How to Process 'Back Pay'


This article covers the manual processing of back payments only. If you would like to learn to use the automated back pay feature, click here.

So you've given your employee a pay rise and want to "back date" it...  no problem.


The example scenario:

Eleni's old pay rate was £20.00 per hour

Her new pay rate is £25.00 per hour

She's already been paid up to 31/12/18 (on the old rate)

You want the new pay rate to apply from 1/11/18


You've updated the pay rate on his employee record, pay run defaults page...


Now her new pay rate will be applied to any earnings from now on (or the effective date at the bottom of the pay run defaults page) but here's how to work out and pay her for the period she's already been paid for, at the old rate...

How you'll pay it

Create a separate pay category (click here if you need some assistance with this).  In this example we'll call the new pay category Back Pay, set the Units field to "fixed" (this pay category won't be accruing leave)..._Back_Pay.png

If overtime has been paid during this "back pay" period then you'll need to consider your options for paying this:

  1. manually calculate the overtime back pay required and simply enter this amount into the back pay earnings line in the pay run (explained below), OR
  2. make the Unit "Hourly" on your Back Pay pay category and add linked pay categories with penalty loading/s that match your usual penalty rates (don't forget to make sure the Accrues Leave box is not ticked).  NB. making the pay category "hourly" will mean the back pay hours will be included in the total hours worked on the pay slip, so if this is likely to confuse your employees, use option 1.

 Finding out how much you need to pay

There are several report options but what you are looking for is a report that will show you both the number of hours that have been worked/paid at the "old" pay rate and the number of pay periods since 1/7/16.

Go to the Reports menu and select the Pay Categories report...


Filter your report for the period 1/11/18 - 31/12/18 and to show you Eleni's earnings only...


This report tells us the total number of hours paid during the period and the number of pay periods.  All that's left to do is to pay her.  


How to actually pay it

You're going to add the back pay owed to her ordinary earnings in her next scheduled pay run so...

  • Click on Eleni's name to expand her record in the pay run
  • Click on the actions button within her record
  • Select Add Earnings
  • Once the new earnings line is in the pay run click on the down arrow and select the Back Pay pay category
  • Enter £5 into the pay rate field (ie. the difference between the old and the new rate)
  • Enter the hours calculated in the report into the Units field Back_pay.png

You can add a note either in the notes field of the Back Pay line or at the bottom of the record to explain the details of the back pay if necessary.

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