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How do I correct an error in a team member’s pay?

Deputy Help
  • Updated

Important notice:
Information provided by Deputy is intended for general guidance purposes only and is not a substitute for professional legal or financial advice. Deputy does not accept liability for actions taken based on this information.
Employers are responsible for ensuring their employees are paid correctly in line with the applicable award/s, industrial instrument/s and relevant employment agreements.
For specific issues or if you are unsure about your employee/s’ entitlements, please consult a legal, financial or employment relations specialist. Deputy does not offer advice on employment law or taxation matters, including payroll specifics.

 

Your best action in this situation will depend on when you have realised the payment data is incorrect:

You can then follow these steps to correct specific errors:

When you've realised the payment data in incorrect

Before the pay run is processed

If you realise something is wrong during payslip review, you can fix these errors before you click Complete pay run. The way you fix the error will depend on what kind of information needs updating:

Before the ABA file is uploaded and information submitted to ATO

If you realise there is mistake after you have locked the pay run, but before you have uploaded the ABA file and submitted the information to the ATO, you can still fix these errors within this pay run.

First, Unlock the pay run: Group 22825.png

You can now fix the error. The way you fix the error will depend on what kind of information needs updating:

After you have uploaded the ABA file and before you have submitted information to ATO

If you realise you have made a mistake after you have uploaded the ABA file to your bank but before you have submitted the information to the ATO and you want to make an adjustment that affects the amounts paid in the ABA file, the best practice is to finalise the pay run as is and prepare an ad-hoc or unscheduled pay run to correct the mistake with readjustment payments.

If you want to make an adjustment that does not affect the amounts paid in the ABA file:

First, Unlock the pay run: Group 22825.png

You can now fix the error. The way you fix the error will depend on what kind of information needs updating:

Note: Remember you do not want to change the amounts you have processed through the ABA file.

After you have uploaded the ABA file and information to ATO

If you realise you have made a mistake after you have uploaded the ABA file to your bank or submitted the information to the ATO:

  • In this instance, it is best practice to leave the pay run as it is and
  • prepare an ad-hoc or unscheduled pay run to correct the mistake with readjustment payments.

 

How to correct specific errors

Fix an error related to the employee's details (e.g. name, regular pay rate, leave loading)

Click on the employee's name in the payslip to open the employee's profile (opens in another tab) and update their details if they are incorrect Web template - 2025-06-02T123201.041.png

Then, reprocess just the affected payslip(s) in this pay run. Web template - 2025-06-05T103316.429.pngYou can now complete and lock the pay run. 

Fix an error that relates to the employee's timesheet (e.g. hours incorrect, leave timesheet missing)

You can fix these mistakes on the employee's timesheet.

Then, reprocess just the affected payslip(s) in this pay run. Web template - 2025-06-05T103316.429.pngYou can now complete and lock the pay run. 

Fix an error related to a recurring extra earning 

If the mistake relates to the set up of a recurring extra earning you will find these extra earnings pay items in the Payments section of the payslip. Web template - 2025-06-06T130449.446.png

      • You can edit the recurring extra earning in Business Settings > Payroll Settings. Note: this will change the recurring extra earnings rule for all future pay runs. Consider the impact of editing the recurring extra earning rule versus creating a new one.
      • You can adjust the pay item for this payslip only by clicking the pencil icon to the right of the pay line and making your changes.

Then, reprocess just the affected payslip(s) in this pay run. Web template - 2025-06-05T103316.429.pngYou can now complete and lock the pay run. 

Fix an error related to a recurring deduction or expense

If the mistake relates to the set up of a recurring deduction or expense you will find these extra earnings pay items in either the Deductions or Expenses section of the payslip. Web template - 2025-06-06T130802.916.png

      • You can edit the recurring deduction or expense in Business Settings > Payroll Settings. Note: this will change the recurring deduction or expense rule for all future pay runs. Consider the impact of editing the recurring extra earning rule versus creating a new one.
      • You can adjust the pay item for this payslip only by clicking the pencil icon to the right of the pay line and making your changes.

Then, reprocess just the affected payslip(s) in this pay run. Web template - 2025-06-05T103316.429.pngYou can now complete and lock the pay run. 

 

Fix an error in a pay line that was manually added to the payslip

Click the pencil icon to the right of the pay line to open the Update Payment pop-up. Make the necessary changes and click Update Payment.

Web template - 2025-06-06T131449.539.png

Then, reprocess just the affected payslip(s) in this pay run. Web template - 2025-06-05T103316.429.pngYou can now complete and lock the pay run. 

 

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