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Edit, delete, or void employee paychecks

by Intuit•295• Updated 1 month ago

Learn when and how to fix an employee paycheck.

Need to make changes to a paycheck or cancel your payroll run? Follow the steps in this article if you:

Created a duplicate paycheck
Entered the wrong info on a paycheck (such as hours, deductions, additions, or paycheck or pay period dates)
Used an incorrect work location (QuickBooks Online Payroll only)

Need to void a contractor payment? See Cancel or delete contractor direct deposit payments after they're sent.

Should I edit, delete, or void a paycheck?

Edit a paycheck: This updates your paycheck info directly for the payroll. You can edit paychecks if you haven’t sent your payroll to us yet.
Delete a paycheck: This removes the paycheck from your payroll. You can delete paychecks if you haven't sent your payroll to us yet.
Void a paycheck: This changes your paycheck dollar amount to zero. You may need to make adjustments to balance your books. This doesn't stop a direct deposit from processing and doesn't return funds to you. Tax amounts collected through Automated Tax Withdrawal will apply to future payrolls. You can void paychecks if you already sent your payroll to us.

Edit, delete, or void paychecks

Depending on your processing time and payroll service, you may be able to edit, delete or void a paycheck.

Choose your payroll service below for direct deposit processing deadlines and steps on how to change or cancel your direct deposit paychecks.

Note: Don't know which payroll service you're using? Find out which payroll service you have.

QuickBooks Online Payroll

For a better experience, open this article in QuickBooks Online. Launch side-by-side view

Attempt to edit, delete, or void the paycheck

You may be able to edit, delete, or void the paycheck.

Go to Payroll, then Employees.
Select Paycheck list.
Select the paycheck(s) you'd like to delete or void, then select Edit, Delete, or Void.
Select Yes.

If you are unable to make the change, you'll see a message explaining why. Contact us for help with the paycheck.

Need to create a new paycheck? Follow the steps in How do I create a paycheck for an employee?

QuickBooks Desktop Payroll

Attempt to edit or delete the paycheck

If you haven’t sent the paycheck to the payroll service, you can edit or delete the paycheck.

Edit a paycheck

Select the Banking menu, then select Use Register.
Select your bank account, then OK.
Select and open the check in question.
Select Paycheck Detail.
Update the paycheck as needed.
When you are ready select OK.
Select Save & Close then Yes.

Delete a paycheck

Select the Banking menu, then select Use Register.
Select your bank account, then OK.
Select and open the check in question.
At the top of the paycheck, choose Delete.
In the pop-up box, enter OK.

If you can't edit or delete the paycheck

If you have sent payroll to QuickBooks, you can void the paycheck. However, depending on your processing time, the debit from your bank account for payroll taxes and direct deposit may not be stopped.

Important: If you void a paycheck from a prior quarter or year, amendments will be required. If you have QuickBooks Desktop Payroll Assisted, contact us for help.

Step 1: Void direct deposit paychecks

Select the Employees menu, then select Edit/Void Paychecks.
Change the Show paychecks through/from dates to the date of the paychecks you need to void, then press Tab on your keyboard.
Select the check-in question, and select Void.
Enter YES, then select Void.
Select the checkbox to agree to the terms and conditions of voiding the paycheck.
Repeat steps 1- 5 as necessary to include all checks that need to be voided.

Step 2: Send the voided paychecks

Select the Employees menu, then select Send Payroll Data.
Select Send. You won't see any direct deposit checks to send, but this lets our system know to cancel the paychecks.
Enter your payroll PIN, then select OK.

Need to create a new paycheck? Follow the steps in How do I create a paycheck for an employee?

QuickBooks Desktop Payroll AssistedQuickBooks Desktop Payroll BasicQuickBooks Desktop Payroll EnhancedQuickBooks Desktop Payroll StandardQuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll Premium

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