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Home > Pay Management > Job Aids > Process Paycheck Corrections and Replacements
Use this Process Paycheck Corrections & Replacements job aid to create administrative tasks that affect paychecks, including how to cancel, stop payment, replace, and void a check using the CHCK transaction. This job aid also provides steps to create and issue a manual paycheck (On-Line Check or OCHK) outside a regular payroll run for immediate payments or corrections.
Prerequisites:
Before you begin, make sure:
The employee(s) you are adjusting already exist in the system and you have the employee ID for the individual(s) you intend to adjust.
You have all the necessary information and authorization to make the adjustment.
If a replacement check is being requested, you have confirmed the original check has been canceled.
For online check requests to process, make sure you have the one time payment transaction information that corresponds to the online check you are requesting. The request will not validate or process without this information.
Important Information:
The steps outlined in this document require close collaboration and information sharing with the Central Payroll Unit. Please be prepared to share information related to the requested transactions.
Steps to Request to Stop, Cancel, or Void a Paycheck:
State entity professionals complete the Direct Deposit Delete or Reversal Request form for an ACH or complete the Warrant Cancellation and Affidavit of Lost Warrant if a physical warrant and send by email to state_centralpayroll@state.co.us with a subject line containing Home Department, Direct Deposit Delete, and Employee EID.
Note: This form will not be processed without a signature from a state entity supervisor.
State entity professionals submit the completed form to the Central Payroll Unit who will process the transaction request.
Note: If the delete request is received two days prior to the payday at 12:00pm (noon mountain time), it will be deleted. However, if it is received after that time frame, it becomes a reversal and it is not guaranteed to be considered a delete request. Instead it becomes a reversal request.The Central Payroll Unit will communicate directly with the state entity regarding the processing of the transaction.
Steps to Create an On-Line Check (OCHK):
Access the PAYM Activity Folder & Search for the Employee
On the Home Page, click the Payroll Management (PAYM) QuickLink.
—OR—
Use Global Search to navigate to the PAYM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter PAYM, and select Payroll Management from the drop-down list. The Payroll Management activity folder opens to a query.
2. Use the filter fields to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously. The matching results populate in the grid.
3. Locate the correct record, then click the View button next to the record to open it. The record opens in the Payroll Management Activity Folder.
Create On-Line Check Calculation
4. Navigate to the Issued Checks/Advices tab.
Note: If the tab isn’t visible, click the 3-dot menu or right arrow to view all tabs.
5. Click the tab-level three-dot menu, and select Create On-Line Check Calculation. The On-line Check (OCHK) transaction page opens to the On-demand Check tab.
8. Click the Attachments button to add relevant attachments.
9. Click the Calculate button at the top of the page.
Save, Close, & Communicate the Transaction Information
10. Record the Transaction ID & click the Save & Close button at the top of the page.
11. Email the Central Payroll Unit at state_centralpayroll@state.co.us with the transaction type, transaction ID, the home department, and the EID to complete the on-line check processing.
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