How to Process 'Back Payment'

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

The example scenario:

  • Bobby's old pay rate was RM20.00 per hour;
  • His new pay rate is RM25.00 per hour;
  • He's already been paid up to 31/8 (on the old rate);
  • You want the new pay rate to apply from 1/7

You've updated the pay rate on his employee record, pay run defaults page, now his new pay rate will be applied to any earnings from now (or the effective date at the bottom of the pay run defaults page) on but here's how to work out and pay him for the period he'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" and the 'Accrue leave' option will not be ticked:

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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.

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

Filter your report for the period 1/7 - 31/8 and to show you Abby's earnings only:

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This report tells us the total number of hours (83) paid during the period and the number of pay periods (9).  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 Abby's name to expand her record in the pay run;
  • click on the actions button within his record;
  • select the 'Add earnings' option;
  • once the new earnings line is in the pay run click on the down arrow and select the Back Pay pay category;
  • enter RM5 into the pay rate field (ie. the difference between the old and the new rate);
  • enter 83 hours into the Units field;

    2021-10-01_13-11-08.jpg

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.

If you have any questions or feedback, please let us know via support@yourpayroll.io

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