Check Voids and Reallocations

Check History

1. From the Payroll menu, select Check Voids and Reallocations.

2. To review an employee's check history, click the Check History tab.

3. Select the check contract year from the Select Contract Year pull-down.

4. Select the employee whose check history is to be pulled from the Select Employee pull-down.

The employee's check history displays the check Run, check Type, Check #, the date the check was Issued, Cleared, Reconciled, the Amount of the check, the amount Adjusted, the Journal Date Voided, and the dat the check was Reissued.

5. Click clear history to void the check and remove the invoices as well as payroll history. Once clicked, the Journal Date Voided field populates with the date the check was voided.

To void the check on a different date, enter the Journal Date Voided date before clicking clear history, as shown in the image below.

Note: The Void column will still display the date the check was actually voided; i.e. the date you clicked the clear history button.

When a check is voided using the clear history button, the benefits associated with that check are also voided.

6. Click keep history to void the check and keep all other payroll and invoice data. Once clicked, the Journal Date Voided field populates with the date the check was voided.

To void the check on a different date, enter the Journal Date Voided date before clicking keep history, as shown in the image below.

Note: The Void column will still display the date the check was actually voided; i.e. the date you clicked the keep history button.

The columns displayed are included in the report; however, if you find specific columns unnecessary, you can remove columns by clicking Toggle Columns. To hide a column from the report, clear the selected check box. To include the column, select the check box.

If a column has been hidden from the report, upon navigating away from the screen, the column will remain hidden until the check box is selected via Toggle Columns.

Reallocate

1. From the Payroll menu, select Check Voids and Reallocations.

2. Click the Reallocate tab.

3. The Contract Year defaults to the current year but can be updated as needed by clicking the pull-down.

4. Select the Runs that you would like to reallocate from the provided pull-down. Select as many runs as needed.

5. If needed, select an Optional Employee from the provided pull-down.

6. Select Optional Wage Types from the pull-down to pull adjustments only, salary only, supplements only, etc., as opposed to pulling all wages used for an employee or an accounting strip.

7. In order to create a reallocation batch, a name is required. Enter the name of the Batch in the provided text box.

8. In the Select Accounting Strip Elements section, you have the option to select a Fund, Function, Project, etc., whether it be just one or all of them, this gives you the ability to filter the results and determine which part of the accounting strips should be altered via the reallocation batch. For example, you could select a run and select a specific Project from the provided pull-down. In doing so, the Reallocation will be applicable to the selected Project only.

9. If creating the batch, when finished, click Create or Reset Batch. You can also click this button if you want to change information originally entered. For example, if you select Project 0003 and click Create or Reset Batch, changes will be applied to Project 0003. If you made a mistake and selected the wrong Project, select the correct Project, then click Create or Reset Batch to reset the batch and apply the new changes.

10. To add information to the original batch created such as Runs or Accounting Strip Elements, add the data, then click Append To Batch.

11. Once the batch has been created, reset, or appended, additional information will display on the screen including the Action To Apply section and the Allocations To Change section.

12. The Action To Apply section allows you to identify how the allocations will be changed. In the example shown below, every allocation selected will be changed to the selected Projects 0119 and 0002 with 80% going to 0119 and 20% going to 0002. You have the option to add as many lines as needed meaning you can reallocate the selected funds in between as many element filters as needed as long as it equals 100%. Note: The Percent will remain red for all added actions until they equal 100%.

a. To add an action, enter the Precent. Select a Fund, Function, Object, Center, and/or Project. Click the Percent text box and press the Enter key to submit the line of data. The line will turn blue once saved. To add a new action line, use the last row of the table. Note: As mentioned, the Percent column will highlight in red until the added action lines equal 100%.

Example: A wage record contains a split allocation of 80% to Project 9000 and 20% to Project 8000. You want to change Project 8000 to Project 7000.

1. From the Select Range section, select the Contract Year, the Runs, and the Optional Employee. Name your Batch.

2. Select Project 8000 from the provided pull-down in the Select Accounting Strip Elements section. Click Create or Reset Batch.

3. In the Action To Apply section, enter 100% and select Project 7000.

13. By default the Journal Date is set to the current date.  However, you can change the date as long as the fiscal year of the entered date is active.

The Allocations To Change section displays all the allocations that will be modified via your Reallocation Batch.

Click the delete button (red minus sign) to remove any allocations that you decide not to reallocate. Note: Upon deleting an allocation, the batch will automatically update.

Using the Filters feature in the Allocations To Change section will not remove any of the originally listed allocations from being updated. For more information on the Filters feature, see Additional Features section.

15. Click the Planned Changes button to preview the payroll reallocation results before submitting/processing changes.

16. When all funds have been reallocated, click the Apply Changes button located at the bottom of the screen.

An Invalid Strips pop-up window displays if you try to select an accounting strip that is invalid when you click Apply Changes or Planned Changes.

17. Once changes have been applied, the Reallocation Results tab displays. For more information about this tab, see the next section.

Reallocation Results

1. From the Payroll menu, select Check Voids and Reallocations.

2. Click the Reallocation Results tab.

3. The Contract Year defaults to the current year but can be updated as needed from the Select Contract Year pull-down.

4. Select the correct Batch created via the Reallocation tab from the provided pull-down. Note: You have the option to select multiple batches from the pull-down, if needed.

The Original section displays the original allocations for all applicable employees.

The Original section only displays the allocations for wages because the deductions and contribution allocations are based on the wages displayed.

The Current allocations section displays how employees are allocated after any reallocations. This section displays the deductions and contribution allocations in addition to the employees' wages.

The Reallocations section displays all reallocations.  Normally, you see a negative for reversing out the old allocation and a positive amount for the new allocation.

This is not a ledger view. In the ledger, the amounts will always be positive with the debit and credit accounts reflecting the changes. By using positive and negative amounts, it’s easier to sort the results so that you can more easily see the changes.

Reverse Reallocation

1. From the Payroll menu, select Check Voids and Reallocations.

2. If you need to undo a reallocation made, clic the Reverse Reallocation tab.

3. Select the corresponding contract year of the reallocation in question from the Select Contract Year pull-down.

4. Select the reallocation Batch created via the Reallocate tab from the corresponding pull-down.

5. The Journal Date defaults to the current date; if needed, edit the date by clicking the text box. The date entered here determines when the journal will be created for the reverse reallocation.

6. Click Start.

The reallocations are automatically undone; as a result, when you click Start, the system navigates to the Reallocation Results tab where no records are found in the Reallocations section.

Upon reviewing the Journal Report, reverse reallocation entries display as PR Void Reallocation.

Additional Features

Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field in the text box.

Click the Check all visible and Clear selected links for quick selections. In the example shown, all Runs have been selected.

To export the displayed data to an Excel spreadsheet, click on the Excel icon in the Export section.

To print data, click on the Printer icon in the Export section.

If the chart contains several pages of information, Page numbers will displays along with Prev and Next buttons. Click these buttons to sift through pages. Click the Page text box to enter a page number. Press Enter to jump to that page.

Click Filters to further breakdown data.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for more filtering options.

For more information, see Filters.

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image shown, Employee has been clicked twice; therefore, employee names listed began with W.