| | Can I add an employee to a completed pay run? |
| Description | You may have completed a pay run and then realised you forgot to create a new employee. You can no longer add the employee to that completed pay run. There is a workaround: - Set up a different pay frequency
- Process their wages within that pay frequency
- Move the employee to their correct pay frequency for future pay runs.
 NOTE: You’re only able to switch between a weekly and monthly pay cycle.
 CAUTION: Important: Please notify HMRC before following the steps. Make them aware of the situation. Inform them you’ll be submitting further RTI information for the Tax Period. |
| Resolution | For reference, get our Payroll tax calendar 2023/2024 (opens in new tab). If you already have a weekly pay calendar, start from step 6. - Go to Settings, then select Pay Day Settings.
- Select Set up Weekly Calendar.
- In the Pay Day list, select the day of the week you want to pay your employee.
- Select the First Pay Run box, then select the date of the first period you need to run.
- Select Save.
- To change the already assigned employee pay cycle, select the Employees tab.
- Select the relevant employee.
- Under Employment Details, in the Pay Cycle list, select Weekly.
- Select Save.
You can now process your payroll for the number of weeks needed to complete the tax month for the new employee. Use the payroll tax calendar to determine when this is. Once you’ve completed all the pay runs needed, you can then switch your employee back to the monthly pay cycle. - Go to Settings then select Calendar Settings.
- Select Set up Monthly Calendar.
- In the Pay On list, choose one of the following options:
- Same Day of the Month
- Last Day
- Select the First Pay Run box, then select the date of the first period you need to run.
- Select Save.
- To change the already assigned employee pay cycle, select the Employees tab.
- Select the relevant employee.
- Under Employment Details, in the Pay Cycle list, select Monthly.
- Select Save.
You can now process your payroll for the month you need to complete for the new employee. Use the payroll tax calendar to determine when this is. Once you’ve completed the pay run, you can then switch your employee back to the weekly pay cycle. You can only swap an employee between Weekly and Monthly pay cycles within payroll. For an employee missed off a 2 weekly pay run your options are: - Pay them weekly for the rest of the tax year
- Wait until the next 2 weekly pay run to pay them
NOTE: This may result in the employee paying more PAYE or NIC than they usually would.
For an employee missed off a 4 weekly pay run your options are: - Pay them as monthly for the rest of the tax year
- Pay them as weekly or 2 weekly for the rest of the tax year
- Pay them as weekly to the end of the tax month and then swap to monthly
NOTE: Use the tax calendar from the link above to determine when the tax month ends. - Wait until the next 4 weekly pay run to pay them
NOTE: This may result in the employee paying more PAYE or NIC than they usually would.
For help setting up a new pay calendar read our article Pay day calendar settings (opens in new tab).
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