How do I delete a payrun or make changes to a finalized payroll?
How do I make changes to a finalized payroll run?
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We do not support "deleting" a pay run but we do have a few options in case you make a mistake.
First - here's why we don't support deletion
We adhere to accounting best practices in that committed transactions should not be "deleted" for auditing purposes. For example, if you've completed and finalized a pay run we assume you have issued payments to your employees (either via cheque or our e-Pay service). If you realize a few days later that you made a mistake, how do you go about changing the amount the employee was paid? What if the employee was overpaid - how do you collect the overpayment back? More importantly, your pay runs should be a complete (and accurate) record of how you pay your staff which can hold up to potential audits.
Instead, incorrect entries should be fixed in the next pay run. This gives you a better picture of the error and the corrective actions you've taken - and gives you a full history in case there are questions later. For example, if you've over paid an employee - make an adjustment to the wages on the next pay run rather than deleting and re-running the payroll.
To ensure you have every opportunity to make fixes before committing your pay runs, we allow full changes to any pay run at any stage prior to finalization. This means we give you the opportunity to make any changes at any point during your pay cycle to correct errors, make adjustments or fix any figures prior to finalizing your pay run. Say, for example, that you are almost done your payroll run and are on the payments stage - you can still go back and adjust the hours worked for an individual employee and recalculate their wages before finalizing the pay run.
We also have multiple confirmations during the actual pay run process to ensure you are entering the right numbers and last, we have a clear warning before our finalization step that clearly indicates that committed transactions cannot be deleted.
We do recognize, however, that there may be special cases in which you really do need to delete or modify transactions in your account. In those cases, we can restore your profile and data to a backup we maintain for you. This is a manual process and does take some time. If you truly need to do this, please send a request to us and we'll work with you to determine the best course of action. Please note that fees may apply for recovering a backup.
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If you have not finalized a payrun, you can go back to any step of the payrun process and make modifications. For example, if you've noticed a mistake in the amount paid to an employee, you can go back to the salaried or timesheets step to modify the amounts. Click on the calculate step and proceed as normal.
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