[PR] Time posted to the wrong state, insurance code, before or after employee has been paid? How to move and correct.

How to move and correct

Example 1: The original pay period is closed so we will make the corrections in a current open pay period

CAUTION: Please make sure you have the original payroll register from the week, prior to making changes.

1. Create a batch in PR Timecard Entry in the current open pay period. Note: It is our recommendation to do a separate pay sequence.

2. File, Add Timecard, Check 'Initialize reversing timecards from another payroll'

3. Enter the pay period ending date for the payroll you need to correct.

4. Enter the pay sequence you want the entries to post to.

5.  Select the employee, job, date you want to correct.

6. Add to Batch. You can use the red X to delete any lines out of the batch you do not need for correction once the batch is created.

7.  Repeat the above process. This will bring the timecard lines in twice so we won't need to type the correcting timecards in PR timecard entry. 

We now have 2 sets of entries which total 10 lines. I will leave the first 5 lines alone as this will reverse the hours and wages out of the incorrect state. In line 6 through 10 we will correct the state and change the hours and amount to positive numbers. Once you've completed the correcting entries save, process and post the batch. 

Compare the original payroll register from the prior pay period to the correcting entries.

Notice the Or State tax is $74.81 for the incorrect state. If the taxes have been paid to the state you will need to file a corrected return to the incorrect state. If the taxes have not been submitted to the state you can move them to the correct state or reimburse them to the employee.

In PR Employee Pay Sequence Control, we will complete our correction. In our example, we had to manually override the OR state tax to the original amount withheld then moved this to CA. You may need to issue a check for the difference to your employee. In this example, we will not be issuing checks. We are moving the OR tax to CA tax. 

Please note in the red box for OR the incorrect state the subject , eligible and amount are negative backing it out of the wrong state. CA tax has a positive subject, eligible and amount adding it to the correct state.

Once you have completed any overrides needed on the Deduction/Liabilities tabs, you will either issue a check or complete the sequence by changing the Payment Method to ' X-No pay'.

In this example, we did not issue a refund check to our employee so we will change the Payment Method to 'X- No Pay', fill in the Paid Date and Paid Month then process and save the record.

NOTE: Please use the paid date and paid month of the current pay period.

Example 2: The pay period is still open but my employee has been paid

Print a payroll register for the employee that needs to be correctedCreate a timecard batch, then select File>Add timecard (same as in the first example). Select 'Add Timecards from the current pay period', and uncheck (lower left hand corner) 'Exclude timecards if the employee has been paid', then click the 'Add to Batch button'. Make the needed corrections, then process and post the batch. You will receive a soft warning that the employee has been paid. Just close this warning and continue with the corrections. In PR Employee Pay Sequence Control, process the record.

Make sure the Processed totals are the same as the Payment Amounts:

Notice the Net Pay is different than the PR Payroll Register we printed before editing the timecards. ($1028.42) If you're going to reissue the employees check you will click the void payment button the reissue the check. In our example, we will apply overrides to the deductions to make the totals match.

Once the needed overrides are in place, click on the Info tab, then the Process button and if the net pay matches, you're done.