Often times a mistake may be found on an older payrun or one that has been lodged with the ATO but was missing important information. The solution is often referred to as an "adhoc payrun". This is used as a new pay event will be created passing missing data correctly to the ATO.
To create an adhoc payrun we begin by creating a new pay schedule and naming it "adhoc" the frequency should usually match the payrun that we wish to amend. We do this so it is easier to locate if review is required.
- Click Employees tab
- Click Payroll Settings
- Select Pay schedule from the 2nd column
- Click +Add
- Name it "Adhoc" or something similar
- Select the frequency based on the payrun you wish to amend
- Employees included should normally be None
- Select any other settings you wish.
We don't have to use the adhoc payrun schedule and it can be quicker to simply use the same period ending and paid date to "duplicate" the payrun we wish to amend, a warning will appear if duplicating a payrun.
On the adhoc payrun:
- Add impacted employee via Payrun actions > Add Employee
- Click on the employees name and click actions
- Choose the option you wish to amend
- Select the same category and enter the incorrect amount however add a "-" to the rate or unit (this will reverse the incorrect line on the employees year to date figures)
- Add any missing categories normally. (this will add the correct figures to the employees year to date earnings)
- Once complete only the adjusted details should be present and if you wish you can now finalise the payrun, create an pay event from it and lodge with the ATO to correct the year to date figures.
Note reversals of payments will not affect super so this may need to be manually adjusted as well via actions > Adjust super with a negative total.
It is also important to note if lodging an adhoc payruns pay event out of chronological order you should finish up with an update event after is have been lodged successfully (This will ensure no data mismatch with the ATO).