You've just finished a draft pay and sent it but now you've noticed you entered the wrong pay date, or an employee who has received their payslip realises that an overtime payment has been missed. The pay has been sent - what are your options? Fortunately, PayHero makes it easy to fix any mistakes.
If you've simply missed some hours or earnings out of an employee's pay you can run a One Off Pay for that employee for those additional earnings. Provided the start and end dates are the same as the original pay the employee's tax will be calculated based on their total earnings for the period overall.
If you have some larger amendments to be made to the original pay, you're still able to do so by adjusting the sent pay.
Moving Sent Pays to Draft
Under Payroll > Sent select the checkbox of the sent pay you need to amend and select Mark As Draft through the button.
Selecting the Mark as Draft option will display the following pop-up.
After selecting Mark as Draft you will be notified the pay has been successfully moved into a draft stage and have the option to immediately view your draft pays.
Editing the Pay
Viewing Payroll > Draft you can edit your pay as required in much the same way as processing a pay regularly. More information on this can be found in our Processing a Pay Run article.
If you need to apply any changes which have been made in the Timesheets, Leave, or Employee records you'll need to remove the affected employee from the draft pay and then re-add them for those changes to be picked up.
Once all the desired changes have been made you have two options for resending the pay, either Resend Pay or Mark as Sent.
Deleting the Pay
If the mistake made relates to the pay period being covered, you'll need to delete the pay and recreate it with the correct dates. From the Draft Pay screen, click on the button and select Delete Pay. PayHero will automatically file an amendment with the IRD if a pay is deleted.
Resend pay is a more automated approach, once you have made the appropriate changes and select Resend Pay you will see a confirmation pop-up. This pop-up will provide information around what actions will be taken as well as confirming that no payslips will be sent out. Clicking on Resend Pay here will finalise any changes you've made to the pay and process the actions mentioned in the confirmation box.
Mark as Sent
Your other option to process the pay is to select the Mark as Sent option from the menu and is the more manual approach but better suited for certain situations.
Selecting Mark as Sent will provide a pop-up detailing what won't be processed. However, if you want some of these processes to occur but not others, the actions can be individually selected from the Sent Pays tab.
Mark as Sent won't file an amendment with the IRD and you will need to manually resubmit to the IRD from the Unpaid Tax section. Additional information on re-submissions can be found in our Payday Filing article.
For more information on the differences between selecting Mark as Sent and Resending a pay, you can refer to our FAQ article: What is the difference between sending a pay, resending a pay, and marking a pay as sent?
Additional Aspects to Note:
If the employee has already been paid and the amount was different to the new total after any changes that were made, the difference will either need to be paid or recouped from the employee manually.
If you pay the IRD at the same time as paying your employees (through a Bank Batch File or manually) you'll also need to pay any difference in the tax amounts to the IRD. Differences arising from amendments can be processed through the Unpaid Tax tab.