About Payroll Reversals and Voided Checks

About Payroll Reversals and Voided Checks

If a payment has already been processed but needs to be canceled or reversed, two different actions may apply — voiding the check and reversing the funds. There is no employer control in BerniePortal to void an issued check or reverse a direct deposit after payroll has been submitted. Contact Employer Success as soon as you become aware of the issue.

Voiding a Check vs. Reversing Funds

These actions serve different purposes:
  • Voiding a check updates the payroll record so the check is no longer reflected in payroll history or year-to-date totals. It does not, by itself, pull money back from the employee's bank account.
  • Reversing funds returns the money to your bank account. This is a separate action that must be initiated after the check has been voided.
If a check has already been direct-deposited and you need the money returned, you typically need both: void the check to update the record, and initiate a reversal to pull the funds back.

When to Request a Void or Reversal

Common reasons include:
  • A duplicate payment was issued
  • A payment was processed for the wrong employee
  • A payment was issued for an incorrect amount
  • An employee was paid after their termination date in error

Important Timing Information

Once payroll has been submitted, deposit files cannot be stopped from going to the banks — the deposit will happen. A reversal generates a second file that initiates the return of funds from the employee's account.

Key timing details:
  • Reversals typically occur within the first 24 hours following the initial deposit
  • After a reversal is submitted, it can take up to 5 business days from the check date to confirm whether the reversal was successful
  • A reversal will fail if the employee's account balance is lower than the amount being reversed. In that case, you will need to resolve the overpayment directly with the employee

What to Expect After Requesting a Reversal

  1. Email help@bernardhealth.com (Employer Success) as soon as you become aware of the issue. Timing is critical.
  2. Provide the employee's name and ID, check date, amount, and reason for the reversal.
  3. Employer Success voids the check in payroll records to update the employee's history.
  4. Employer Success initiates the reversal to pull the funds back to your bank account.
  5. Employer Success confirms the outcome once the reversal completes — typically within 5 business days of the check date.

If the Reversal Fails

If a reversal is not successful because the employee no longer has sufficient funds, work directly with the employee to resolve the overpayment. Employer Success can advise on next steps if this occurs.

In-Progress Payroll Runs

If payroll has not been fully submitted yet and you need to abandon the current run, use Start Over on the configure payroll page. That cancels an in-progress run; it does not void or reverse a payment that has already been issued.

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