Payroll Help

Your Payroll Software questions answered here

Editing Employee Pay Information

If you need to change an employee’s information, go to Payroll > Employees > Employee List > click the employee’s name > Pay Info tab. 

Here is a description of each field. Click the “Edit” link to change any of these fields.

Pay Schedule – The pay schedule automatically shows. You can change this or add a new pay schedule if needed by clicking +Add New Pay Schedule. You will need to complete the new pay schedule set up by going to Settings > Payroll Settings > Pay Schedules. To learn more, read, “Adding a new Pay Schedule.”

Pay Type: If you need to change your employee’s Pay Type from Hourly to Salary, or Salary to Hourly, select the Pay Type from the drop-down list. The Pay Type determines the unit of pay for the employee: Hourly, Salary, or Salary Non-Exempt.  See Employee Pay Types for more details.

Entering pay rates will depend on whether the employee is Hourly or Salary/Salary Non-Exempt.

If this employee is Hourly:

Pay Rate:  Enter the hourly pay rate (for example, 14.75).

Role:  This is optional if you only have one pay rate and role for this employee. If you add more pay rates, you will need to enter a role for each pay rate. The role will appear when running payrolls to differentiate each rate, along with reports and employee pay stubs. When you start to type, the role will be suggested based on what you have used before.

Add Another Role: If this employee is paid at more than one hourly rate, enter another pay rate and role. You can add up to five different pay rates and distinct roles per employee. If you use the time and attendance and have employees set up with timecards, the primary rate will display first.

Always display on payroll runs:  If you want this additional role to always display under the employee’s name when you enter payroll on Step 1, choose “Yes.”  If you choose “No,” you can still use this rate in Payroll Step 1 when you toggle “Show all Pay Types.” 

Use the Blended Overtime Calculation:  The first time you add an additional rate for an employee, you will see a box asking if you want to use the blended overtime calculation. Most businesses should check this box to comply with the Fair Labor Standards Act rules. This setting applies to all employees and can be changed later under Settings > Hours & Money Types. Please consult a lawyer or accountant before unchecking this setting. For more details about blended overtime, see the help article “Using Blended Overtime.”

If this employee is Salary or Salary Non-Exempt:

Pay Rate Type:   Choose to enter either an annual pay rate or per pay period.

For Salary or Salary Non-Exempt, enter either the annual salary or the pay rate per pay period (e.g. 1500.00 without commas).

  • If you are entering a pay period rate, you should take the annual salary and divide it by the number of pay periods for the year: Weekly = 52, Biweekly = 26, Semimonthly = 24, Monthly = 12. The calculated annual amount will be shown based on your pay frequency.
  • If you enter an annual pay rate, the calculated amount per pay period will be shown based on your pay frequency. This rate will be used when running payrolls.

To change employee pay schedule or pay types after the information has been entered and saved, please read our article,  “Changing Employee Pay Frequency or Pay Types.” If you have Patriot Time, the employee’s open time card will be deleted and replaced with a new blank time card when you change their pay frequency or pay type.

For All Employees:

Pay an Additional Repeating Money Type: If you want to add a flat dollar amount to be paid to the employee each payroll, such as a phone or housing allowance, choose a repeating money type and enter the amount to pay.

If you have set up money types to repeat under Settings > Payroll Settings > Hours & Money Types, they will appear here. You can also create a new repeating money type here on the employee’s record, and it will also appear in your company settings. For more details, see How to add Repeating Dollar Payments in Payroll.

[RELATED ARTICLE: What Does Pay Frequency Mean? | How Often to Pay Your Employees]

W-2 Statutory Employee: Select “Yes” if this is a statutory employee whose earnings are subject to Social Security and Medicare taxes but not subject to federal tax withholding. If you select “Yes”, the corresponding box on the employee’s W-2 will also be marked. For further instructions on W-2 reporting requirements, see IRS Instructions for Form W-2. Note that checking this box only marks the W-2 form. If employees are exempt from any tax, you will still need to mark them exempt. See Editing Employee Tax Information.

W-2 Company Retirement Plan: Select “Yes” if the employee was an “active participant” for any part of the year in a company-provided retirement plan such as a 401(k), 401(b), 457, SIMPLE, SEP, etc. If you select “Yes,” the corresponding box on the employee’s W-2 will also be marked. For further instructions on W-2 reporting requirements, see IRS Instructions for Form W-2.

Status: The “Active” selection will default to “Yes.” As long as “Yes” is selected, this employee will appear on the payroll worksheet for payroll processing.

Note: If you have Patriot HR, you will not be able to change this on the Pay Info page. You will use the employee’s Status History to update their status. For more info, see “Using Employee Status History in Patriot HR.”

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