Check Voids and Reallocations
The Check Voids and Reallocations screen allows users to review check history and void checks, as needed, as well as reallocate funds, review reallocations results, and reverse reallocations.
1. In the Payroll menu, click 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 date Reissued.
5. Click void 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.
The Void process automatically voids history in Human Resources > Employee > Pay History and Employee Self Service. The void process marks the history records as voided, reverses the journals, and deals with vendor invoices if the invoices aren't marked as invoiced.
To void the check on a different date, enter the Journal Date Voided date before clicking void, as shown in the image below.
The Void column will still display the date the check was actually voided; i.e. the date you clicked the void button.
When a check is voided using the void button, the benefits associated with that check are also voided.
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.
1. In 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, select the applicable accounting strip including the Fund, Function, Project, etc.
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 click Create or Reset Batch, changes will be applied to the selected accounting strip. If you made a mistake and selected the wrong accounting strip, select the correct elements, 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.
14. Attach Files and post Comments in the corresponding sections.
a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
b. To add a comment, type the comment in the provided text box. Then, click Post.
15. Click Planned Changes to preview the payroll reallocation results before submitting/processing changes.
16. When all funds have been reallocated, click Apply Changes 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.
1. In the Payroll menu, click 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.
5. Any attached Files and posted Comments that were a part of the original reallocation, display in the Files & Comments section.
Click the Files attachment to download and view the file.
1. In the Payroll menu, select Check Voids and Reallocations.
2. If you need to undo a reallocation made, click 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.
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 Exact check box, when available, to filter results based on the text entered in the Filter text box exactly.
Click Check all and Clear for quick selections and deselections.
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.
