Understanding Additional Payrolls in Payroll Relief

Overview

This article explains what an Additional Payroll is in Payroll Relief, when to use one, and how it differs from a Standard Payroll. Use this guidance for non-periodic payrolls such as bonuses, commissions, or adjustments to a previously approved payroll, and for details on entering, modifying, and managing these payrolls.

When to Use an Additional Payroll

Additional Payrolls are used for non-periodic payroll situations, including:

  • Bonuses

  • Commissions

  • Adjustments to a previously approved payroll

  • Third-party sick pay

  • Fringe benefits

Unlike a Standard Payroll, an Additional Payroll has no fixed pay period or pay date. The user must set the Pay Period, Pay Date, and any other relevant options at the time the payroll is created.

 

How Additional Payrolls Differ from Standard Payrolls

An Additional Payroll behaves differently from a Standard Payroll in several important ways:

  • No fixed pay period or pay date — these must be set each time an Additional Payroll is created.

  • Employees must be selected individually unless a Pay Schedule, Department, or Location has been pre-selected from the Preferences screen.

  • All payroll information must be entered on screen. No default hours or amounts transfer from the Employee Setup screens.

  • Liabilities generated from an Additional Payroll will automatically adjust any pending tax deposits or compliance forms.

  • A second check can be entered on an Additional Payroll with the same attributes as the primary check (used, for example, for third-party sick pay or fringe benefits).

  • If billing clients electronically, Additional Payrolls are billed by default to the employer. If the employer should not be charged for a particular Additional Payroll, the charge must be removed.

  • Prior to approval, an Additional Payroll can be deleted from the Preferences screen.

     

Setting Up an Additional Payroll

To create an Additional Payroll:

  1. Select Additional Payroll as the payroll type.

  2. Set the Pay Period and Pay Date for the payroll.

  3. Choose any relevant scope options, such as running the payroll for a specific Pay Schedule, Department, Location, or Group.

  4. Select the employees to include in the payroll (individually, unless a Pay Schedule, Department, or Location has been pre-selected in Preferences).

  5. Enter all payroll information on screen for each selected employee.

  6. Review the payroll and approve it when ready.

     

Using an Additional Payroll to Adjust a Previous Payroll

When adjusting a previously approved payroll, select the same Pay Period and Pay Date as the original. Additional Payrolls can be used to adjust taxes and deductions from a prior payroll, and a separate screen is provided for adjusting wages.

 

Restrictions on Past Pay Dates

  • An Additional Payroll can be run for a past pay date only if the quarterly compliance forms have not yet been filed for that quarter.

  • If the compliance forms for the quarter have already been filed, the adjustment must be made in the following quarter instead.

  • The ability to select a past pay date is restricted to accountants and is unavailable to clients.

     

Entering a Past-Dated Additional Payroll

When a pay date in the past is selected, all information must be entered using Paychecks mode. Paychecks mode allows payroll information to be entered on a single screen for each employee or contractor.

 

Modifying Amounts on the Payroll Review (Summary) Screen

For both Standard and Additional Payrolls, amounts can be adjusted on the Payroll Review (Summary) screen:

  1. Open the Payroll Review (Summary) screen.

  2. Select Modify.

  3. Select the Override checkbox above the section containing the amount to be changed.

  4. Adjust the desired amount in the Current column of the grid.

  5. Select Update Paycheck to apply the change.

  6. Review the updated figures before exiting.

Social Security and Medicare amounts cannot be modified using this method.

 

Billing Considerations

Additional Payrolls are billed by default to the employer when clients are billed electronically. If the employer should not be charged for a particular Additional Payroll:

  • Remove the charge before approving the payroll.

  • Confirm with your firm's billing practices whether Additional Payrolls should routinely be billed to the employer or absorbed by the firm.

     

Key Takeaways

  • Additional Payrolls are used for non-periodic situations such as bonuses, commissions, third-party sick pay, fringe benefits, and adjustments to previous payrolls.

  • Pay Period, Pay Date, and scope options must be set each time an Additional Payroll is created.

  • Employees must be selected individually unless a Pay Schedule, Department, or Location has been pre-selected in Preferences.

  • No default hours or amounts transfer from Employee Setup — all information must be entered on screen.

  • Past pay dates can only be selected by accountants and only if the quarter's compliance forms have not been filed; otherwise, adjust in the following quarter.

  • Past-dated Additional Payrolls must be entered in Paychecks mode.

  • Amounts (except Social Security and Medicare) can be adjusted on the Payroll Review (Summary) screen by selecting Modify, checking Override, and selecting Update Paycheck.

  • Additional Payrolls are billed by default to the employer; remove the charge if the employer should not be billed.

  • An Additional Payroll can be deleted from the Preferences screen prior to approval.