|
Paycheck Reprint Procedures
and Form Completion Instructions
- A paycheck reprint creates a new check for an employee when the original
check was not received or it was accidentally destroyed. If the original
paycheck was both a check and an advice, you can process a reprint that will
pick up only the check portion of the net pay of the paycheck.
- The reprinted check number replaces the original check number in
SHARP.
- The new check will be an exact reproduction of the original check except
for the check number and issue date. This will include the original name,
identification numbers and mailing address as was on the original check.
- A paycheck reprint will not pick up a new address that has been
entered in to SHARP. For a new address, you will
need to process a paycheck reversal on the original check and process a supplemental
check to the employee.
- If the original paycheck was a check and advice and the employee has a new address, you will need to contact the Division of Accounts and Reports, Payroll Team for special handling of the transaction.
- A paycheck cannot be reprinted if it has been redeemed by the State
Treasurer's Office.
- Since a reprint does not calculate a paycheck for an employee, you can
process multiple reprints in the same off-cycle for the same employee, or
you can process reprint(s) in the same off-cycle with any reversal(s),
adjustment or supplemental for the same employee.
- You cannot reprint an advice. You can reprint the check portion of a check
and advice type of paycheck.
Procedures
- An employee reports a paycheck as being lost, stolen, or destroyed.
- Agency completes form DA-6P,
Paycheck Stop Payment Request. The DA-6P can be found
on the forms page in either .pdf format (requiring
Adobe Acrobat Reader be installed on your PC) or as a PC fillable Excel file (requiring
Excel be installed on your PC). Instructions for completing the DA-6P can be
found at http://www.da.ks.gov/ar/payroll/StopPayment.htm.
- Upon receipt of the approved DA-6P, Paycheck Stop Payment
Request, enter the paycheck reprint request in SHARP
by going to Payroll for North America > Payroll Processing USA > Reprint Paychecks .
- Under "Pay Check Selection Criteria" on a blank line, enter the paycheck number and issue date of the paycheck to be reprinted.
- If there is already information listed in the check number and issue date fields, hit the Add Row (+) button above “Other Information” on the right hand side of the page to add a new blank row. Do not type over existing data.
- Tab out of the issue date field and the rest of the information will
default to the page. Verify that the information such as employee ID, name,
and net pay is correct. If the check information is not correct, exit out of
the page without saving it and find the correct information.
- To exit this page without saving, you can either click on the Back
arrow button in the upper left hand corner of the page, or you can click
on another Main Menu item. You will get a message stating that you are exiting
the panel with unsaved data. Click on the Cancel button.
- After the correct information has been entered on the page, click on the
Save button.
- If another paycheck is to be reprinted in the same off-cycle, click on the
Add Row (+) button above "Other Information" on the right hand side of the page to add a new row to enter the next paycheck information.
DO NOT write over any paycheck number or you will lose the prior request.
- To delete a reprint request after the page has been saved, click on the
Delete Row (-) button above "Other Information" on the right hand side of the page of the row that should be deleted and click on "Save". The deletion is not complete until the page is saved.
- The reprinted request will be processed in the next off-cycle payroll.
Note: The new check will not appear on the PAY002, Paycheck Register,
or on the KPAYWAGE.
- After the replacement check has been issued in the off-cycle, the State Treasurer's
Office should be notified of the new paycheck number and issue date. You can contact their
office either by calling (785) 296-4150 or by writing the new information on the form
DA-6P and faxing it to their office at (785) 296-2014. The new paycheck number and
issue date can be found either:
- In Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paychecks: enter the employee ID number and look for the original pay period end date. The check listed will have a new check number. The earnings panel will have a new issue date, and the reprint box will be marked with a check mark. This is the check number and issue date to be given to the State Treasurer's Office.
- In Payroll for North America > Periodic Payroll Events USA > Check Reconciliation > Review Dead Checks: enter the form ID as "check", enter the original paycheck number, and click on "Search". SHARP will provide you with the new check number however it will not provide the new issue date. You can find the issue date by looking up the new paycheck number in Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paychecks. Enter the reprint paycheck number in the search box. When looking at the earnings panel, there should be a new issue date, and the reprint box will be marked with a check mark.
- The agency should record the reprint check number and issue date on the
form DA-6P, Paycheck Stop Payment
Request for their own records.
DA-182, PAYCHECK REPRINT REQUEST - FOR AGENCY USE ONLY
Form Completion Instructions
- Dept ID - Enter the 10-digit department ID where the employee works.
- Employee ID - Enter the employee's 11-digit ID.
- Employee Name - Enter the employee's name as it exists in
SHARP.
- Pay Period End Date - Enter the end date of the pay period for which the original
paycheck was issued.
- Paycheck Number - Enter the number of the original paycheck.
- Paycheck Date - Enter the issue date of the original paycheck.
- Net Pay Amount - Enter the amount of the original paycheck.
- Sign and date the request.
- Attach an approved Form DA-6P, Paycheck Stop Payment Request, to the DA-182 and file
in the agency's payroll documentation file.
|
