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

Correcting Timecard Entries Using Reversing Timecards

Use this method for corrections that do not affect an employee’s net pay, such as wrong job, phase, tax state, insurance (WC) code, SUI, or other liabilities. Note: This method does not work for craft/class corrections, and job or phase corrections with limits may calculate liabilities incorrectly.

Steps:

1. Prepare for the Correction

• Ensure you have the original payroll register before making changes.

• Use a current open pay period and create a new batch in PR Timecard Entry. A separate pay sequence is recommended.

2. Add Reversing Timecards

• Go to File > Add Timecard and check “Initialize reversing timecards from another payroll.”

• Enter the pay period ending date of the payroll to correct and the pay sequence.

• Select the employee, job, and date to correct.

• Add the entries to the batch. Delete any unnecessary lines using the red X.

• Repeat to create two sets of entries:

  • First set: reverses hours and wages from the incorrect state.

  • Second set: enters corrected hours, amounts, and tax/state information as positive numbers.

3. Process the Batch

• Save, process, and post the batch.

• Compare the corrected entries to the original payroll register.

4. Adjust Employee Pay Sequence Control

• In PR Employee Pay Sequence Control, make any necessary overrides on the Deduction/Liabilities tabs.

• For state tax corrections, move amounts from the incorrect state to the correct state. Issue a check to the employee if needed.

• Once complete, set Payment Method to X-No Pay if no additional payment is required.

5. Verify Totals

• Ensure processed totals match payment amounts.

• Use the Info tab > Process to finalize if net pay matches expectations.

Notes:

• Use the paid date and paid month of the current pay period.

• For an open pay period where the employee has already been paid, uncheck “Exclude timecards if the employee has been paid” when adding timecards. Ignore any soft warnings and continue with the corrections.