How do I correct a posted check for a certified job?

Tip: If voiding a payroll check is not possible, use the Aatrix State Specific reports in Payroll under Tasks, State eFiling and Reporting to produce certified reports with correct wages.

• You can edit the fields in blue, and manually add a missing employee's certified information.
• Information you manually add to the Aatrix Certified report does not save in Sage 300 Construction and Real Estate.

Important: If you are voiding checks from a prior period and paid taxes on those checks, consider voiding the checks and accounting dates into your current period. You would enter the corrections to the same periods used when voiding these checks.

 

1. Correct your certified payroll setup.
   • For more information, see How do I set up a certified payroll?
2. In Cash Management, verify the status of each check is open:
   Note: If the check has not been Reconciled/Cleared in Cash Management, you may skip this step.
   1. Select Tasks, Edit Register.
   2. Select the payroll bank, then click OK.
   3. Locate the check or direct deposit entry, then click the Detail button (...>).
   4. Verify the status is O (Open). If not, change the status to O.
   5. Click OK, Finish to post and save.
3. In Payroll, void the check with the following selections:
   1. Retain this check as new
   2. Use original accounting date * See Important note above
   3. Use original check date * See Important note above
4. If the changes result in different wages or taxes, create a back pay reimbursement deduction. Otherwise skip this step:
   1. Select Setup, Deductions.
   2. Type Back Pay, press TAB. Enter a description and press ENTER.
   3. In the Deduction type list, select Normal.
   4. In the Calc method list, select Flat amt.
   5. Click Save, Close to exit.
5. Reissue the check:
   1. From the Payroll Tasks menu, select Enter Checks.
   2. Enter the check information, and Click Check Info. Note the current net check amount.
   3. Change any pay rates that apply to the certified job.
   4. Click Process, select the appropriate calculation frequencies and click OK.
   5. Verify taxes, deducts, and fringes.
      Note: Before printing the check, review the tax, deduct, or fringe amounts. Changes may occur due to the corrections. If you have made deposits, the new check may calculate new amounts. Discuss with your tax authority how to manage the differences. You may need to make new deposits and/or corrections to tax forms.
   6. If the net pay changed, Click Deduct, click List, select Back Pay, and click OK.
   7. Type the difference between the current check net and the original check net in the Amount column.
   8. Press TAB and click Process to save the changes made to the check.
   9. Click Check Info and verify the check net matches the original check net.
   10. Click Cancel.
   11. Click Manual and enter the original Check number and Check date. If this was a Direct Deposit, either enter a dummy check number or skip this step.
   12. Click Accept check and Finish.
   13. If you chose to reissue the check as a direct deposit, generate the direct deposit.
   14. Post the check.
       Note: If you changed the reconciliation status of the check in Cash Management, make sure to return the check to the correct the status. See the link below.
6. Reverse the Back Pay Deduction:
   1. In PR select Tasks, Enter Checks.
   2. Enter the Employee and Period end date for the backpay.
      Note: To issue the back pay reimbursement on a future check, enter the period end date for the future date.
   3. Click Deduct.
   4. Click List, select Back Pay, and click OK.
   5. Type the amount owed to the employee from the original check as a negative dollar amount.
   6. To issue the back pay on a future check, click Accept Check. Click Finish and continue your normal weekly payroll workflow. To issue the back pay using the original pay period, continue to the next step.
   7. Click Process to save the changes made to the check.
   8. Click Accept check and click Finish.
   9. Print and post the check.