Our De-list Employee function allows you to:
Use the De-list option to remove both the personal and pay data of an employee. The removed data is stored in a separate area of our site called the De-list basket. The de-listed employee will then not appear in any list of employees, or in any reports or returns. De-list is a useful tool if for example, you accidentally duplicate an employee's records on the payroll.
A de-listed employee's personal and current year pay data are removed and stored in the De-list basket. The personal data (i.e. name, address, telephone number, etc.) can be recovered from the De-list basket using the Recover option. Recover re-instates the employee's personal data as if you had just created a new Employee. The pay data cannot be recovered. Once you have recovered the personal data, you can then reprocess the pay for that employee from the start of the tax year. De-list thus provides an alternative to Rollback.
For example, If an Employee's or a Director's pay is wrongly administrated over many pay periods it would be very messy to rectify using the Rollback function. I.e. 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. etc. An easier alternative to trying to patch up using Rollback is to use the De-list and Recover option and re-start the payrun afresh from the beginning of the tax year.
You can only de-list one employee at a time. Go to the "Others" section in the Tasking zone further click on the "De-List Employee" submenu. Click on the "De-list Employee" link in the Action column for the employee you wish to De-list. On the next screen, enter your password to confirm you wish to proceed. Warning, when you click on the Confirm button in the De-list section, the employee's current tax year pay data will be removed.
You can only recover one employee at a time. Go to the "Others" section in the Tasking zone further click on the "Recover Employee" further click on the "Recover De-Listed Employee" submenu. Click on the Recover link under "Recover Employees Personal Details", then enter a new Works number (the original works number cannot be reused). Enter employee's employment start date and finally enter your password to confirm and then click on the Continue button. The de-listed employee's personal data will be restored to your list of current employees. You can then re-run this employee's pay from week one or month one as appropriate.
Note - Storage of De-listed Data
The de-listed Employee's personal and pay data at the time of being de-listed will not be deleted from the system. The data will be retained in the De-listed basket. The employer / contractor, an auditor or the HMRC can come and audit the data and trace what has happened at anytime within 6 years.
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. In this case, there may be a discrepancy between the amounts actually paid to the employee and the HMRC, and the amounts now calculated as being due. In which case, record what you did actually pay and at the next period pay the difference between the amount due and the amount paid.
Our Recover Employee function allows you to reinstate a De-listed employee's personal data, 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.) 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.
After recovering the employee's personal data, you can then re-run his / her pay from the start of the tax year as appropriate. 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, 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, record what you did actually pay and in the next period reconcile the difference between the amount paid and the amount now due.