Advanced Feature - Entering Reverse Checks

Use the Reverse Checks feature to back out a paycheck that was incorrectly posted in a previous Payroll Run.  This method is useful for correcting checks that were printed and posted in error.

Notes:

• Post the reversing check in the same quarter as there original incorrect check.

• To remove a check from the current unposted Payroll Run, follow the delete instructions in the overview for Payroll Check Entry.

• Reverse Check is not available during Permanent Payroll Check Entry.

• Payroll Checks do not print for reversals, however they do print on the Payroll Check Edit Register and the Negative Net Pay List.

• The Merge Payroll Checks process does not merge reverse checks or other negative checks.

Directions:

1. Find and carefully record each field entered for the incorrect check.
   Note:  For permanent paychecks, you can view the employee's paycheck during Permanent Payroll Check Entry.  For other paychecks, refer to the Check Register reports. 

2. Start a new Payroll Run for the reversal (optional).
   Note:  If you use a separate payroll run for the reversal (and the correction), the reversal does not appear on the Treasurer's Warrant, and it is easier to verify the postings in the General Ledger and Fund Accounting modules.

3. During Payroll Check Entry, fill in the Employee Number Area normally.

4. Enter the time worked or paid amount in the Pay Detail Area, just as with the original check.  Make sure everything matches the original check, including regular time and pay; overtime time and pay; and other time and pay.  Do not enter negative signs.

5. If you need to override the calculated standard and scheduled deductions, click Deductions in the Buttons Area, and then enter the changes.

6. Select the Reverse Check box in the Pay Detail Area.  Although negative signs do not appear by design, a banner clearly alerts you that the paycheck is a reversal.

7. Click Done when you are finished.

8. Confirm the negative amounts on the Payroll Check Edit Register.
   Note:  Payroll Checks do not print for negative checks and direct deposit transactions are not generated.  You can see the reversals printed on the Payroll Check Edit Register and the Negative Net Pay List.

9. Proceed through the rest of the Payroll Run, including Print Payroll Checks and the Payroll Post.

10. Following the Payroll Post, confirm that the following information was correctly reversed.

11. Employee Totals:  Refer to Employee Totals Master Maintenance or the Employee Totals Report.

12. Distribution Totals:  Refer to the Scheduled Deductions Listings.

13. Other Pay Totals:  Refer to the Other Pay Totals Report.

14. Department Totals:  Refer to the Department Totals Register and the Department Totals Report.

15. Appropriation Master (if applicable):  Refer to Appropriations Master Maintenance in the Fund Accounting module.

16. Expense Distribution:  Refer to the Expense Account Totals Report and the Expense Distribution Report in the Fund Accounting module.

17. General Ledger Journal:  Refer to the General Ledger Journal Listing.

11. Enter the correcting paycheck with the corrections.
    Note:  If you want to issue a manual  check, which can be recorded during the next regular payroll run, refer to the topic, Advanced Feature - Entering Manual Checks.