Check Reversals, Check Cancels & ACH Stops

2 Check Reversals Agencies can do check reversals until November closes –For those agencies that have check reversal authority

3 Check Reversals after Nov Closed After November Run 2 (12/09/09) agencies cannot do check reversals Fill out Check Reversal form and send form and check to OSPS

4 Check reversals Prior to Nov Pay Period After Nov Run 2, prior November pay periods cannot be reversed –What if you need to cancel a prior pay period check? You can have this check canceled using an Employee/Vendor Check Cancel form –Remember, this does not reverse what is on the system, this only cancels the value of the check »Manual processing will be involved. »Steps for this process under cancel employee check later in presentation

5 Nov Pay Period Check Reversals If you are not rewriting check to employee no further action required If you will be rewriting check to employee, is employee a Dec Term? –If no, set November P190 Corrective and verify Nov P010 dates set –If yes, move November P370 information into December using P050 screen (cannot set Nov corrective) Make sure you have Dec P010 dates set

6 Dec Pay Period Check Reversals (after run 1) If you are not rewriting check to employee no further action If you will be rewriting check to employee will the issue date be before 12/31? –If no, then no further action required –If yes, set December P010 dates

7 Check Reversals after Dec Closed If P190 for Dec has current tax year –Reverse check and set corrective Verify no Dec P010 dates set If P190 for Dec has prior tax year –Prior tax year checks cannot be reversed –If check needs canceled, fill out Cancel Employee/Vendor check form Refer to Cancel Employee/Vendor check process –Remember this will be a manual process –This will not fix the system

8 Cancel Employee Check Canceling checks are different from reversing checks –Reversing checks actually reverses employees payroll in the system –Canceling checks only cancels the value of the check with no impact/change to the system Manual processing will be needed

9 Cancel Prior Nov Pay Period Employee Check If you need to cancel an employee check send Cancel Employee/Vendor Check form to OSPS with check –On the Cancel Check form indicate who to make check payable to (can be split) Why are you canceling check? Does employee owe agency money? Is there already a net pay negative you are clearing by canceling check? –If you need to make any system adjustments you will need to use the P050 in either Nov or Dec depending on if employee is terminated

10 Cancel Employee Check After Year Closed What if you need to cancel an employee check after 2009 is closed? –This is complicated and will involve manual processing –Remember this will no longer be a system fix The actual amount of the check can only be canceled –Fill out Cancel Employee/Vendor check form and send to OSPS with check. »State how check is to be rewritten –If you are increasing or decreasing an employees wage for 2009, you will need to do a corrected W-2

11 Cancel Vendor Check Cancelling vendor checks will remain the same at year end Vendor checks do not involve the employee wage –Fill out Cancel Employee/Vendor Check form and send form and check to OSPS

12 ACH Stops after Nov closed After November Run 2 (12/9/09) –ACH can be stopped until ACH Stop date (12/11/09) before 10:15 deadline System procedure is the same as check reversal

13 ACH Stops after Dec Run 1 After December Run 1 (12/28/09) –Stops can be done until ACH stop date12/30/09 (10:15 deadline) –Is this 2009 or 2010 wages? Look at P190 to see if set is 09 or 10 –If 2009 P010 dates cannot be removed –If issuing a manual check make sure you have the correct issue date (year)

14 ACH Stop after Dec Closed ACH stops can be done for new tax year only (10 December P190) –We cannot do anything to the system after this date for 2009 –Wages will be reported in correct year as employee received funds in 2010

15 Social Security Maximum When doing a reversal at year end watch for Social Security tax (SSEC) –The maximum dollar amount against which Social Security is taxed for 2009 is $106,800 Maximum amount withheld is $

16 Social Security Maximum What if my employee has reached the maximum amount? If you will be issuing a manual check follow these steps –From the check or ACH to be reversed find the SSEC amount originally processed –View the P370 screen and compare SSEC amount to what the original amount was If amounts are the same, no further action required If amounts are different, subtract the difference from the net check you will be requesting

17 Social Security Maximum If you are not issuing a manual check there is no further action –System will process correctly

18 What Questions Do You Have?