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Intuit
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Void a paycheck

Learn how to void a paycheck in QuickBook Desktop.

Do you need to void a paycheck? We explain the timelines and what you need to do.

You should rarely need to void a paycheck. Voiding a paycheck isn't like voiding other kinds of checks; paychecks have associated tax and other liability calculations and payments that must be taken into consideration. (For more information, see How Voiding a Paycheck Impacts Payroll Data below.)

Do you really need to void a check? 

You don't need to void paychecks to correct an error in the beginning or ending dates for the payroll. These dates are only used as a reference or memo to indicate the date range the employee is being paid for; they are not used by taxing agencies to determine tax liabilities and payment due dates.

To edit the pay period, make a notation in the Memo field in your check register to indicate the correct pay period dates.

Alternatives to voiding a paycheck

Void a paycheck

Before voiding a paycheck, Intuit recommends you back up your data.

  1. Select the Payroll Center icon.
  2. In the Payroll Center, select the Pay Employees tab. From the Other Activities list, choose Edit/Void Paycheck.
  3. Enter a date range in the Show paychecks from and through fields, and select in the display area to show the checks.
  4. Select to select the check you want to void.
  5. Select the Void button.
  6. Follow the instructions in the message that appears.Note: These instructions vary based on the check date and the payroll service you subscribe to. After you void the paycheck, a notation is included in the Memo field, and the net amount of the check is 0.00.
  7. Click the Done button to close the Edit/Void Paychecks window.

Void a direct deposit paycheck

If you need to make changes to a Direct Deposit paycheck after it has been sent, you must first void the paycheck. Then you can create and send a new paycheck. Don't edit a paycheck that was already sent; doing so will prevent the void from being successful.

Timeline to void direct deposit paychecks

Once a Direct Deposit transaction is transmitted, there is no way to void a paycheck. Your best option is to void the paycheck before payroll processing begins, which is at 5 p.m. Pacific time, 2 days prior to the paycheck date or on the day Intuit receives your payroll data, whichever comes first.

If you send the void after Intuit has processed payroll, you can attempt to reverse the Direct Deposit as long as you submit the request within 5 banking days of the check date. Submit a request to Reverse a Direct Deposit. When your request is initiated with the banking institution you will receive an email confirmation. The process can take up to 5 days and you will be notified by email as to whether or not the funds were recovered successfully.

Keep the following in mind

  • Intuit cannot guarantee that the funds will be recovered.
  • If the entire amount of the Direct Deposit is not available in the employee's account, the reversal will be rejected and no funds will be recovered.
  • A $75 fee is applied per payroll check date for Direct Deposit reversals, plus any applicable state sales tax.
  • Your employee has the legal right, according to Automated Clearing House (ACH) rules, to dispute the reversal of the Direct Deposit within 60 days of the date of the reversal.

You always have the option of attempting to recover the funds directly from the employee.

Void a check

Intuit recommends that you back up your data before you void paychecks. To void a paycheck.

  1. Select the Payroll Center icon.
  2. In the Payroll Center, select the Pay Employees tab. From the Other Activities list, select Edit/Void Paycheck.
  3. Enter a date range in the Show paychecks from and through fields, andSelect in the display area to show the checks.
  4. Select to select the check you want to void.
  5. Select the Void button.
  6. Follow the instructions in the message that appears.Note: These instructions vary based on the check date. After you void the paycheck, a notation is included in the Memo field, and the net amount of the check is 0.00.
  7. Select the Done button to close the Edit/Void Paychecks window.
  8. Choose Employees, then Send Payroll Data.
  9. Select Go Online, enter your Payroll Service PIN, and Select OK.

The impact of a voided paycheck on payroll data

If you recovered the funds

  • If you void or delete the most recent paycheck, QuickBooks Desktop updates the year-to-date figures to reflect the change.
  • If you void or delete an earlier paycheck, the year-to-date figures on subsequent recorded 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 paychecks you write in the future will be correct.

If you're a QuickBooks Desktop Payroll with Direct Deposit user:

  • The memo field on the affected paycheck is modified to indicate VOID: Payroll Service Funds Recovered.
  • Tax and direct deposit liabilities are reconciled and represented correctly in QuickBooks Desktop.
  • Tax and direct deposit funds for the voided paycheck are not debited from your company's bank account.

If you did not recover the funds

For QuickBooks Desktop Payroll with Direct Deposit customers only:

  • The memo field on the affected paycheck is modified to indicate VOID: Payroll Service Funds Not Recovered.
  • You must recover funds directly from the employee.
  • Funds not already paid to the tax agencies are adjusted through the Payroll Services Customer Assets Account and applied to subsequent payrolls, reducing the amount of the next liability check generated by the payroll service.
  • Taxes are adjusted by reducing the amount of payment to the agencies on subsequent payrolls in the same quarter. In some instances, taxing agencies do not adjust payments across quarter boundaries.
  • Taxes paid to agencies and not fully reconciled during the current quarter are refunded to you directly from those agencies.

What you can and can't modify on a paycheck

You cannot modify the payee or the amount on a paycheck in the Paycheck window.

If you need to change the payee on a paycheck, you can delete the incorrect check and create a new paycheck.

If the amount of the paycheck is inaccurate, click Paycheck Detail and make the necessary changes. When you enter the changes, QuickBooks Desktop recalculates the amount of the check.

Note: If you're using direct deposit and you've sent the paycheck for processing, you can't delete the check or change the net pay amount.

If you are in Lock Net Pay mode, you can make changes that don't affect the net pay amount, such as modifying details in the Earnings section or the sick and vacation accrual.

If you modify a paycheck, the edited check information is resubmitted to the payroll service the next time you send payroll.

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