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Recover Employee

What is Recover?

Our Recover Employee function allows you to reinstate a De-listed employee's personal data into your payroll so that you can then re-run his/her pay from the start of the current tax year as appropriate.

Recover reinstates the employee's personal data (i.e. name, address, telephone number, etc.) into the payroll as if you had just created a new employee. The employee's de-listed pay data is not recovered. De-list and Recover provides an alternative to Rollback for correcting pay run errors that perhaps span many pay periods.

For example: - if an Employee is wrongly classified as a Director, or if tax code or NI category changes have not been updated, or if SSP or SMP entitlements have not been claimed, etc. An easier alternative to trying to patch up the errors using Rollback is to De-list and Recover the employee and re-start the payrun afresh from the beginning of the tax year.

How to Recover a De-listed Employee?

You can only recover one employee at a time. After de-listing an employee, click on the Recover employee's Personal Details link and then enter a new Works Number (the original Works Number cannot be reused). Enter your password to confirm and then click on the Recover button. The de-listed employee's personal data will be restored to your list of current employees.

How to Re-run the pay of a Recovered Employee?

After recovering the employee's personal data, you can then re-run his/her pay from the start of the tax year as appropriate. Simply enter correctly the Employee's employment and payment history, personal status, tax code or NI category, etc. as required. Then go to the Payrun section and select the appropriate Process Pay Period, enter the pay data and run and update the payrun in the normal manner. Thereafter return to the Payrun page, select the next Process Pay Period, and run and update the pay again, and so forth. Remember to update the employee's employment and payment history, personal status, tax code or NI category etc. in the respective periods when necessary before you start the payrun for each period. Continue running the pay for the recovered employee up to the period which brings him/her in line with your other employees.

Note - Reconciling Your Pay Data

If you de-list and recover an employee and then re-run the pay, the employee's pay and the Employer Payment Record - EPR amounts will be adjusted according to the new payrun figures. This may lead to a discrepancy between the amounts actually paid to the employee and the HMRC, and the amounts now calculated as being due. In such a case, simply record what you did actually pay and in the next period reconcile the difference between the amount paid and the amount now due.