There may be times when you need to make changes to an employee's pay after you've closed the payroll period. In this case, you need to issue a manual payment.
When you cancel a payment, you need to first record an alternative payment in your accounts system, then enter the manual payment in PeopleXD Payroll to update the employee's cumulative figures and reflect the change on your next full payment submission (FPS).
⚠️Important: If you moved an employee to the wrong pay group, then moved them back, you need to update the cumulative details before issuing a manual payment.
Process a manual payment
To process a manual payment in PeopleXD Payroll, follow the steps below.
Click Manage Payroll then highlight the relevant pay group.
Under Inputs, click General then click Issue Manual Payments.
Enter the following details:
Employee reference number.
Payroll period.
PO number: This is optional.
Issue date: This needs to be in line with the employee's appointment start and end dates, assuming it's appointment-based.
PAYE code.
Number of days.
To add payment details, click Add.
Ensure the appointment ID and expense codes are entered for all fields.
Under the manual payments, enter the employer NI or PRSI.
📌Note: If there's no NIable or PRSIable pay for this period, you can enter 0 here.
Under Manual Payment Pay Codes, check all details are correct.
⚠️Important: You can't amend these later if they're incorrect. You need to enter all values as a positive figure, and the multiplier on the pay code will be applied.
Check the appointment and NI details are correct then click Save.
If required, click Copy Payslip then exit the Issue Manual Payment screen.
Once you've done this, if you need to make an additional payment to the employee, you need to do this outside of PeopleXD Payroll, for example, via a cheque or manual credit transfer.
Previous tax year
If the manual payment was for a previous tax year, you also need to update the P60 details. To do this, follow the steps in the relevant section below.
Portal
Click Year End then highlight the relevant company.
Click Manage.
Under Post Cleardown Activities, click Maintain Cumulatives.
Back Office
Click CorePay then click Update.
Click Advanced Update Features then click Year End.
Click Maintain Year End Cumulative Details.
If you record a manual payment for housekeeping because an employee was moved to the wrong pay group and then returned to the correct pay group, ensure you correct the cumulative values before recording the manual payment.
This applies when a cancelled payment is processed for the incorrect pay group.