Adding an Employee to an In-Progress Payroll Batch

You can still add an employee to an already-created payroll batch by manually creating their payroll entry and linking it to the open batch.

Step-by-Step Instructions:

1. Find the Batch ID of the open payroll
   In Payroll Now, go to Payroll Processing > Batch Payroll Processing and locate the batch you’ve already run. Open it and note the Batch ID—you’ll use this to tie the new employee’s payroll to the existing batch.
2. Start a new payroll document for the missing employee
   Navigate to Payroll Processing > Payroll Processing (this is where individual payroll documents are created). Click New to create a new payroll entry.
3. Enter the employee and period details
   In the new payroll document:
   • Select the Employee No. for the person you need to add.
   • Choose the same Pay Cycle and Pay Cycle Period as your current batch (ensure it matches the batch’s pay period).
   • In the Batch ID field, enter the Batch ID you noted in Step 1. This links the employee’s payroll record to the existing batch.
4. Pull in the employee’s pay details
   With the Batch ID entered, click Suggest Lines (or the equivalent action) to load the pay details. This will fetch the employee’s earnings, hours, and deductions for that period.
   • Verify that their hours or salary info is correct.
   • If the employee had no hours or an inactive salary record, you may need to enter their pay info manually before proceeding.
5. Confirm the employee is now in the batch
   Go back to Batch Payroll Processing and open your batch. You should now see the newly added employee listed along with the others.
   • Review their calculated paycheck to ensure everything looks correct.
6. Proceed with posting
   Once the additional employee’s information is included and verified, you can post the payroll batch as usual. The batch will now post with the new employee’s pay included.
7. That’s it!
   The key is using the existing Batch ID to attach the new employee’s payroll record to the open batch. This way, you don’t have to recreate the batch—you’re simply adding the missing employee into it.

Tip:

If the batch has already been fully posted or closed, you won’t be able to add to it. In that case, process the employee in a separate off-cycle payroll or manual check. But if the batch is still “in progress” (not posted yet), the steps above will seamlessly include the employee.