[BCB:5:Third-party support:ECB]

Important considerations

If these entries change your prior fiscal year totals, see steps to close prior year adjustments to retained earnings.

Options that don't use Payroll

If you need to replace a lost check from a prior year, see steps to reprint a Payroll check without using Payroll.

Use Job Cost Enter Direct costs to correct your totals. You won't void or reprint the check in Payroll.

Considerations when using Payroll to correct

• If you've already updated to current year taxes, the check will calculate using the new rates and limits.
• When you process a check, the system uses the year-to-date (YTD) totals on the master file. These totals are for the current year and determine when an employee meets the limit for a tax. If the employee met the limit in the prior year, the original check can exclude this tax. On the new check, tax-related amounts can calculate if the employee hasn't met the current year limit.
• Manually zeroing the tax amounts in Enter Checks doesn’t clear the taxable and subject-to amounts. The taxable and subject-to amounts accumulate to the prior year totals when you post prior year checks. This will affect W-2s and state quarterly reports. You can’t change the taxable or subject-to amounts in Enter Checks.
• Changing checks in prior periods can require that you file amended tax reports. Consult your tax advisor for information on the tax laws and regulations that apply to your situation.
• The check stub for the reissued check displays the current year totals, not the prior year totals. See other options for reprinting checks if you only need a new stub.
• If you already reconciled the check, you’ll need to change the status to Open during this process. Re-reconcile the check after entering the corrections.

Void and reissue the check

1. Create a backup of your data folder.
2. Print the following reports for each check that you need to correct:
   • Reports, Pay Period Processing, Check Activity with Detail
   • Reports, Tax Preparation, Prior Per Subject-to Employee
   • Reports, Tax Preparation, Prior Per Subject-to Employer
3. Confirm if the SOC, FUTA, SUI, or local taxes calculated on the original check. If they didn't, the employee may have met or exceeded the tax limits.
4. Void the check with the following selections marked:
   • Use original check date
   • Use original accounting date
   • Retain this check as new
5. Use Enter Checks to recreate the check with needed corrections.
6. Verify the amounts for Employee and Employer taxes, deductions, and fringes.
7. Complete the check:
   • If you don't need to print the check, click Manual and enter the check number and date.
   • If you need to print a new check, click Accept Check and Finish. Then go to Tasks and select Print Checks or Generate Direct Deposits.
8. Go to Tasks and select Post Checks to post the corrected check.
9. Recalculate Subject-to for the prior year.
10. Print the same reports from step 2.
11. Compare the differences and ensure the taxes and changes are correct.
     NOTE: Contact your tax advisor to determine if you need to amend your tax reports. 

Sage Paperless can store your company check stubs in a secure database. Eliminating the need to void and reissue checks to reprint them from the prior year. Contact your Sage Business Partner or our Sales team for more information. 1-800-858-7095 or [email protected]