Question
My employee has a paper check, but their name is wrong or misspelled and the bank won't cash the check. What are my options?
Answer
This scenario can occur while a customer uses any of the three paycheck delivery methods: self-written, self-printed, and Toast-printed. The fix is the same for all three methods:
The paycheck with the incorrect name should be manually voided by writing VOID in large letters across the front of the check. We recommend shredding the check as well.
Next, a manager or HR+ user should log into Toast Payroll and navigate to the employee's profile > Profile > Edit. Update the First name and/or Last name fields to the employee's correct name, then scroll to the bottom of the page to select Save changes.
Now contact Toast Payroll by selecting the blue chat dot in the lower-right corner of any Toast Payroll page. Include the following information:
The incorrect name of the employee (as seen on their incorrect paychecks)
The corrected name of the employee and whether the profile name has been edited or not
The number of checks that could not be cashed along with their check date(s) and amount(s)
If some check dates are set during a previous quarter, amendments may be required.
Toast will void the payment records to back out any earnings, deductions, and taxes attached to the incorrect name.
Afterwards, Toast may create an off-cycle payroll to attach the void and quick calc to or you may be able to attach the void and quick calc to an upcoming payroll. Verify with us which method is being taken.
At this point, you can attach quick calcs with the same information we just voided, just under the correct employee name.
To do this, navigate to Payroll > Past Payrolls > View for the check date containing the original, incorrect check.
Then select the Employee detail report towards the bottom.
Locate the employee here. Using their earnings and deductions on this report, enter those on your quick calc. Navigate to the employee's profile > Quick Calc > Start.
Make sure to follow all steps to create a quick calc, including calculating gross to net and attaching the quick calc to the off-cycle or suggested payroll specifically mentioned in step 5.
Repeat this for any affected paychecks. Each incorrect paycheck needs its own quick calc.
Once the off-cycle or suggested payroll has been submitted, pay the employee in cash or use a cash transfer app such as Venmo, Cash App, or Paypal to get them their intended funds. Remember, a quick calc does not transfer funds, so this payment will need to be done manually.