -$125 -
Deduction: $450.00
New Advance Bank Total: 875.00


The system will also produce an Advance Bank deduction of $875.00 on the employee’s record to recoup the original funds from her next check. However, when reprocessing the new check, we will need to edit the check to increase the Advance Bank deduction make up for the $450.00 reimbursement paid on the reversed check.

 

Ann Smith #12346

Gross: $550.00 -
Taxes: $125 -
Deduction: -$450.00 -
Advance Bank Total: 425.00
Check Amount: 450.00

Make Edit in Payroll > Checks

Ann Smith #12346


Gross: $550.00 -
Taxes: $125 -
Deduction: -$450.00 -
New Advance Bank Total: $875.00
Check Amount: $0.00

 

Increasing this to match the Advance Bank amount listed in the Employee record will subtract this amount from the next check and recoup lost money.


Note: The Advance Bank amount should not be increased to the point where the final check delivered check is negative. 

 

 


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