Automatic PTO Accrual Reversal on Voided Payrolls

Purpose

When PTO accrues through payroll, the accrued hours are posted to the employee's Time Off balance as part of the pay run. If that payroll is later voided, UZIO reverses those hours automatically so Time Off and Payroll stay in sync. You do not enter a manual adjustment. This article explains what the reversal looks like, the rules that decide whether it happens, and what to check afterwards.

Who needs this: Any user whose role includes the Payroll or Time Off permission and who reviews employee balances or asks UZIO to void a payroll. Voids are processed by UZIO on request; see Reviewing Past Payrolls and Requesting a Void (Payroll History).

How it works

1. Trigger. When a payroll is voided, for all employees or a selected few, each voided paycheck is checked for PTO it accrued.
2. Adjustment. For each affected policy, a reversal entry is written to the employee's time-off history:

Example: balance before the void = 14 hours; 4 hours accrued in the voided payroll. Balance after the reversal = 10 hours.

Final paychecks. If the voided paycheck was a terminated employee's final check and it paid out a PTO balance, the payout is reversed too and the hours return to the balance. See Automatic PTO Balance Payout on Employee Termination.

Rules

• Only what was posted is reversed. UZIO reverses the remaining, un-reversed accrual. If part of it was already undone, only the difference is adjusted, and processing the same void twice does not double-reverse.
• One entry per policy. An employee accruing under several policies gets a separate reversal entry for each.
• The policy must still be active. If the policy has expired, been deactivated, or been deleted since the payroll ran, no reversal is created. Adjust the balance manually if it matters. See Adjusting Employee PTO Balances.
• Deactivated assignment vs removed employee. If the employee's assignment to an active policy was deactivated, the reversal is still created. If the employee was removed from the policy, it is not.
• Negative balances are allowed. The reversal always applies in full, even if it takes the balance below zero.

What to check after a void

• Open the employee's time-off history. The reversal entry should show Approved By: Void Payroll and the balance should be lower by the accrued amount.
• If the policy had expired or the employee had been removed from it, no entry exists. Decide whether a manual adjustment is needed.
• When the corrected payroll is run (a Special Payroll for the same period), it accrues PTO again. That is expected, not a duplicate.

Related articles

• Reviewing Past Payrolls and Requesting a Void (Payroll History): what a void does and how to request one
• Processing a Regular Payroll
• Adjusting Employee PTO Balances
• Automatic PTO Balance Payout on Employee Termination