Editing Pay Run Entries

Editing Pay Run Entries

After creating a pay run, you can adjust individual employee entries before approving.

What You Can Edit

Click the Edit button on any employee row to open the editor:

• Hours Worked — For hourly employees, adjust the actual hours worked this period
• Hourly Rate — Override the employee's default rate for this period
• Overtime Pay — Additional pay for overtime hours
• Bonus — One-off bonus payments
• Commission — Sales commission or similar variable pay
• Other Additions — Any other additional payments (with a note field to describe them)
• Pre-Tax Deductions — Salary sacrifice or other pre-tax deductions
• Other Deductions — Post-tax deductions like loan repayments

Automatic Recalculation

When you save changes to an entry, the system automatically recalculates:

• Gross pay
• Taxable pay (gross minus pension if applicable)
• PAYE tax
• National Insurance
• Student loan deductions
• Net pay
• Pay run totals

Bulk Recalculate

If you need to recalculate all entries (for example, after updating an employee's tax code), click the Recalculate All button on the pay run detail page. This recalculates every entry from scratch using the latest employee data.

Important Notes

• You can only edit entries while the pay run is in Draft status
• Once approved, entries cannot be changed. Revert to draft first if corrections are needed
• Editing an entry does not change the employee's master record — it only affects this pay period