How to delete non-cashed liability check for Insurance payment -employee deductions.

I'm here to help you correct your payroll liability payment in QuickBooks, Awsum87.

We can delete the tax payment that was recorded from 5 years ago. Simply follow these steps to locate and delete the liability.

1. Go to the Employees menu and select Payroll Center.
2. Click the Payroll tab, then select Pay Liabilities.
3. Under the Payment history section, click All Payments, locate tax payment.
4. Double-click the transaction to open and select Delete.
5. Choose Yes to confirm.

You can also run the Payroll Liabilities Balance report in QuickBooks. This way, you can check how much you owed for each tax, deduction, and company contribution assigned to your payroll item.

Let me know how else I can help you with QuickBooks by adding a comment below. I'm more than happy to lend a helping hand. Keep safe!

@MaryLandT 

I tried the solution and my All Payments  in Payment History only goes back to 08/22....the payment in question is from 01/2018....Not sure why I cant see it there.

Wasn't sure if I could void which would put the deduction back into account or liability pool and re-reimburse the employee via his paycheck or personal check since its 5 years ago? 

I'll provide some information about why you're unable to see the payment in question, Awsum87.

It's possible your tax payment wasn't applied to the correct company. You'll have to make sure that you've opened the correct company to which the payment was applied for it to show. 

You'll also have the option to void the payment instead of deleting it. This changes check amounts to zero and stamps as void. To select void, click the Delete drop-down arrow and select the option. I've added a screenshot for your reference:

However, I still recommend reaching out to your accountant to know if voiding the payments would put the deduction back into account or the liability pool. This way, you'll be guided on the correct process and the best way how to record the payment.

You'll also want to run the Payroll Liability Balance report. This will show the payroll items assigned to the liability account, and most company contributions and deductions. Here's how: 

1. Select Reports.
2. Select Employees & Payroll.
3. Choose Payroll Liability Balances.
4. Set the date filter.

In addition, QuickBooks offers payroll and employee reports so you can manage payroll and keep track of your employee expenses. Learn from this article for more information: Customize Payroll And Employee Reports.

Let me know if you have any other concerns with your payment. I'll always be right here to further assist you.

@MariaSoledadG 

Yes, my All Payments history tab only goes back to 08/2022 for all accounts.  I did mark the account as inactive, so I made it active but it still does not show up in my history on the payments history tab.

Yes, if I void the payroll deduction of the employee payroll deduction shows back up in  the liability pool, and I can refund the amount deducted from the employees pay check in a future pay check, but I thought the Insurance amount would go back into the business account?  Yes, I can reach out to my accountant for guidance. 

@MaryLandT 

Question:

To clairfy:

Can I

(1) go to the Check Register, go to the Payroll Liability check, zero out both the Insurance payment to the company, which will put the amount back into the checking account; and zero out the employee's deduction, then refund the employee’s old deduction (check never cashed from previous year 2018) when I create and run their next paycheck, Select Open Paycheck Detail., go to  Other Payroll Items section, use the same deduction payroll item, and enter the previous amount collected as a positive number, Select Yes on the warning message which reimburses him? 

Or do I

(2) void the check  and issue him a regular check for the amount as if the 1st transaction never happened?  Seems voiding the check would put  the employees deduction back into the liability pool .  The other way(1)  it comes back through the payroll?  

or

(3) Void check instead of zeroing out the Insurance amount to company and employee deduction, but still reimburse through employees paycheck as described in (1)? 

I'm here to help ensure you can handle your payroll liability check correctly, @Awsum87.

All of your steps will work, however, I still recommend seeking help from your accountant. This way, they can guide you on which steps to proceed based on your recording practices.

You may also want to run and customize payroll reports in QuickBooks Desktop. This will help you view useful information about your employees and payroll details.

Come back to this post and let me know if you have other concerns or follow-up questions about this. The Community team is always here to help.

@Mark_R 

He suggested to VOID the payroll liability checkDue to a 5 year gap, I guess it doesn't matter if I don't refund the money to him back through the next paycheck. 

The VOID would put the deduction from employee's check back into the liability pool even if I write a regular reimbursement check to employee.  So I thought reimbursing it back through his paycheck would be a wash.  Thought this was the cleanest way possible.