This article explains how to void or cancel an employee paycheck in Patriot Payroll. The video above shows where to find the Void Payroll tool, how to select checks, how to confirm the void, and how to check that a paycheck was voided.
What does it mean to void a paycheck?
Voiding a paycheck cancels it in Patriot Payroll and reverses the payroll amounts tied to that check. Voiding is different from deleting because the paycheck stays in your records as a voided check.
When you void a paycheck, Patriot Payroll reverses the check's earnings, deductions, contributions, employee taxes, and employer taxes.
Which plans can void a paycheck?
Voiding a paycheck is available for both Basic Payroll and Full Service Payroll. If you have Full Service Payroll, you can only void checks that have not yet been included in your tax filings.
What to know before you void a paycheck
You can void an employee paycheck from the Void Payroll tool, the Payroll Register report, or the employee's Paychecks tab.
The Void Payroll tool can void up to 10 checks at a time. To void more than 10 checks, finish the first batch and then repeat the steps.
If the paycheck was paid by direct deposit, Patriot may be able to stop the collection from your bank account and the payment to the employee if you void the paycheck before the deadline. The direct deposit collection status appears at the end of each row when you void the paycheck. If you voided a direct deposit paycheck, see Voided Direct Deposit Paycheck Refund Scenarios to learn what happens next.
Voiding contractor and vendor payments
To void a contractor payment in payroll, see Voiding a Contractor Payment. To void a vendor payment in accounting, see Voiding A Vendor Payment in Accounting.
How to void a paycheck with the Void Payroll tool
Use the Void Payroll tool to void a single check or up to 10 checks at one time.
Go to Payroll > Payroll Tasks > Void Payroll.
In Step 1, a list of checks you can void appears. If you have the payroll tax filing service, you cannot void checks from tax periods that have already been filed. To look at a different time period, select a different pay date (back to the previous month) and click Run Report.
Click View Details next to a check to confirm it is the one you want to void.
Check the box next to each check you want to void, then click Continue to move to Step 2.
In Step 2, review the checks to be voided. If you have Full Service Payroll, you will see a refund of the payroll taxes from the voided checks.
Click Void Payroll Entries to void the checks, or click Cancel to return to the payroll detail screen without voiding.
After you void a check, the Payroll Register and the employee's check history show the word voided in red lettering at the top of the check, along with the date the check was voided.
How to void a paycheck on the Payroll Register report
You can void a single check directly from the Payroll Register report.
Go to Reports > Payroll Reports > Payroll Register.
Select the pay date range to find the check you want to void.
At the bottom of the check detail, click the Void This Check link.
A confirmation shows the check details and any taxes that will be refunded.
When you see the question Are you sure you want to void this check?, click Yes to void it, or click Cancel to leave without voiding.
How to void a paycheck from the employee's Paychecks tab
You can also void a single check from an employee's record.
Go to Payroll > Employees > Employee List.
Select the name of the employee whose check you want to void.
Click the Paychecks tab on the employee record.
Select the pay date range to find the check you want to void.
At the bottom of the check detail, click the Void This Check link.
A confirmation page shows the check details and any taxes that will be refunded.
When you see the question Are you sure you want to void this check?, click Yes to void it, or click Cancel to leave without voiding.