Modifying Payroll Records After Processing

Use the Payroll Details form to modify payroll records after they have been processed. Records can no longer be modified using the Hours Summary and Hours Detail forms once payroll has been processed. To modify payroll records after processing, you must be authorized to do so on the Privileges tab of the Work Groups form. There are two ways to modify payroll records that have been processed: you can modify individual records or you can modify the hours totals for a pay period.

If the payroll records have already been extracted to a CSV file, you can still modify them. However, you must first "re-open" the records on the Payroll Details form by selecting them and clicking Reopen Payroll in the toolbar. To re-open payroll records, you must be authorized to do so on the Privileges tab of the Work Groups form. After re-opening the records, follow the procedures described below to modify them. You will need to re-extract the records after modifying them.

Modifying individual records

To modify individual records:

1. Open the Payroll Details form.
2. From the list at the left, or from the Employee list, specify an employee.
3. Specify values for Payroll ID (payroll schedule) and Pay Period.
• Values for the Status, Pay Period Complete, and Export Date are displayed. These values depend on the specified employee and pay period.
• Values for the Start Date and End Date fields are displayed. These values depend on the specified payroll schedule and pay period.
• A grid at the bottom, showing detailed payroll information for each report date within the specified pay period, is displayed.  At least one record is displayed for each report date. Additional records are displayed for each absence processed on that report date, or for each clocked or absence record eligible for a premium.
4. Modify the record values in the grid.
5. Click Save. The total fields in the Extract Calculation section are adjusted  to reflect your changes. These adjusted totals are displayed in red to indicate that they have been modified after processing.

Modifying hours totals for a pay period

To modify hours totals for a pay period:

1. Open the Payroll Details form.
2. From the list at the left, or from the Employee list, specify an employee.
3. Specify values for Payroll ID (payroll schedule) and Pay Period.
• Values for the Status, Pay Period Complete, and Export Date are displayed. These values depend on the specified employee and pay period.
• Values for the Start Date and End Date fields are displayed. These values depend on the specified payroll schedule and pay period.
• The extract calculations, which summarize hours for the pay period, are displayed. This summary is presented in four arrays: clocked hours, clocked hours on a holiday, non-overtime-eligible hours on a holiday, and absence hours. Within each array, hours are separated by columns into regular hours, premium hours, and total hours.

Within the first three arrays, hours are separated by rows into regular, overtime, double time, and total hours. If overtime is calculated on a daily basis, additional rows are displayed for overtime  and double time before the shift. A final row shows total hours.

4. In the Adj field, specify the new hours total. This value overrides the Total field. For example, to change holiday hours from 8 to 12, use the OT row in the Holiday array. Specify 12 in the Adj field.

5. The Extract field shows the information types included in the payroll extract and the sequence in which they will display.

6. Optionally, in the Comment field, specify why the hours totals were adjusted.

7. Click Save. The total fields in the Extract Calculation section are adjusted  to reflect your changes. These adjusted totals are displayed in red to indicate that they have been modified after processing.

To undo an adjustment to the hours total, delete the value in the Adj field, leaving the field blank, and click Save. The Total field will revert to its original value.

Related Topics

Processing Payroll

Using the Payroll Details Form

Using the Payroll Summary Form