Stale Dated Checks

Purpose: Correct checks from the tax bank account that have not been cashed, based on how long they have been outstanding.

Cecilia sends out a list each month of checks that have not been cashed from the tax bank account.

DETERMINE ACTION BY CHECK AGE

If the check is more than 6 months old: reissue the check with a new check number. Document this so Cecilia can put a stop payment at the bank.
If the check is within 6 months: resend the check with the same check number. The bank cannot cash two checks with the same check number.

RESENDING A CHECK (SAME NUMBER)
In iSolved, you cannot recreate a check with the same number in the print utility. Instead:

Find the batch # of the check (see steps below).
Save the relevant pages as a PDF.
Upload to SharePoint and add to the printing spreadsheet.

HOW TO FIND THE BATCH #

Login to iSolved.
Navigate to the security group.
Navigate to Production Utilities > Service Bureau Reports.
Select the report named Tax Payment Analysis.
Filter:
- Date Range Type: Payment Date
- Range Begin: choose date
- Range End: choose date
- Company Search: enter client ID
Generate report.
From the report, match dollar amount and check number, then copy the batch #.

PULLING THE CHECK FOR REPRINT

Navigate to Tax Filing Management > Tax Payment Processing > Payment History.
Paste batch # in Process Batch ID and filter.
Under Check Status Summary, select View Checks.
On your keyboard, select Ctrl+F to bring up find/search.
Search the client ID and review client, check #, amount, and page number of PDF.
Once all pages are identified for the batch that needs to be reprinted, select Print.
In print options:
- Select Microsoft Print to PDF.
- Choose Custom Pages and enter the pages needed.
- Select Print.

SAVING TO SHAREPOINT

Print/save to SharePoint under: PV Tax > Stale Dated Checks > Current Year > Current Month
Name the file the name of the agency_Checks

RESENDING FORMS (IF NOT RECEIVED BY AGENCY)

Determine whether forms also need to be resent because they were not received by the agency. If so, include a letter notifying the agency that these are being resent due to the check not clearing our bank account. (Example letter below.)

PULLING THE ORIGIANL TAX FORMS

Determine what type of form needs to be resent (monthly or quarterly)
Navigate to Tax Filing Management > Service Bureau Return Archive
Filter:
- Year and quarter
- Service level: ALL
- Federal/State:
Select filter
Filter columns
- Filter form code
- Tax Period End Date
Select the line matching your filters
Review batch ID is correct (may be printed batch ID which changes when print job completes)
Select clients needed
Select View Selected Forms on black bar
Select Print

SAVING TO SHAREPOINT

Print/save to SharePoint under: PV Tax > Stale Dated Checks > Current Year > Current Month
Name the file the name of the agency_Tax Forms

BATCHING ATTACHMENTS

All attachments for the same batch going to the same agency can go into one SharePoint upload and be added to the printing spreadsheet as one attachment, including checks, forms, letter, and mailing label.

LETTER EXAMPLE
This is an example of the letter and should be formatted to your situation.

Payroll Vault
1860 W Littleton Blvd
Littleton, CO 80120

[Date]

[Agency Name]
[Address]
[City, State ZIP]

Re: Resubmission of Payment and Filings – Uncleared Checks

To Whom It May Concern:

Payroll Vault is resending checks and filings on behalf of several of our clients. These payments were originally submitted in a timely manner; however, we have since confirmed that the checks have not cleared our bank account.

To ensure your records are accurate and up to date, enclosed please find the reissued checks along with copies of the original filings for each affected client.

If you have any questions or need additional information, please don't hesitate to contact our office.

Thank you for your attention to this matter.

Sincerely,

Payroll Vault
Sara Harris
pvtax@payrollvault.com
303.763.1853