Adding and Removing Employees from Payroll

Karishma Updated by Karishma

Sometimes, during a Payroll cycle, you may need to make amendments to the Employees currently being processed. Payroll offers several distinct ways to achieve this, depending on the different situations you may have:

  • Add employee(s) to an existing Payroll cycle, for situations where you have New starters that are added to Payroll following the start of the Payroll cycle
  • Include employee(s) for future pay periods will allow you to add an Employee to a Payroll cycle when their start date is after the end of the current Payroll cycle – for example, a New starter for the following month that actually started in the current Payroll cycle
  • Do not pay employee(s) for this period is for removing an Employee entirely from the Payroll cycle
  • Do not pay employee(s) with zero pay will give the option to select and remove any Employee that has no pay for the current Payroll cycle, which is useful to prevent producing Payslips and overhead admin for Employees that are not actually earning anything in the current Payroll cycle

These options are all available for Payroll cycles that are already open. To start, open the Run payroll menu on the Payroll navigation bar to display a list of your open Payroll cycles:

Then, choose the Payroll cycle that you wish to modify on the Payroll cycles tab, and use the arrow to expand it. Once expanded, click the Amend payroll button. Then, click Add/remove employees from payroll cycle:

Then, the Add/Remove Employees page will open. From here, you can use the drop-down menu to choose which of the above 4 options to use:

Each option will limit the Employees that you can choose, and will filter out Employees that are not applicable to the chosen option:

  • Add employee(s) will limit the selection to Employees not in the current Payroll cycle
  • Include employees for future pay periods will limit the selection to Future starters that are not in the current Payroll cycle
  • Do not pay employee(s) for this period will limit the selection to Employees that are currently in the Payroll cycle
  • Do not pay employee(s) with zero pay will limit the selection to Employees in the current Payroll cycle that will not be paid anything

Once you have chosen which option to use, a Select employees section will appear. There are several tools you can use on this section to filter and find Employees:

  • Keyword search – there is a search bar that you can use to search for an Employee by their first name, last name, or Employee number
  • Select all – this button will select all Employees that match the criteria listed above for your chosen option
  • Select none – this button will clear your selected Employees
  • Employee status drop-down menu – you can use this drop-down menu to limit your available selections to an Employee’s status, e.g. Live, Leaver, Future Starter, Leaver with additional payment

To add an Employee to the current selection, tick the checkbox next to their name. The selection counter will keep a tally of how many Employees have been selected:

Employees are displayed in ascending order by their Employee number. You may find that if you have a lot of options, not all of your available Employees will appear on the screen. There may be a scrollbar on the right-hand side of the Employee selection, as well as a page counter at the bottom. Each page of Employees will display up to 10 Employees. To go to a different page of Employees, click the left and right arrows to move backwards and forwards:

Once you have made your selection, click the blue button at the bottom of the page to confirm the selection and perform the applicable action. The text on the button will differ based on what action you are performing:

Once you have confirmed the selection, a confirmation box will appear telling you how many Employees have been added or removed. Press OK to continue:

If you encounter errors during this process, Payroll will also detail them on this screen:

Hovering your mouse over the red exclamation mark will explain why this error occurred. Any errored Employees will not be removed from the Payroll cycle:

Another error that may occur is when trying to add an Employee to a Payroll cycle who has already been removed from it before. If this error occurs, you will need to Recalculate the payroll. Currently, this can only be achieved in Payroll desktop version.

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