Replacing stale payroll checks

There are ways to handle stale paychecks, and I'm here to guide you and ensure we're using the correct approach to this, @Cwondo.

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 assistance from your accountant on handling uncashed paychecks. They can provide guidance and instructions that are specific to your situation to ensure you're following all relevant regulations.

Lastly, I'd like to share these articles in case you need more payroll-related references:

• Fix incorrect pay period dates on paychecks
• Set payroll preferences in QuickBooks Desktop Payroll

We're here to help if you have more questions while managing payroll transactions, employee information, or reconciliation tasks in QuickBooks.

I need to replace a payroll check from over a year ago. Just changing the date will not work due to the fact that banks will not accept checks older than 6 months. How do you replace a payroll check with a current date?

Let me know,

Cindy

Let me help you replace a year-old payroll check with the current date, @Cwondo. Together, we'll work to balance your books.

All uncashed paychecks must be reported and transferred to your state after a designated period. This procedure, known as escheatment, varies according to state guidelines. Ensure you are well-acquainted with your local regulations so you can comply appropriately. Here are the things you need to remember as an employer:

1. Retain the uncashed check for the employee to claim within a specific timeframe, usually between 1 and 5 years, before considering submitting it to the state.
2. Before reporting any abandoned or unclaimed wages, contact your employee first.
3. Check with your state agency about employee pay procedures in your area.

To learn more about the process for unclaimed wages, click the link to visit. For the most accurate and up-to-date advice on handling uncashed paychecks, it is highly recommended to consult with your accountant or a payroll professional or contact QB Desktop support. These experts can offer personalized guidance and instructions specific to your situation, ensuring compliance with all relevant regulations.

Also, take a look at these articles for additional guidance on payroll-related topics:

• Set payroll preferences in QuickBooks Desktop Payroll
• Fix incorrect pay period dates on paychecks

The Community is here 24/7 to answer your payroll questions. Don't hesitate to leave a comment below. Have a great day.

@Cwondo 

It's obvious that QB employees don't know how to help.  Regulars on this forum aren't sure if these are actual people or AI-bots.

To answer your question, create a deposit for the net amount of the paycheck dated in the current period.  The account you assign to the deposit should be 'Payroll Wages' or whatever makes the most sense to you (it isn't crucial as you're going to immediately write a new check and assign the same account to it, thereby reversing the entry).  Then, create a new check to the employee.  Date both the deposit and the new check in the current period.  The next time you reconcile, clear the deposit against the stale check and clear the new check when it actually clears.  

Thanks rainflurry! Finally a helpful answer.