Tips on how to Deal with Excellent Checks in Payroll


Writing staff checks is a method you possibly can pay them their wages. But when an worker takes too lengthy to deposit their paycheck, you must cope with the implications. There are some things you might need to do when paychecks are excellent checks.

What are excellent checks?

Excellent checks are checks that haven’t been deposited or cashed by the recipient. As a result of the recipient has not cashed the examine, the payor nonetheless has the cash of their account. The payor nonetheless owes the payee cash, making the fee a legal responsibility.

You possibly can have excellent checks for a lot of causes. If you pay an worker with a paycheck, they don’t have to money it instantly. They may hold onto the examine till they completely have to money it. Or, a paycheck may get misplaced within the mail.

Do paychecks expire?

Like private checks, paychecks can expire if they’re excellent for a sure period of time.

When does a paycheck expire? The expiration interval for paychecks varies from state to state. Usually, paychecks expire after six months. If an worker tries to money an expired paycheck, their financial institution can select whether or not to money it or not.

If a paycheck has been unclaimed for an extended time frame, the payor should hand over the funds to the state in a course of often known as escheatment.

Tips on how to deal with excellent paychecks

Having excellent or unclaimed checks doesn’t imply you’re off the hook. It is advisable to make an effort to care for the legal responsibility.

The way you deal with excellent paychecks depends upon a number of elements. Ask your self the next questions earlier than continuing:

  1. Does the worker nonetheless be just right for you?
  2. Is the paycheck expired?
  3. When does your state require you to report unclaimed paychecks?

Utilizing the questions as pointers, check out what it’s essential to do beneath.

1. Does the worker nonetheless be just right for you?

As an employer, it’s essential to make an effort to contact your worker or former worker concerning the excellent paycheck.

If the worker nonetheless works for you, getting in contact with them must be simple as a result of you have got their present contact info. If the worker was terminated, use their most up-to-date contact info to name them or ship a written discover.

Doc every try that you simply make to inform the worker or former worker about their uncashed paycheck. Make certain to maintain correct payroll data of every try.

2. Is the paycheck expired?

If the paycheck is expired, the worker would possibly nonetheless have the ability to money it, relying on their financial institution’s guidelines. If the worker is unable to money an expired paycheck, you possibly can concern a brand new examine.

3. When does your state require you to report unclaimed paychecks?

If a paycheck goes unclaimed for a sure time frame, it’s essential to file and report it to your state. Every state determines when funds are escheatable. Usually, if a paycheck is unclaimed for one to 5 years, you have to at hand over the quantity of the examine to your state.

As soon as an unclaimed paycheck is escheated, the worker would possibly have the ability to apply to the state to get the funds again.

For extra info, examine together with your state about its escheatment legal guidelines.

Combating issues with excellent checks

Excellent checks can wreak havoc in your time, the accuracy of your data, and even your funds.

Listed below are some issues excellent checks may cause, in addition to suggestions for combating these points:

  • Checking account overdrafts
  • Discrepancies between your accounting books and checking account
  • Failing to report unclaimed paychecks
  • Wasted time

When an worker takes too lengthy to money a paycheck, you would possibly face checking account overdrafts. Forgetting about your uncashed legal responsibility can lead you to spend more cash than you even have. One option to fight potential financial institution overdrafts is by opening a separate payroll account. By separating payroll funds from common enterprise funds, you possibly can be sure to gained’t contact extra cash in your payroll account that’s meant for paychecks.

Excellent checks also can create discrepancies between your accounting books and checking account. Your checking account will present a better steadiness than your books. To repair this, you have to to reconcile your checking account together with your accounting books. After financial institution assertion reconciliation, modify your financial institution assertion steadiness.

You may also fail to report unclaimed paychecks to your state. If you happen to don’t report the unclaimed property to your state, you can face penalties. Be sure to set up procedures for coping with unclaimed paychecks earlier than these points come up.

Coping with excellent checks can be time consuming. It is advisable to observe down the worker or former worker to get them to money their paycheck. As an alternative, you would possibly take into account paying staff by way of direct deposit. Direct deposit can get rid of the entire ordeal of excellent or unclaimed paychecks. And in some states, you can also make direct deposit obligatory.

Keep away from the complications that include payroll issues. Patriot’s on-line payroll software program helps you to run payroll in three simple steps. And, we provide free direct deposit. Get your free trial right now!

This text has been up to date from its unique publication date of Might 14, 2018.

This isn’t meant as authorized recommendation; for extra info, please click on right here.

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