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Make changes to a completed pay run

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Summary

What things to consider, and how to make changes to a completed pay run in Sage Payroll.

Description

If you have made a mistake and need to change a pay run you have already processed, you can use the Edit pay run feature. This provides two options, Edit pay and Edit absence.

 NOTE: You can only edit employees included in the original pay run. For more information on this, read Can I add an employee to a completed pay run?  

▼Some example of when you would edit the pay run
  • Forgotten to pay overtime 
  • Used the wrong tax code
  • Didn't include a student loan
  • Incorrect NI category used
  • Need to opt in/out an employee from a pension
  • Change date of an absence

When making a change, Sage will recalculate the employees figures so you can see the effect it has. Then when saving the change, you’ll be given two options on how you want to deal with any difference in the employees net pay.

▼Show difference in the next pay run

Use this option if want the difference to show the next time you pay them. A Correction line will appear for the net difference of the changes made. If the employee was under paid, this will show under the payment section. If the employee was over paid, this will show in the deduction section.

▼Do not show difference in the next pay run

Use this option if you are handling the difference before you next pay your employees. For example, you have aready made/planning to make a seperate payment to an employee to account for an underpayment in wages. No Correction line will appear on the employees payslip.

For more information about corrections, read Understanding payroll corrections.

After saving a change

A Full Payment Submission (FPS) will automatically send to HMRC to inform them about any changes in the current tax year. If the changes affect a previous tax year, you may need to send a Supplementary FPS. For more information on this, read Supplementary FPS.

Resolution

If you'd prefer to watch a video on editing a completed pay run, select the play button below.

Before editing a completed pay run

We recommend that you print payslips for any employees whose pay you’re changing.

Also print the P32 employer payment record for the month or quarter the pay run relates to. You can then compare changes in the values before and after editing.

Edit absences

For a step by step guide on this process, read Edit absences.

Edit pay

For a step by step guide on this process, read Edit pay.