How to roll back the payroll of some employees or of an entire pay group

Modified on Thu, 21 Mar at 1:31 PM

When processing payroll each month for employees in an organization, mistakes can happen while adjusting LOP, adding ad hoc payments or deductions, or overriding statutory amounts. To correct these errors after the payroll has been finalized, we have the option to "roll back" the payroll and make adjustments as needed. However, it's important to note that as this is a software, there are limitations to rolling back the payroll for the entire organization or for a single employee.

In order to roll back a payroll, navigate to Payroll (1) >> Run Payroll (2).

In the Run Payroll tab select the relevant pay group if multiple Pay Groups (3) are configured using the drop-down. Also, select the month (4) for which you want to roll back the payroll.

Then, look for the Three Dots in the Run Payroll section. From the drop-down that opens up, click Rollback Payroll.

Choose All employees in this month/Only selected employees in this month and click on Confirm.

If you select only selected employees in this month, you will be taken to the Roll back payroll window where you have to choose the employees whose payroll you want to roll back. Select Click Here to search for the employees.

Select the employees whose payroll you want to roll back. They will be added to the table.

Once you have added all the employees, click Roll back.

If you choose to roll back payroll for the entire pay group, you will be taken directly to the Confirm Rollback screen.

In the Confirm Rollback window, enter a reason for the rollback. Also, type CONFIRM in the textbox and click Roll back Finalization to confirm the rollback.

You cannot undo a full or partial rollback for a pay group. If you rollback, all the documents including bank transfer statements and salary slips will be cleared and it will be available only when you finalize the payroll again.

Rolling back the entire pay group will result in the following changes:

Any income tax (IT) declarations that were made will take effect, and this will lead to changes in the TDS (tax deducted at source) values.
Any salary revisions made after the payroll finalization will take effect, and this may generate arrears for the month.
Any overrides made for the provident fund (PF) will also take effect from the current month.
Any changes in the financial information of employees will also take effect for the payroll months that have been rolled back.

Also note that if you are rolling back for a single employee, you will not be able to override the statutory amounts for that particular month.

How to roll back the payroll of some employees or of an entire pay group

In order to roll back a payroll, navigate to Payroll (1) >> Run Payroll (2).

In the Run Payroll tab select the relevant pay group if multiple Pay Groups (3) are configured using the drop-down. Also, select the month (4) for which you want to roll back the payroll.

Then, look for the Three Dots in the Run Payroll section. From the drop-down that opens up, click Rollback Payroll.

And there you go! If you feel this document does not suffice, please reach out to us!