[PR] How can I edit timecards for employees that have already been paid?

There are two options depending on whether the pay period is open or closed.

Option 1: Pay Period Is Still Open

1. Print the Payroll Register for reference.

2. Open a PR Timecard Entry Batch for the current pay period.

3. Go to File > Add Timecards.

4. In the Add Transactions to Timecard Batch form:

   • Keep “Add timecards from the current payroll” checked.

   • Select the employee.

   • Uncheck “Exclude timecards if Employee/Pay Seq # is paid.”

5. Click Add to Batch.

6. Make the necessary corrections.

   • Ensure the pay rate is not changed.

   • Save the batch (a warning about the employee being paid may appear—this is normal).

7. Post the batch.

8. In PR Employee Pay Sequence Control, process the employee.

9. Verify Processed Totals = Payment Amounts.

   • If not, adjust Deductions or re-enter timecards if Earnings need correction, then reprocess.

10. Once totals match, run PR Ledger Update.

Option 2: Pay Period Is Closed

1. Either:

   • Create a one-day pay period for the adjustment, or

   • Add a new pay sequence to the current pay period.

2. Go to File > Add Timecards.

3. Select “Initialize reversing timecards from another payroll.”

4. Enter:

   • Pay Period Ending Date of the original error.

   • New pay sequence in the “Post to Pay Seq” field.

   • Employee number.

5. Click Add to Batch.

   • This creates negative timecards for the original hours and earnings.

   • Make sure you select the new sequence you just added.

6. Repeat the step above (optional) to create a second set of timecards for corrections.

7. On the second set, correct the timecards and remove negative signs to recalculate positive amounts.

   • Verify the pay rate did not change.

8. Post the batch.

   • The employee’s hours and earnings should net to zero.

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

10. Change Payment Method = X – No Pay, enter Paid Date and Paid Month, then save and process.

11. In PR Pay Period Control, close the pay period and run the Ledger Update.

This method ensures corrections are made accurately without affecting overall payroll totals.