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De-List Employee

What is De-list?

Our De-list Employee function allows you to:

1. Remove an employee's personal and pay data from the payroll

2. Remove an employee's pay data for the current year and re-run his/her pay (when used in conjunction with Recover)

Use the De-list option to remove both the personal and pay data of an employee from the payroll. 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 your payroll 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 from the payroll 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 into the payroll 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. 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.

How to De-list an Employee?

You can only de-list one employee at a time. Click on the De-list 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 from the payroll.

How to Recover a De-listed Employee?

You can only recover one employee at a time. Click on the Recover Employee link in the Other option of the Tasking Zone. Click on the Recover Employees Personal Details link, 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. You can then re-run this employee's pay from week one or month one as appropriate.

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.

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, simply record what you did actually pay and at the next period pay the difference between the amount due and the amount paid.