Payroll errors happen to even the most experienced employers. Whether it's a miscalculated overtime rate, an incorrect leave deduction, or a missed allowance, the important thing is addressing mistakes quickly and accurately.
We do recommend always having a thorough checking process before closing pays to avoid needing to make changes to a pay run.
If you have closed or finalised your pay run but need to make a change, the best way to address this is depends on what the change is.
Reopening pays
We usually cannot reopen pays that have already been closed to make changes. Our team will usually advise you to make the correction another way if possible.
We may be able to reopen a pay for a change if:
You are not using PaySauce to make payments (e.g. you transfer payments yourself to your employees using internet banking)
The pay run is set to be paid on a future date - and there is enough support time during business hours for us to arrange to have the payment cancelled
We cannot reopen pays if:
it is already on the payment date (e.g. the pay day is today)
you are a large employer for tax filing purposes
if you have closed multiple successive pays, and the pay period you want to make changes in already has closed pays after it
You need to contact our Support team to explain the issue so we can advise the best way to resolve the issue.
Correcting leave entries
Correcting leave entries
We have a whole article about fixing up incorrect leave entries, linked below. If you've missed recording some leave, the easiest and best way to resolve this is simply to record the leave in the next pay run if it was something you missed recording.
Missed a payment (employee short paid)
Missed a payment (employee short paid)
If you need to pay your employee some additional hours, such as a timesheet entry being submitted late, you need to add this in a different pay period.
We'd usually recommend resolving this in your next pay run. You can add an additional payment very easily to the next period.
Alternatively, you can create a one off pay run if you want to make a payment to an employee outside of your normal pay schedule.
Adding the extra payment using PaySauce on the web (on your computer)
Go to the Run a Pay screen.
Click the employee’s name in their pay card.
The Settings window will open. Click the Payments tab.
Click the + button to set up a new payment - check out our guidance below.
Ensure that you set the payment frequency to 'one off' so that it doesn't save to their settings and add next pay run.
Click Ok to close the Payments window and Ok again to close the Settings and return to the employee’s pay card.
Some examples of payment types you might need to make:
If you need to pay your employee for hours that were worked, but not paid for: use the Hourly payment option
if you need to pay your employee a payment not related to hours worked, and is a separate amount, use the Fixed amount payment option
for other suggestions of payment options you might need, you can check out our article on employee payments which gives general guidance on how to select the right payment options for what you need to pay.
Adding the extra payment using the PaySauce app (on your mobile)
In the PaySauce app, tap on the Employees icon.
Tap on the employee that needs the extra payment.
Scroll to the Rules area for this employee and tap the arrow next to Payments.
Tap the + button in the Header area at the top of the screen to start a new payment.
Tap Create Payment to finish setting up the new payment.
Then Save Changes on the next screen.
Overpaid employee
Overpaid employee
If you've overpaid your employee, it is best to contact our Support team for guidance. This might involve correcting the records that have been filed to IRD, so get in touch with our team for assistance.
This includes when you have paid an employee but didn't mean to, or paid an employee too much.
Send an email to [email protected] to advise:
the pay period date range
the name of the employee
what specifically was wrong with the payment