Learn how and when to void a paycheck in payroll.
Find out if you need to void a paycheck
Need to make changes to a paycheck? First, you should look at what your best options are. Depending on the situation you can edit, delete, or void the paycheck.
- Edit a paycheck: You can do this anytime before the paycheck is processed. You can also make minor edits to a check that has been processed as long as the net or gross pay isn’t affected.
- Delete a paycheck: This removes the transaction from your payroll. You can do this if the paycheck hasn't been processed yet.
- Void a paycheck: This changes your paycheck records and updates the paycheck dollar amount to zero, but adjustments need to be made to balance your books. This does not stop a direct deposit from processing and does not return funds to you.
Though it’s rarely needed, common reasons you may need to void a paycheck are when checks are duplicated or the wrong information was entered. Before jumping into the voiding process, there may be better alternatives to voiding a paycheck. Consider:
How to void a direct deposit check
If you're making changes to a direct deposit paycheck that has been processed, you should void the check first. Do not edit the paycheck or the void will be unsuccessful.
When voiding a direct deposit paycheck, there are specific timelines that you need to follow.
- QuickBooks Desktop Payroll, Intuit Online Payroll, Intuit Online Payroll Full Service, or Intuit Online For Accountants
You have a 2 day lead time. If your check date is on Friday, direct deposit checks will be processed Wednesday at 5:00 PM PT.
- QuickBooks Online Payroll Enhanced and QuickBooks Online Payroll Core
You have 1 day lead time. If your check date is on a Friday, direct deposit checks will be processed Thursday at 5:00 PM PT.
- QuickBooks Online Payroll Full Service, QuickBooks Online Payroll Premium, and QuickBooks Online Payroll Elite
You have a same day lead time. If your check date is Friday, deposit checks will be processed 7:00 AM PT, that same day.
After voiding the check, you may need to recover the funds back. In some cases, you can request an attempt to reverse the direct deposit amount. See Reverse a direct deposit to learn more about the timelines, risks, and conditions.
Learn how to void a paycheck with:
- Go to Workers, then Employees.
- Select Paycheck list.
- Select the checkbox next to the employee's paycheck.
- Delete or void the paycheck:
- Void: This option appears if you indicate that the check has been cashed.
- Delete: This option appears if the direct deposit has not been processed yet or the paycheck is not a direct deposit.
- Select the I understand that this action cannot be undone checkbox.
- Select Delete Paycheck or Void Paycheck to confirm action.
Connect to a payroll expert to void the paycheck. Go to the (?) Help section in your product and select Contact Us.
- Go to Payday, then select Paycheck List.
- Select the paychecks you want to delete.
- Select Delete, then OK to confirm deletion.
- If you used a paper check, you have the option to delete it.
- If you used a paper check but it's not the most recent one or a direct deposit check, the system will not allow you to delete it. Contact us to void the paycheck. Go to the (?) Help section in your product and select Contact Us to connect to a payroll expert.
Important: Before voiding a paycheck using QuickBooks Desktop, always Backup your QuickBooks Desktop company file. If a void is made by mistake without creating a backup, the paycheck will need to be recreated. This will cause a tax redebit and may not be credited back right away. We also recommend initiating the void before recreating a new check. If both are sent at the same time they may end up canceling each other out.
What happens to your payroll data when you void a paycheck
QuickBooks Online Payroll or Intuit Online Payroll
Your tax liabilities will be updated after a check is deleted or voided. If you already made a tax payment before voiding, you may end up with an over payment. QuickBooks Online and Intuit online Payroll will apply any over payments to future tax liability in the current quarter.
See Resolve a tax over payment for more details.
QuickBooks Desktop Payroll
Funds recovered successfully?
- When you void the most recent paycheck, QuickBooks Desktop updates the year-to-date figures to reflect the change.
- When you void a past paycheck, the year-to-date figures on later paychecks will be correct on pay stubs, paychecks, and in the Review Paycheck window, but not in the Preview Paycheck window.
- The year-to-date figures for future paychecks will be correct.
If you use QuickBooks Desktop Payroll with direct deposit:
- The memo field on the voided paycheck will show VOID: Payroll Service Funds Recovered.
- Any tax and direct deposit liabilities are adjusted in QuickBooks Desktop.
- Tax and direct deposit funds for the voided paycheck won’t be debited from your company’s bank account.
Funds not recovered successfully?
Only for QuickBooks Desktop Payroll users with direct deposit:
- The memo field on the affected paycheck will show VOID: Payroll Service Funds Not Recovered.
- You must recover the funds from the employee directly.
- Funds that have not been paid to tax agencies are adjusted through the Payroll Services Customer Assets Account and applied to later payrolls. This reduces the amount of the next liability check generated by the payroll service.
- Taxes are adjusted by reducing the amount that is owed to the agencies on later payrolls in the same quarter. Tax agencies sometimes do not adjust payments across quarter boundaries.
- Taxes paid to agencies that are not adjusted during the current quarter are refunded to you from those agencies.