Please note that you should rarely need to void a payroll check. Remember that voiding a payroll check is not like voiding other kinds of checks; paychecks have associated tax and other liability calculations and payments that need to be taken into consideration. You are required to amend and file corrected payroll tax returns if you void a paycheck from a previous tax period.
To correctly replace a lost or destroyed paycheck and ensure that your payroll data remains accurate, you need to print a replacement check with a new check number and make a record of the lost or destroyed check.
Find the Paycheck in QuickBooks®
First, open the check register and find the paycheck that was lost or destroyed. In the Banking section on the Home page, click the Check Register icon. If you have more than one bank account, select the appropriate account and click the OK button. This brings up the Check Register where you can search for the lost or destroyed paycheck. You could also search for this check in the Employee Center.
Once you find the original paycheck, make a note of the check number and the net pay amount. You will need these later.
Edit the Original Paycheck
Double-click the entry in the check register to open the Paycheck window. Select the To be printed checkbox and click the Print button at the top of the window to reprint the check using the next check number in your numbering sequence. Click Save & Close in the Paycheck window and close the check register.
This is the replacement check that you will give to the Employee.
Create a Record of the Lost or Destroyed Paycheck
In the Banking section on the Home page, click the Write Checks icon. Create a new Regular check for the same net amount using the same check number, the same date and the same Employee. On the Expenses tab, use your Payroll Expenses account as the posting account. Your specific account may be called Salaries and Wages instead of Payroll Expenses. Make a note in the Memo field describing what the check is for – for example, reissue lost paycheck #1234.
Void the Regular Check
Open the check register again, find the Regular check that you just created, right-click it and click Void Check. Click Record. You should now see the word “VOID” in the Memo field and a check amount of zero. You now have a record in your check register of the lost or destroyed paycheck.
*Please note that clients using the Assisted Payroll service and/or QuickBooks® Payroll with Direct Deposit may need to perform additional steps when reissuing paychecks to Employees.
This article of QuickBooks Tips and Tricks was based on the 2012 version of QuickBooks.