pay someone for back time

I need to add that even though I want the calender scheduel and report to reflect the vacation was used taken in April, that it will not be paid until May.   Fred's check will have a May 11th date.

Thanks

To handle Fred’s pay correctly without messing up your past records, you should avoid unlocking the April 20–24 work week.

First, you do not need to revise the schedule; leaving it as M-F provides an accurate Scheduled vs. Worked report, showing he was supposed to be there despite the missed time. Additionally, you should not unlock the April 20–24 week, as doing so risks reloading the 24 hours he has already been paid for back into your payroll system.

To resolve the greyed-out schedule, go to Time Entries and click + Add Time. Select Fred, choose the missed April dates, and assign the hours to Vacation. This lets you record the time without changing past data or editing the locked schedule.

This way, by dating these new entries for those missed days in April, your time-off reports will remain accurate, while the hours will stay in a pending status until you pull them into the May 11 payroll run.

Please let us know if you have any additional questions by leaving a comment below.

 Your answer does NOT work.

When I  to  Time Entries and click + Add Time. and select  Fred you are not allowed to choose back dates in April as the calendar is greyed out.

I tried going to :

Time> Time Entries > add time....past date of calendar are greyed out.
Time> Time off        > add time ...  past date of calendar are greyed out 

I need help!!!!

We appreciate you following the suggestion given by my colleague. To ensure Fred’s vacation is accurately reflected for April and paid on the May 11th check, you’ll need to address the locked period. The dates are greyed out because the system protects finalized pay periods from accidental changes.

To keep your reports accurate, you can unlock the timesheets for the April 20–24 work week to allow back-dated entries. It's also highly recommended to consult with your accountant first; since Fred has already been paid for that week, you’ll want to ensure the system doesn’t double-post the hours or create discrepancies in your records.

Alternatively, if you prefer not to reopen a closed period, you can record the 24 hours in the current May pay period and include a note that they apply to April. Just keep in mind that this will cause your monthly reports to show the vacation usage in May instead of April.

Once the hours are recorded, you should be all set for the May 11th payroll.

Feel free to add a reply below if you have other concerns.