Correcting payroll and recreating payroll bills

Max Dana Updated by Max Dana

Correcting pay runs prior to approval

If a correction needs to be made prior to approval, follow the steps below:

  1. Workforce Administration Lead: Cancel the existing approval request in the app.
  2. Workforce Administration Lead: Correct the pay run in the payroll system and provide the Financial Maintenance Lead with the new reports.
  3. Financial Maintenance Lead: Void or delete the incorrect bill in Xero and create a new bill in Xero using the reports from the corrected pay run.
  4. Financial Maintenance Lead: Visit the member page in the app and click View details in the Financial Snapshot section. Click Refresh. This will sync any new or updated bill in Xero with the app, so the bill associated with the pay run will be marked as voided/deleted, and a new bill will come into the app. This process runs in the background so it may take a minute or two depending on traffic.
  5. Workforce Administration Lead: Associate the pay run task in the app with the new bill from Xero.
  6. Workforce Administration Lead: Send a new payroll approval request to the member.

Correcting approved pay runs

It happens. Sometimes a correction needs to be made after a member has already approved payroll. To resolve this, follow the steps below:

  1. Workforce Administration Lead: Correct the pay run in the payroll system and provide the Financial Maintenance Lead with the new reports.
  2. Financial Maintenance Lead: Void the incorrect bill in Xero and create a new bill in Xero using the reports from the corrected pay run.
  3. Financial Maintenance Lead: Visit the member page in the app and click View details in the Financial Snapshot section. Click Refresh. This will sync any new or updated bill in Xero with the app, so the bill associated with the pay run will be marked as voided, and a new bill will come into the app. This process runs in the background so it may take a minute or two depending on traffic.
  4. Workforce Administration Lead: Associate the pay run task in the app with the new bill from Xero.
  5. Workforce Administration Lead: Request that the member reapprove the payroll.

If it's not feasible for the member to reapprove the pay run, please contact the Technology Team. Though it's preferable for the member to reapprove so that the approval timestamps in the app and Xero match, it's possible to manually re-associate the prior approval with the new bill and manually mark the bill approved in the app and Xero.

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