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pezza72
May 31, 2024
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Extra line being added to payroll each month with 39 hours

  • May 31, 2024
  • 1 reply
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I've just noticed that for April and May payroll, for some reason an additional item is being added to the timesheet entries at the end and is basically paying AGAIN for 39 hours.

 

I cannot find where this is coming from.  The first payroll in March has not done this and the only thing that changed for April is I applied an hourly pay increase from April.  I can't see how that would suddenly cause an additional entry of 39 hours to be created though.

 

I can see that no timesheet entry has been created for this 39 hours by the employee so the system must be adding this somewhere.  

 

The end result is I have overpaid massively twice which I now need to tell our carer she isn't going to get paid for a couple of months!

 

Can anyone advise where this may be coming from?  So many different options in the payroll area and I can't see it from what I have checked so far

Best answer by SirielJeaB

So I have found this link: Delete or Unlock Payroll.... 

 

This seems to match the layout I see, so if this is right, it sounds like I should be able to unlock, make the changes (remove the last item with the 39 hours) and then re-submit it all?  Apparently this also sorts out the FPS!?

 

Does this sound like the correct way, or do I still need to take care of anything else?

 

I want to speak to the carer before I do any of this though just so that she is aware of everything before she starts seeing all updates in the portal.  I think I owe them a few coffees!!

 

Thanks again for any help with this.


Thanks for getting back to the thread, pezza72. I appreciate your troubleshooting efforts in resolving your concern.

 

It appears that you have the Advanced Payroll subscription based on the further details you've shared. I've already updated the process above for the QuickBooks version you have to rectify the issue. You've also found the correct article for further reference.

 

You're also correct that you need to unlock and make the changes (remove the last item with the 39 hours). By doing these, it will sort out your FPS. Please submit this to HMRC to override the changes.

 

Moreover, you can set up pay schedules in the system to calculate which employees to pay and what pay run warnings to display.

 

I'm always prepared to provide the information you need. You can count on me 24/7 to help you. Kindly tap the Reply button below if there's anything else you need to know.

1 reply

P
pezza72Author
May 31, 2024

So I have found this, it is under the employee section rather than the payroll section.

 

And yes, I have messed up really bad.  It seems I even missed a warning telling me! 😞

 

Basically, I have selected to include a "Standard Work Week" as a default within the payrun, so it was adding the timesheets submitted and then this based on a standard 9 hour week.

 

The question I have now is HELP!!!

 

Could anyone please advise how I go about rectifying this?  If it was just as easy as asking for the money back that is one thing, but of course there are all sorts of complications here with the accounts, overpayment, HMRC etc etc.  So how SHOULD I fix this both morally and legally?

 

This is basically a Direct Payments "company" so to speak where the Council send us money to pay a carer to look after our Disabled Child and we simply pay the carer for the hours that she works.  So I am not a big company as such but still, I worry about how to approach this now.  It would mean that she wouldn't get paid now for about 4 months if I just left it as it is, but even then that doesn't seem the "right way to do it"

 

Thanks

 

Andrew

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SirielJeaB
May 31, 2024

I know how time-consuming it is to experience challenges when managing your payroll activities in QuickBooks Online (QBO), pezza72. Let me work with you and share the instructions for resolving your concern.

 

You can delete, recreate, and rerun the payroll with an extra line added with 39 hours in QBO. Begin with May and then April. Once done, resubmit the FPS or EPS to HMRC to override the changes. I also suggest having an internal agreement with your employees concerning the overpaid amount.

 

Before deleting, you need to unlock the finalised pay run to edit and recalculate the values associated with it. Here's how:

 

  1. Select the Payroll menu and click the Pay Runs tab.
  2. Choose the pay period you want to unlock.
  3. Hit Pay Run Actions, then tap Unlock.
  4. Type the reason for unlocking the pay run.
  5. Select Unlock to confirm.
  6. Update the necessary changes.
  7. Verify that your changes are accurate, and then Finalise Pay Run again if you need to.

 

Once done, here's how to roll back the pay run:

 

  1. Go to the Payroll menu and tap the Pay Runs tab.
  2. Navigate the pay period.
  3. Click on Pay Run Actions.
  4. Select Unlock.
  5. After you unlock the pay run, hit Delete Pay Run.
  6. Pick Delete to confirm.

 

Check out this article for the detailed process and information: Delete or unlock payroll in QuickBooks Online Advanced Payroll and QuickBooks Bureau Payroll.

 

Once you've made the necessary changes, you can finalise it again and submit it to HRMC.

 

Here are some resources you can refer to handling other payroll-related tasks in the future:

 

 

Return to this post and leave a comment below if you have other payroll-related concerns. I'll respond to you promptly and provide the necessary support whenever you need it.

P
pezza72Author
May 31, 2024

Thanks you @SirielJeaB, this is much appreciated.

 

I just wanted to check if these instructions also apply to me as these seem to be for QuickBooks Online Standard Payroll.

 

I am not sure about what Payroll I have but it looks different to these.  I actually have a separate "Payroll" option in the left menu and don't seem to have an option to delete a payroll but it does have an option to "unlock".

 

I guess I am a little better off given that there is only ever 1 employee so it is not going to affect anyone else and should be quite painless to recreate, but it sounds like I might be able to unlock and then edit the payroll?  I am just having a look around at the moment to see if I can find any guides that look like my setup in the meantime

 

Thanks

 

Andrew

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