Running back-dated pay runs is easy to do with PaymentEvolution. Whether you’re a new client looking to add your recent data or are just looking to catch up, this guide will provide a walkthrough for how to complete back-dated pay runs in your account.
Considerations
There are a few things you’ll need to consider before running any back-dated pay runs.
ePay Direct Deposit
If ePay is active for your account, then you will first need to ensure that you change the employee payment method to cheque. Back-dated runs are typically recreating payments that have already been issued, so setting the payments to cheque will ensure that a duplicate payment is not automatically released.
Remittances
The second consideration, linked to ePay, is whether PaymentEvolution remits your source deductions automatically. If so, then running a back-dated pay run becomes more challenging. This is because even on pay runs where the employees are paid via cheque, the remittances are still debited and paid on your behalf. If this applies to you, feel free to Contact Us and we will be happy to provide alternatives (fees may apply). If we do not remit for you, then this is not an issue.
Processing Back-Dated Pay Runs
A back-dated pay run is processed just like any other pay run. Simply start by going to Run Payroll. Be sure to enter the correct cycle dates, as the system will likely default to more current dates. If payments for this run have already been issued for the employees and just need to record the run (so you will be setting these to cheque), then be sure to enter the payment date that they received the payments. If they have not yet been paid, you will need to set a more current payment date, but the cycle dates will remain the same. Since this would still be part of your regular cycle, be sure to select Regular rather than special.
From here, continue running the payroll as normal – approve your employees and verify them on the Review tab to ensure that the amounts are correct. If you have already paid them make sure hte New Pay matches exactly what you paid them. The final step on the Payments tab will be to ensure that your employees are all set to cheque if you have already paid them. If you have not set up ePay, then this will be set by default – but always be sure to check before you finalize (*hint – always be sure to verify that you check for a second page of employees or expand the records per page to ensure that all employees are set correctly!).
Once everything is set to go, click Finish to complete the run.