Payroll Help

Your Payroll Software questions answered here

How to Fix an Incorrect Payroll

Sometimes a payroll gets processed with the wrong info. Common examples:

  • Incorrect earnings
  • Incorrect pay rate
  • A benefit deduction (or employer contribution) was applied when it should not have been, or was missed
  • An employee was taxed in the wrong tax jurisdiction
  • You missed adding S-Corp Contributions at the end of the year

How Can I fix a Payroll That Is Wrong? Decision Tree 

Step 1: Has the employee already been paid? 

  1. No, not paid yet: If the incorrect payroll was run and hasn’t yet been paid
    1. Best Fix:  Your best option is to void the payroll and rerun it with the correct settings. This is usually the cleanest and fastest fix because it keeps your payroll records and tax calculations aligned. See our help article on how to void a payroll. 
  2. Yes, already Paid
    1. Go to Step 2.

Step 2. What needs to be corrected? 

  1. Did you pay an employee but forgot to record it in Payroll?
    1. Yes – Best Fix: Add it through payroll history.
      • Full service payroll customers will need to reach out to support to request the payroll history link be turned on.
  2. Do you need to record Employer contributions for a past payroll?
    1. Yes –  Best Fix: Add it through payroll history.
      • Full service payroll customers will need to reach out to support to request the payroll history link be turned on.
    2. Employer contributions like a 401(k) match or health insurance paid by the employer typically do not change an employee’s net pay. S Corp Health Insurance for >2% S corp owners can be added through payroll history if you missed the January 10th cut off at year end. 
  3. Do you need to add or remove employee deductions (health benefits, 401(k) etc.) on a past payroll (and the employee has already been paid)?
    1. Yes –  Best Fix: Payroll edit (requested through support)
  4. Was the employee taxed in the wrong jurisdiction?
    1. Yes –  Best Fix: Payroll edit (requested through support)
      • Make sure you update the employee record to the correct jurisdiction in your software before reaching out to support for edits. 

Step 3. Is the payroll in a closed tax period?

  1. Yes –  Amended returns will need to be filed.
    • Keep in mind changing a Q1 payroll after Q4 has been filed will require amended returns in both Q1 and Q4.
  2. No – You won’t need to file amended returns.

Step 4: Full Service Payroll: Do you want Patriot to handle the amended return filings?

  1. Yes – Full Service customers can request Patriot file amended returns on their behalf. Amended return fees will apply:
    • Q1: $100
    • Q2: $100
    • Q3: $100
    • Q4: $150
  2. No – You will be responsible for filing amended returns. 

Step 5: Email Support

  1. Send an email to support@patriotsoftware.com with the details below:

Email subject:
PS number: XXXXX Payroll Edit Request

Email body:

I am requesting the following payroll edit(s) for {Company}  {PS number}

  • Pay Date(s)
  • Full Name of Employee
  • Edits needed (list the name tax, contribution, deduction, etc., exactly as it appears in your software)
  • Amount(s) to adjust
  • Additional info for clarification or specific details for your request if the above categories do not apply.

    (Repeat for each employee as needed)

Full service payroll companies: If the edit is needed in a closed tax period, include:

  1. Do you want Patriot to file amended returns on your behalf?  (Yes/No) 
  2. If “Yes’ include acknowledgment:
    • I agree to the amended return fees and acknowledge that that my credit card will be charged at the time of the amended return filing. 

{Your name}

Step 5.  Verify your changes

Once a member of our payroll edit team completes your request, you will receive an email confirmation. The edited information will appear in your Payroll Details report.

  1. Go to Reports > Payroll > Payroll Details.
    • Date range: Use the quarter start and end date in most cases–some edits may be made using the last day of the quarter or year.
    • Employee name(s)
    • Source: Uncheck all but “Payroll Update” 
    • Group by: Check
  2. Click “Run Report.”

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