Payroll - Employee Rollback
From time to time it may be necessary to rollback to a particular date the payroll calculations and records for an employee. For example where the employee?s appropriate national insurance table should have been changed in a prior pay period but was not notified in time or a pay element had inadvertently been not included.
To ensure that all deductions and net pay are correct the employee's pay position is rolled back and the payroll calculations re-run and records corrected. Rollback can only take place within the current PAYE year. To rollback for a particular employee:
- Print out and store the P11 report for the employee as it before rollback. File and retain this report in case of inspection or questions from HMRC.
- Note the date of the pay run to which records are to be rolled back
- Use the roll back process to take the records and data back
- Re-run payrolls from the rollback date to the current date, taking each pay interval one at a time. (See the note on RTI in the section below)
Printout and Store the P11 Report for the employee
The P11 report is available via the Payroll Reports menu.
Payroll - Reports - Deductions Working Sheet (P11)
From the PAYE Year drop down select the relevant year for the report. Click on the Employee desired and GENERATE button to prepare the report. Print the report and save it with an appropriate name.
The roll back procedure is accessed via the Manage Payroll menu.
Payroll - Manage Payroll - Employee Rollback
Select the relevant employee from the drop-down. Enter the Rollback Date. This is the date of the last pay run from which amendments need to be made. In other words the payroll for this employee is correct up to this date.
Click on SUBMIT to continue the rollback. A confirmation message will display in the top right of the screen and the Payroll Batch Run list will display showing the rollback batch. Note that the batch has a icon in the far right column, showing that it is irreversible.
The rollback is now complete and the employee's parameters can now be amended and the payrolls, starting from the next pay run date after the rollback date, re-run.
If the history of payroll runs for a particular employee were
Then if the rollback is dated 29/06/2018, then data is reset as if only runs 1 and 2 have been completed. If the rollback was set to 30/05/2018, then data is reset as if only run 1 is complete.
The impact of the roll back is to reset the pay and deductions figures. In the liability accounts such as PAYE, NIC and Pension the original entries are reversed, so that both the original and the reversing entry are shown. However any physical cash payments through the bank account are NOT changed.
As the payrolls are re-run then new entries will be made in the liability accounts and it may be that amendments will be necessary to the cash payments already made. See the Note below on the impact of RTI. We strongly recommend that you or your advisor, to ensure that all is correct and any residual balances are justified, do a reconciliation of the new balances in the liability accounts.
Employee Rollback and RTI
Employee rollback is most likely to be used to correct an error after an earlier payroll and FPS has been submitted, but still in the same tax year. For example you notice an error made in month four during month eight. You must amend the error by adjusting your next payroll.
So, rollback the employee to month three, correct the problem in the month four data and run payrolls four, five, six and seven for the particular employee. Run each payroll in order as usual except on Payroll Run Settings select only the particular employee and suppress the FPS by ticking the box.
There is a warning message to dismiss.
Then when the month eight payroll is completed normally and the FPS filed the year to date position for the employee is correct.
Posting the rollback impact
Up to 5th April 2022 completing the rollback process posts a journal that reverses payroll figures for the specific employee. On-wards from 6th April 2022, because there is a dedicated journal for each employee, rollover simply deletes that journal. Journals can be viewed and inspected from the Control menu.