Resolving Duplicate Third-Party Check Numbers for Garnishments

Overview

This article explains why two third-party garnishment checks (for example, child support payments) may be produced with the same check number, why a duplicate check may not appear on the check register report, and how to correct the issue by voiding one check and reissuing it with a new check number. It also explains how to prevent the issue going forward by ensuring Record Check is selected during payroll. Use this guidance when a third-party payee check has a duplicate number, is missing from the check register, or needs to be reprinted.

Why Duplicate Check Numbers Occur

Duplicate third-party check numbers most commonly happen when Record Check is not selected during payroll processing. Selecting Record Check advances the check number sequence and ensures the check flows correctly to the check register and other reports. If Record Check is skipped, the check number sequence does not advance, and the next payroll can produce a check with the same number. The earlier check may also be missing from the check register report because it was never recorded in the system.

Deciding Which Check to Void

Before making any changes in the system, determine which of the two checks the payee (for example, the state child support agency) has cashed. The check that has been cashed should remain intact. The other check must be voided in the system and reissued with a new check number so it appears correctly on the check register and other reports.

  • Contact the payee or review bank records to confirm which check number has been cashed.

  • If both checks have been cashed, you will need to work with the payee and/or bank to recover the duplicate payment, and record the correction in the system accordingly.

How to Void and Reissue the Third-Party Check

Once you have determined which check to void, follow the steps below. If the standard procedure does not work in your environment, use the alternative hand-check method described in the next section.

Step 1 — Remove the Payee from Print with Payroll

  1. Navigate to Employer > Deduction.

  2. Select Payee

  3. Remove the checkbox option to Print with Payroll for the affected payee.

Step 2 — Reprint the Third-Party Check

  1. Navigate to Payroll Check Printing.

  2. Select Third Party at the bottom of the screen.

  3. Choose the payee for the check that needs to be reprinted.

  4. Enter the appropriate Pay Date to Pay Date range.

  5. Use today's date as the Check Date if a new check is being issued.

  6. Print the check.

  7. Select Record Check so the reissued check flows correctly to the check register and other reports.

Alternative — Enter the Check as a Hand Check

If the standard reprint procedure does not work in your environment, the corrected check can be entered manually as a hand check. Use this method as a fallback when the Payroll Check Printing > Third Party workflow above does not resolve the issue.

  1. Open the payroll entry screen for the affected pay date.

  2. Enter the check as a hand check, using the correct check number and Check Date.

  3. Confirm the third-party payee, amount, and pay period are correct.

  4. Save the entry and confirm the check appears on the check register and other reports.

Preventing Duplicate Check Numbers Going Forward

  • Always select Record Check when processing payroll so the check number sequence advances correctly.

  • After each payroll that produces a third-party check, verify the check appears on the check register report.

  • Reconcile third-party checks against the payee's records regularly to catch any duplicates or missing entries early.

  • If a check will not be printed with payroll, remove the Print with Payroll option for the payee under Employer > Deduction > Payee before running payroll.

What Happens If Both Checks Are Cashed

If the payee cashes both duplicate checks, the excess payment must be resolved outside of the system:

  • Contact the payee (for example, the state child support agency) to arrange the return or credit of the duplicate payment.

  • Work with your bank if a stop payment or recall is required.

  • Once the resolution is confirmed, record the correction in the system so the check register and payroll records reflect the accurate history.

Key Takeaways

  • Duplicate third-party check numbers are typically caused by not selecting Record Check during payroll processing.

  • Determine which check the payee has cashed before making changes; void the other in the system and reissue it with a new check number.

  • Reprint the corrected check through Payroll Check Printing > Third Party after removing the Print with Payroll option under Employer > Deduction > Payee.

  • If the standard reprint procedure does not work, enter the check manually as a hand check in the payroll entry screen.

  • Always select Record Check going forward so the check number sequence advances and all checks appear on the check register.