Corrections and adjustments

Current period corrections

(Net pay not yet finalized and paid)

1. Just modify the transaction in attendance detail (gross pay): Click the modify icon, Make the change, Save the change.
2. Recalculate the net pay for for that person.

Past period corrections

(Amounts already paid)

To correct a past period, you can't just change existing transactions, because they were what was paid. You need to keep history. So you need to add new correcting transactions.

They will have the same effective date as the one you are correcting, but they will be paid in a different period. Since the new transaction are not yet paid, they will be included in your next pay run.

• During your next pay run, in net pay calculation wizard, be sure to check the Include Unpaid Past Period Transactions option.

To correct the rate the employee was paid

If the correction is for the hours already entered — and the same number of hours, then

• Select the original transaction to correct from the employee's gross pay
• Click the (copy) icon on that form. Then select Copy (replicate) from the drop-down. This will create a new identical transaction.
• Change the rate in the new transaction to the difference only — the additional amount per hour to be paid (negative if overpaid).
• Check the Retro adjustment box. This prevents the hours from accumulating again (in counters, etc.). Dollar amounts will still accumulate in totals, but these hours won't.
  • For example, if the original transaction was for 8 hours @ $14/hr, and the new one is for 8 hours @ $1/hr, the total is 8 hours (not 16) @ $15/hr.
• Save the new transaction with the difference, which will be paid in their next pay.

To reverse an entry completely

In this case, start by creating a negative transaction to reverse the original one. Here is a simple way to do that:

1. Select the original transaction to reverse from the employee's gross pay.

• Click the (copy) icon on that form. Then select Reverse from the drop-down. This will create a new reversal transaction, with a negative number of hours and amount, to be paid on the next pay.
• Save that reversal transaction.

If you need to correct the old transaction (for example change a pay code):

2. Click the icon and create a brand new transaction with the correct pay code / hours / amount / etc. as it should have been. Use the real date when the time was worked or the absence was taken.

• Save that new correcting transaction too.

• The final result is that the next pay run will process both transactions: the negative reversal amount + the new amount, to pay the employee the difference. If it is just the pay code that changed (like maybe an absence code) that's OK too.