Core - Check Corrections

What are check corrections?

Check corrections are for many different situations where a check needs to be reissued or changed after it has been run through payroll. 

Not sure what kind of check correction you need to preform? check out the following chart: 

Reissues happen when an employee claims their check has been lost or destroyed in some way. In these cases, it is important to be sure that the check has not been cashed already and the check amount it correct. When this option is preformed in the system it will result in voiding the old check and populating a new check with a new number for the same amount.

Voids happen when the check has not been cashed but the amount is also incorrect. Perhaps you just printed your check run and realized that the amount is off or your employee brings their check to you questioning the amount. The system will void the transaction and allow you to create a new transaction with the correct amount. 

Reverses happen when a check has been sent to an employee or direct deposited to an employee's account with the incorrect amount. A reverse will void the check and set up an advanced bank to make sure the amount of the check is returned to you in one form or another. 

How to Reissue: 

In the staffing world, it is inevitable that at some point you will be reissuing checks for an employee. Enterprise will allow for users to quickly access check information and process the reissue for the employee.

  1. Locate the check
    • A paycheck is found by accessing and searching the check register either from the pay/bill dashboard or employee record.
  2. Double click on the check to view the check details
  3. Select Reissue option in the upper right
  4. A new window will open:
    • Select the reason for the reissue 
    • Check the box if you want to apply a fee for the reissue
      • The fee amount is set up by tempworks
    • Select Next
  5. Select Next to complete printing the check
    • If you are reissuing a check 

WILL THEY BE ABLE TO REISSUE??


How to Void:

  1. Locate the check
    • A paycheck is found by accessing and searching the check register either from the pay/bill dashboard or employee record.
  2. Double click on the check to view the check details
  3. Select Void or Reverse in the upper right
  4. A new window will pop up, select Void
  5. Verify the transaction is the one you want to void & select next
  6. Select Finish

The check is now voided. See below for next steps.


How to Reverse: 

Voiding and Reversing are similar processes with slightly different outcomes. Check reversals happen when the check was incorrect but already cashed. When we over paid them, we need a way to be able to get their money back but we can't just pull it out of their account. When a reversal occurs, the check is voided but an advanced bank is also set on the employees record under adjustments to be able to pull out the money they shouldn't have received from their next check. 

  1. Locate the check
    • A paycheck is found by accessing and searching the check register either from the pay/bill dashboard or employee record.
  2. Double click on the check to view the check details
  3. Select Void or Reverse in the upper right
  4. A New window will pop up, select Reverse
  5. Verify the transaction is the one you want to void & select next
  6. Select Finish

Now that the reversal is complete, we need to create new transactions with the correct amounts. 


What to do after voiding or reversing:

If you come across the situation where someone received a check that didn't work at all that week, then once you void or reverse you are done. However, it is much more likely that the wrong hours, pay rate, etc. was recorded making the check and our records now incorrect. Once the void or reverse is completed, we need to create new transactions in order to reflect the correct information. 

Step 1: Key hours in Time Entry

In your time entry dashboard, locate the original transaction that has been voided. You'll notice the (3.) hours are negative. This functionality is programmed in Enterprise to automatically happen when transactions are voided/reversed. 

However, you should never manually input negative hours as the procedures that occur when transactions are voided/reversed do not occur with manual corrections. With the transaction located and highlighted, simply duplicate the timecard and key in the correct hours/units.

Also, notice that the voided/reversed transaction has a (4.) $0.00 bill rate. Since the client was likely already billed in the original transaction we will want to leave the duplicated timecard with a $0.00 bill rate so that we do not bill twice.  

Voided transaction:

Reversed transaction:

Step 2: Proof Transactions. 

With the transactions now re-keyed in correctly, simply expand the actions menu and select "proof my timecards"...

..

This will bring you directly into the proofing session.

Step 3: Anticipate and Approve Certain Errors

Any time you are reprocessing voided/reversed transactions Enterprise is going to produce "errors" that transactions have already been processed in this weekend date for this employee. Well, yes, transactions were processed but they were incorrect so this is an error you can confidently approve. Enterprise will also produce an "error" that there is a zero dollar bill rate. 

Since you have already billed this client once you certainly don't want to bill them a second time for the same transaction so again, you can confidently approve that error as well.

Step 4: Reprocess payroll

Create a new payroll run for the corrected transactions. 

Once you reach the "view checks" step within the payroll wizard you'll notice the reversed transaction has a (5.) value listed in the adjustments column. This value is the amount that will be deducted from the "AdvanceBnk" adjustment and the remainder is the balance owed by employee. 


Step 5 (Optional): Review "AdvanceBnk" Adjustment. 

By navigating to the adjustments section of the employee record you can verify how much you are owed.In our example, we paid the employee 41 hours and should have paid them 31. Let's look at it this way: 


Hours

Dollars

Original Transaction

41

515.50
Re-Do Transaction31391.74
Balanced Owed by Employee10123.76

The 10 hours, or $123.76, will now be deducted from the next paycheck and the adjustment will automatically deactivate once the owed balance reaches $0.00. If an employee cannot afford to repay the entire owed balance in the next pay period, you can input a (9.) period max, effectively setting up a payment plan. 

For example, if I input a period of max of $50.00 the employee would repay the balance in approximately 3 weeks. 


*Note* Voiding or reversing a Paycheck from a previous quarter or year may cause a discrepancy between the mag media file and the SUTA reports. Contact TempWorks' support for options on how to address these issues.

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