You can manage stop payments for Canadian employees on checks, direct deposits, and electronic fund transfers for employees or payees in committed pay runs in Payroll. You can do this when, for example, a payee is issued a check but then loses or damages the check and requires a replacement. A stop ensures that no one can cash the check. Or, in the case of a direct deposit, you can stop the payment if the wrong amount was issued to an employee. From there, you can pay the employee in another way – for example, using a check.
Before You Begin: This functionality is available for Canadian pay groups only. For stop payments in the United States, you must follow the paper process with Dayforce Payment Solutions.
The Stop Payments sub-tab is available in Payroll > Data Entry. You can add stop payments for multiple pay runs and pay groups from one screen without having to load individual pay runs. You can also review and filter stop payment request history for multiple pay runs and pay groups, save your filter settings as favorites that you can reuse later, and export request history to a CSV file.
When you go to Payroll > Data Entry and click the Stop Payments sub-tab, Dayforce shows a user interface for managing stop payments. The toolstrip includes the Filter, Favorites, and Export buttons, as well as the Request Stop Payment button, which launches a wizard for creating new requests.
The list shows a history of stop payments that have already been requested for the pay groups to which you have access, with the most recent requests at the top. The Pay Run column shows the name of the pay group and the pay period number for each request:
Wizard Process for Requesting Stop Payments
When you click Request Stop Payment in the toolstrip, Dayforce shows a wizard that you use to add stop payments for multiple pay runs and pay groups. You can add stops for the same types of payments as in the previous version.
By default, the Include payments between fields show a date range of two weeks in the past and ten days in the future, but you can enter a range of up to three months. For example, you can enter Feb 1, 2017 to May 1, 2017.
In the Choose by field you can select either the Sequence No. option or the Employee/Payee option to define how you want to add payments to the list.
With the Sequence No. option selected (the default), you can enter the exact sequence number of a payment and then click Add. In order to return a result, the sequence number must be for a Canadian employee in a pay group to which you have access. It must also have a pay date that falls within the date range that you defined.
You can keep adding as many stop payments to the list as needed. Dayforce treats each entry that you add during the same transaction as a separate entry, and shows the most recently added entry below the Most Recently Added heading. The payment records include the pay date and amount:
When you toggle to the Employee/Payee option for adding payments, Dayforce shows settings for locating payment sequence numbers. You need to select a specific employee or payee and pay run before you can select a sequence number from the Sequence No. list.
The Name field and the Employee Number field return Canadian employees from the pay groups to which you have access, and who have payments with a pay date that falls within the date range that you defined. After you select an employee, you can select a pay run from a list of the employee's pay runs that have a pay date that falls within the date range that you specified.
With a pay run selected, you can select from a list of sequence numbers for that employee in the selected pay run. Click Add to move the payment to the list, and then repeat the above steps to add as many payments as needed:
When you click Next on the bottom right of the wizard, Dayforce continues to the confirmation page that lists the payments to be stopped. You can click Finish at the bottom right of the wizard to submit the transaction.
Dayforce closes the wizard, adds the stop payment entries to the list, and begins processing them
Dayforce transmits the stop payment request to the Dayforce Back Office system for processing. If the payments are stopped successfully, Dayforce shows a reference number for the transaction. Also, the message Stop Successful is shown in the State column of the Stop Payments sub-tab. The status updates automatically without you having to refresh the screen.
However, if the payments weren’t stopped (for example, because Dayforce couldn’t contact the Dayforce Back Office system), Dayforce shows an error message as well as a failure message in the State column, along with an explanation of the message in the Response column.
| Message | Explanation |
|---|---|
| Amounts Disagree | Dayforce can’t stop the payment because the amounts stored in the application are different from those in the Dayforce Back Office. |
| Too Late | Dayforce can’t stop the payment because it has passed the stop payment cutoff time. |
| Already Stopped | Dayforce can’t stop the payment because that payment has already been stopped. |
| Already Precleared | Dayforce can’t stop the payment because it has already been approved for clearing. |
| Record Not Found | Dayforce can’t stop payment because its sequence number cannot be found in the Dayforce Back Office system. |
| Server Not Available | Dayforce can’t stop the payment because it cannot contact the Dayforce Back Office system. |
Note: You can only attempt to stop the payment again if the Server Not Available message is shown.
Filter and Export Transaction History
As in other areas of the Payroll feature, you can click Filter in the Stop Payments tab to open a panel where you can select from a menu of filtering options:
Also, when you click Export in the toolstrip, Dayforce generates a CSV file that includes the records as they are currently filtered and sorted in the list.