Paycheck from wrong account

[championcpa]

We have a paid section leader who sang at a church sponsored concert. The financial secretary paid all soloists from a designated fund. This person, as an employee, should have been paid through the regular payroll function. What is the best way to change the account charged for the gross and payroll taxes that we must now pay? The check was issued and cashed already; I want to just change the source of funds for the grossup in pay and the payroll taxes while making sure it goes through the payroll module to properly reflect on the payroll reports. Thanks for any help!
Any suggestions on how to make other volunteers understand and follow proper procedures are also welcome. This has happened before but was easier to fix as the gross payment was from the wrong account within the operating account, not a separate checking account for designated funds.

[Zorak]

It isn't exactly clear which accounts you are referring to, or if you are talking about accounting funds and not accounts. The easiest thing to do is just void the check in Payroll, then create a manual check the way that it should have been recorded. As long as you use the same check number, dates, and amounts as the original check, you should be fine.

In Fund Accounting, you will have three transactions related to this check. The original, the void, and the correction.

[championcpa]

I am sorry to be so unclear. There are 2 separate checking accounts. One is for the operating budget and is the one properly used for payroll checks. The items debit and credit the appropriate checking account and liability accounts for taxes.
This employee was paid from another checking account where designated special funds are deposited. She was paid from an account just for performance expenses. The other soloists are not employees so this was correct for them. But she is an employee and performed the same functions as in her capacity as an employee. Her pay should have been processed through the payroll module and the operating checking account and subject to payroll taxes.
While the funds could have been charged to the special designated fund, I cannot see how, without changing the accounts in the payroll module, to make that happen. Would it be possible to temporarily change the accounts for just the one check? I just want to be sure that the totals are run through Payroll and payroll taxes and gross pay are in the reports for tax purposes.
Thanks for your help!

[Jeff]

It is harder now since she has already received the gross. What I would have doen wass create a new income item for her to increase her gross amount. and paid her paycheck from the normal payroll checking account. You would have to transfer money from the designated checking account to the payroll account to cover the amount. Then after the check was printed you could have either removed the pay item from her check stup or set the process to 'no' for that item.

Now that the check has been written, it might be easier to manually calculate what the withholding should be and just change the amounts for the tax deductions for the next check and then change them back after the check is printed.

[championcpa]

I think what I have to do is void the check, grossup the total to account for the unwithheld taxes, temporarily change the default debit account for the gross to come from the designated fund checking account, reissue the check for the same net amount with the same number and date. If I do through the payroll module it should work. I will try it on a file copy and let you all know if it works. Thanks for the answers!

[championcpa]

Okay, my plan worked! I voided the original check. I then changed the accounts in the payroll module to debit the grossed up amount of pay to the designated fund. I changed the employee gross amount for this one time check. After posting all this, I checked all the accounts and everything went to and from where it should. I "printed" the "new" check with the same number and date. The payroll reports are correct. Yeah!