Replace a lost or expired paycheck

A warm greeting from the Community, Davey.

You can put the original date when reprinting the actual check. I'll walk you through handling the employee's uncashed paycheck.

To begin, prepare the original check number, amount, and date of the lost or expired paycheck to complete the following steps: 

1. Select Banking, then Write Checks.
2. From Bank Account, choose your payroll account, then click OK.
3. Locate your employee from Pay to the Order of.
4. Enter the same date used on a lost paycheck from the date.
5. In the $ field, input the net amount.
6. When pressing the Print Later checkbox, enter the same check number on the No. as the lost paycheck.
7. On the Expenses tab, pick the Account column and then choose Payroll Expenses.
8. Hit Save & Close.

Next, proceed to Step 4: Void the replacement check to balance your register on this article: Replace a lost or expired paycheck.

Moreover, it would be best to consult guidance from your accountant as this process may be tricky. They can suggest a method to record it on your books accurately.

Once everything is settled, you may continue reconciling your accounts with the help of this reference: Reconcile an account in QuickBooks Desktop.

Please let me know if you need clarification about managing expired paychecks. I'll be standing by for your response. Have a great day, and stay safe. 

IN the first section to re print that check, it will give you an new check number, then you will change the date to today's date?

Hi, Davey. Allow me to share additional insights about this matter.

When creating a replacement check to account for the missing or expired paycheck, it is recommended to enter the same date and number used on the original transaction. This way, the system will detect that it is the created replacement to avoid any issues.

Once done, make sure to void the check to balance your register:

1. Select Banking, then select Use Register.
   
   
2. Choose your payroll bank account, then select OK.
   
   
3. In the register, select the replacement check you just created. Then, double click it.
   
   
4. Under Delete, hit Void.
   

For detailed steps about the process, please see this article: Replace a lost or expired paycheck.

You can send a comment if you have other concerns with payroll. The Community and I are always here to back you up. Take care!

Yes but my check are void after 90 days and the lost one is 16  month old.

I appreciate you for getting back to us and for further clarifying your concern, @Davey-Joy. 

Since the paycheck from 12/02/2022 has long passed, printing with the same date as the original paycheck could create issues with bank acceptance due to the check expiration policy. Let's start over to address the issue of replacing an expired paycheck in QuickBooks Desktop (QBDT). 

For this, you can create a regular check (i.e., a non-paycheck) for the present date using the same bank account where the paycheck is and ensure that the original payroll taxes and deductions are correctly applied as they were on the original payment. You can follow these steps: 

1. In your QBDT, go to Banking. Then, select Write Checks.
2. Select the employee from the Pay to the order of drop-down menu.
3. From the Account column, choose the same bank account where the paycheck is and enter the amount.
4. Enter the correct accounts and amounts for the original payroll taxes and deductions. I'd recommend collaborating with your accountant or tax professional for this.
5. Select Print or Save & Close.

After this, you can mark the original paycheck as void which changes your paycheck dollar amount to zero. However, it's possible that you'll need to make adjustments to balance your books, and it would be best to collaborate with your accountant for this one. You can also refer to this article for further guidance in voiding paychecks in QBDT: Edit, delete, or void employee paychecks. 

Once you've successfully voided the paycheck, you can reconcile your accounts. 

Should you encounter challenges reconciling accounts in QBDT, let me add this article as a guide: Fix issues when you're reconciling in QuickBooks Desktop.

Let us know how reprinting your employee's expired paycheck goes. We're committed to offering ongoing support. Take care.