Issue/Symptom/Question

Reimbursement in PENTA shows as having been paid twice but, it was only paid once. We need instructions on how to reverse one of the Reimbursements. The only amounts that are affected are the reduction of the Reimbursement and Net Pay. No other wages/taxes affected.

Master Reimbursement setup below:

Master Tab:

Expense account: XXXX
Status: A
Print on Check: Y
Calc Base: 1 – Amount Per Pay Period
Amount: $XX.XX
Frequency: 4 – Once Per Month – 3^rd Period

Taxable/Non-Taxable Tab – As a default, add (B)efore or (A)fter taxes are calculated (B/A)?: (A)fter All other information left as defaulted

Applies To

PENTA for Windows

Payroll > Setup > Deductions, Reimbursements and Other Compensation

Payroll > Exception Checks > Manual Check

Resolution/Fix/Answer

To Correct:

1. Leave Reimbursement setup as is
2. Process a Manual Check to back out the Net Pay and Reimbursement:

 Navigate to: Payroll > Exception Checks > Manual Check

Document Tab:

• Check # should be 0
• Employee Id, should be the employee who needs reimbursement reversed
• Check Date will be the posting date – use the date the reimbursement was paid
• Net pay should be NEGATIVE in the amount you need to reduce the reimbursement
• Accrue PTO, Process Reciprocity Rules, and Process Linked Jurisdictions should be set to "N"

Distribution Tab:

• Work Date s/b the same as the Check date
• OU Id s/b the employee's OU
• Account will be the account the reimbursement uses to expense
• Hours and Gross pay should = 0
• Leave all other fields as defaulted

Reimbursement Tab:

• Reimbursement #: number used to reimburse the employee
• Reimbursement Amount: NEGATIVE amount of the excess reimbursement
• If Applied Account is defaulted in from Distribution tab, clear if out

Exit batch and answer Y to distribute

Review employee earnings before continuing to make sure the amounts are correct. 

Cause

Reimbursement was recorded twice in PENTA but was not paid twice to employee.