Voiding Checks & Direct Deposits

Introduction

A void is used to cancel a previously issued check, removing it from payroll records and reversing any associated tax and wage calculations. Voids typically occur when a check was issued in error, contains incorrect amounts, or needs to be reissued due to lost or damaged checks.

While voids are a method to address certain payroll discrepancies, they are not always the most appropriate solution. For example, minor underpayments and overpayments usually can be solved by adjusting for the difference manually on the employee's next check. Be sure to confirm with the policies of your organization to determine if a void is necessary, or reach out to Empeon Customer Support for additional guidance.

Voiding a Check or Direct Deposit

Voiding a check is first handled within the Employee Profile of the relevant employee. Right above Manual check is a blue "Pay history" button where a historical record of the employee's past paychecks can be reviewed.

The Pay History screen displays a record of each paycheck the employee has received by most recent check date. In addition to being able to view and download the paystubs for these checks, there is also the ability to void any check listed on this screen. Locate the three-dot menu button on the right-hand side of the appropriate paycheck and there will be options to Void the check or to Void & Reissue it.

Void vs. Void & Reissue

Simply voiding the check will reverse the pay record, whereas voiding and reissuing will void out the original check and issue a new check with a new check number. Void & Reissue should only be selected if the exact pay records and amount reissued is the same as the original pay to be voided. For any instance where the reissued amount needs to be different then the original pay being voided, just select Void and create the replacement pay either as a manual check or in the regular payroll batch.

When initiating a void, a prompt will appear to specify the reason for the void. The available reasons will differ based on whether the check is being voided only or voided and reissued.

There are four scenarios for handling a void, each with specific considerations when initiating the process:

Void Only - No Direct Deposit (Physical Check)

After establishing the reason for the void, if the employee was paid with a physical check the next screen will confirm the amount being voided, the selected reason, and that the reversal transaction has been added to the VM batch associated with the next upcoming payroll.

Void Only - Direct Deposit

After establishing the reason for the void, for direct deposits the next screen will confirm the total amount being voided and display each direct deposit account that received payment from the original check.

This screen will then require a decision on whether the void should be withdrawn from the employee's bank account(s).

Void and don't withdraw - Choosing this action will void the pay record in Empeon with no attempt to debit the employee's account for the original funds via ACH. The most common reason to not withdraw is for direct deposit bounces. The funds are already coming back to the employer since the direct deposit failed, the void is for ensuring that the payroll record aligns with the banking record.
Void and withdraw - Choose this action to void the pay record and attempt to debit the net from the employee's account via ACH. Important Note: The attempt to debit the employee's account won't be made until your next regularly scheduled payroll process. To attempt a debit of the net via ACH for the next day, usually for pay errors, do not void the direct deposit in pay history. Instead, submit the Direct Deposit Reversal Request Form for our Client Service group to assist. In order for any ACH withdrawal to be successful, the entire amount covering the net of the pay must be available in the employee's account.

Click "Next" to move onto the confirmation screen where it will confirm the amount being voided, the selected reason, and that the reversal transaction has been added to the VM batch. If the void is to be withdrawn from the employee's bank account, this screen will also confirm the amount that will be withdrawn and when the debit will occur.

Void & Reissue - No Direct Deposit

After establishing the reason for the void and reissue, if the employee is not set up with direct deposit, the next screen will confirm whether the reissued check should be included with the next scheduled payroll or printed separately as a manual check. For checks reissued with the next payroll, there will be an option to enter a check stub memo. For checks reissued as a manual check, the system will prompt for the selection of the check paper format.

Click "Next" to move onto the confirmation screen where it will confirm the amount being voided, the selected reason, and that the reversal transaction with the reissue of a new check has been added to the VM batch associated with the next upcoming payroll. This confirmation screen will also make note that the amount being reissued will be the same as the original amount.

Void & Reissue - Direct Deposit

After establishing the reason for the void and reissue, if the employee is set up with direct deposit, the next screen will confirm the total amount being voided and display each direct deposit account that received payment from the original check.

This screen will then require a decision on whether the void should be withdrawn from the employee's bank account(s). Depending on the situation, if the void should be withdrawn from the employee's bank account, it is important to first confirm with the employee that the funds are still available in each bank account that received funds. The transaction will fail if the amount in any account has less than the amount being withdrawn.

Click "Next" to move onto the printing screen where it will ask how the reissued check should be processed. This screen establishes whether the reissued check should be included with the next scheduled payroll or printed immediately as an off-cycle manual check. For checks reissued with the next payroll, there will be an option to enter a check stub memo. For checks reissued as a manual check, the system will prompt for the selection of the check paper format.

Click "Next" to move onto the confirmation screen where it will confirm the amount being voided, the selected reason, and that the reversal transaction has been added to the next payroll VM batch. It will also confirm whether money will be withdrawn from the employee's bank account(s), and that the reissued check will be for the original amount.

If there are additional Voids (or Manual Checks) that should be initiated, please handle those first before processing the VM batch. For more instructions on how to process the VM batch, please refer to Empeon's article What are VM batches?