Automatic Backpays

You can automatically backpay a timesheet with additional earnings by using the Backpay Timesheet button on timesheets.

If you've already exported and paid a timesheet, and have realised the employee has been paid incorrectly due to something like a missed shift, tip or bonus, you may find the automatic backpay feature useful. Follow the below steps to do so:

Navigate to the updated timesheet.
Make the necessary changes to the timesheet.
Click the Backpay Timesheet button at the top of the page. All shifts must be approved for this to appear.
Confirm that you want to proceed with the backpay, can you decide whether you want this to apply to the next in-cycle pay run, or whether to create an out-of-cycle pay run for this backpayment.

This will compare the pay stub for this period against the current timesheet. Any items on the timesheet that are different from the pay stub will be accounted for in the selected pay run.

If there are additional earnings in the timesheet, these will be entered as a positive line into the earnings lines section of the pay stub. If there are any items that have since been removed in the timesheet, these will be entered as a negative line in the earnings lines section of the pay stub.

This feature will also account for leave taken.
After selecting Process back payment, a pay run will be created containing the difference, or it will be added to an existing draft pay run. A note will also be added to the pay stub to confirm the pay period for which this has been done:

Automatically Calculating Time Off Accruals for Back Payments

Time off accruals will automatically calculate when back payment earnings lines are added to a pay stub in Workforce Payroll.

For example, if an employee worked 40 hours in the last pay period, but was only paid for 32 hours due to a data entry error. To correct this, the back payment would add a new earnings line of 8 hours at the employee's rate. Because those 8 hours weren't included in the original pay run, time off accruals will automatically calculate on the additional hours. For instance, if the employee accrues 1 hour of PTO for every 8 hours worked, the back payment will add 1 hour to their time off balance.

FAQs

Are there limitations to net pay reversals in Workforce?

Workforce does not allow the net pay to fall below $0 during reversals, even when adjustments are made to other components. This limitation must be considered during reconciliation processes to ensure accurate reporting.

Can I add a comment on the pay stub?

Yes. You can add a comment in the Notes section of the pay stub to explain the reason for this pay run. These comments will appear on the employee's pay stub. To continue the example above, we could add something like:

I can't see the employee I'm trying to backpay. How do I add them?

This employee may be deactivated. You can check this by navigating to Workforce > Staff > Tools > Deactivated Staff. Once they have been reactivated, you will be able to add them to pay runs that have been configured to their entity and pay group. If these are correct and you still can't see the employee, please reach out to support@workforce.com.