Extra line being added to payroll each month with 39 hours

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

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:

• Set up a guide for QuickBooks Online Advanced Payroll
• Customise payslips in QuickBooks Online Advanced Payroll

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.

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

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.

Thank you @SirielJeaB for your help.

So I believe I have sorted everything now within QuickBooks.  Any Tax or NI paid (either employee or employer) is now showing as a minus in the books and I assume that will eventually be refunded/sorted by HMRC.

With regards to the overpaid wages, the books (recorded as Payroll Clearing) is now showing a minus figure of basically the overpaid hours minus the tax/ni that had been deducted from previous wages.

I assume this is correct and reflects the amount "owed" back to me by the carer?  That side of it seems to be straightforward as they are just going to pay it all back.

The question now is how to handle and record this.  Do I raise a bill/invoice and then when that is paid, record the payment against the Payroll Clearing account?  Do I need to categorise the bill/invoice itself against any account?

Thank you

Andrew

Hi, Just checking back in on this.

To recap, we think the employee is going to just pay back the full amount, but I would appreciate if someone out there could confirm if the below is correct:

1) Create a bill for the overpayment to the employee

2) When the bill is paid and the money goes in to our account, record this payment against the account that is currently showing minus (i.e. the Payments account)

It sounds logical to me, but just want to make sure that this will have the desired effect of "balancing" the overpayment in the Payments account.

Thanks

Andrew

Yeah, I did fear it creating a double entry so to speak but just felt I needed to send them something more official.

I will just do something away from QuickBooks that is more official (if I am asked specifically for it) and as you say, simply record the bank deposit/transaction against the Payment account, which should balance it out.

Thanks again for your help

Andrew