[PR] Time posted to wrong job, phase, tax state, Insurance (WC) code, SUI or liabilities

Correcting Timecards After an Employee Has Been Paid

(For corrections that do not change the employee’s net pay)

This method uses reversing timecards and can be used to correct items such as state, job, or insurance.

Limitations

• This method cannot be used for craft or class corrections.

• Job or phase changes may affect liabilities with limits.

• Always keep the original payroll register before making changes.

Example 1: Original Pay Period Is Closed

Step 1: Create Reversing Timecards

1. Open a current, open pay period.

2. Create a timecard batch in PR Timecard Entry

   • Recommended: use a separate pay sequence.

3. Select File > Add Timecard.

4. Check Initialize reversing timecards from another payroll.

5. Enter:

   • Pay period ending date to correct

   • Pay sequence to post to

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

7. Click Add to Batch.

   • Remove any unneeded lines using the red X.

Step 2: Create Correcting Entries

8. Repeat the same process to pull the timecards a second time.

   • The first set will reverse the original entries.

   • The second set will be used to correct the information.

9. Leave the first set unchanged.

10. In the second set:

    • Correct the state (or other fields)

    • Change hours and amounts to positive values

11. Save, process, and post the batch.

Step 3: Review and Finalize

12. Compare results to the original payroll register.

13. If state taxes were already paid:

    • File a corrected state return.

    • If not yet paid, move or refund as appropriate.

14. Open PR Employee Pay Sequence Control.

15. Apply any needed deduction or liability overrides.

16. Either:

    • Issue a check, or

    • Set Payment Method = X – No Pay, enter Paid Date and Paid Month, then process.

Use the paid date and paid month from the current pay period.

Example 2: Pay Period Is Open, but Employee Has Been Paid

1. Print the payroll register for the employee.

2. Create a timecard batch in PR Timecard Entry.

3. Select File > Add Timecard.

4. Choose Add Timecards from the current pay period.

5. Uncheck Exclude timecards if the employee has been paid.

6. Click Add to Batch.

7. Make the necessary corrections.

8. Process and post the batch.

   • A warning will appear stating the employee has been paid—close it and continue.

9. In PR Employee Pay Sequence Control, process the record.

10. Confirm Processed Totals = Payment Amounts.

Important Notes

• Net pay may differ from the original payroll register.

• If reissuing a check:

  • Void the original payment.

  • Apply deduction overrides so totals match.

• When net pay matches, go to the Info tab, click Process, and save.

This process allows accurate corrections without affecting the employee’s net pay.