Using the Back Pay Calculator

The Back Pay tool is extremely useful for calculating changes in employee pay over a number of Pay Periods. Similar results can be achieved using bulk Reversal & Adjustments, however the Back Pay calculator is simpler, faster and cleaner in many situations.

Before using the calculator, all changes must be made to the employee. Changes (e.g. Pay Rate) for each employee must be done using the correct effective date. I.e. if the employee's pay rate should have changed 3 months ago on the 1^st of April, then 1^st April will be the effective date when making the change.

Open a current Main or Manual Pay Run. Check the new pay rate has been applied to the current pay packet then click on 'Add Back Pay' in the ribbon.

Select all relevant employees by ticking the box to the left of employee names. Select date range for the back pay ('Start Date' is first day of the pay period; 'End Date' is the period end date). This should not include the current open pay run as the change has already been applied (assuming this is the Main Pay Run for the period). Click 'Add'.

In the resulting 'Back Pay Payees' list, right-click on employee's name and select either 'Execute Back Pay' or 'Execute All Back Pays' if there are multiple payees.

Check the details of the back pay calculations to the right of the screen or right-click in the payees list and select 'Generate Back Pay Report'. Generating the report will create a PDF which can be saved for records.

Please check over the results of the Back Pay wizard calculations, as there are some situations where changes may not be correctly picked up.

Once you are satisfied with the totals, these can be entered manually in employees' Pay Packets or a manual timesheet. Alternatively, right-click in the payees list and select 'Export Back Pay Values to Timesheet'. This will create a timesheet with all Back Pay totals and automatically add the values to employees' Pay Packets. The export will default to the most likely Pay Component (typically the (201) Back Pay component) – this can be changed if need be by selecting the necessary component from the drop-down list. Please note the back pay component must be available for use in the timesheet in order for this to work.