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Manage individual employee actions in a pay run

Updated

Available for the following plans: Essentials, Engage, Elite, Unlimited HR+Payroll
Available for the following users: Admin, users with pay run access

Within a pay run in Employment Hero Payroll (UK), you can take specific actions for individual employees, such as opening their HR profile, excluding them from the current pay run, marking their submission as late for HMRC, or recalculating their pay. These tools help you manage employee pay details quickly and accurately, without affecting the whole pay run or future periods.

This article explains how to:

Open an employee's HR profile from a pay run

Quickly access an employee's HR profile directly from the pay run to review or update their details without searching manually.

Steps to open an employee's HR profile from a pay run
  1. Log in to Employment Hero as an Admin or a user with pay run access.
  2. Go to Pay > Run Payroll.
  3. Open the relevant pay run.
  4. Find the employee in the pay run table and expand their row.
  5. Click the Actions dropdown for that employee.
    action button_.jpg
  6. Select Link to employee file.
  7. The employee's HR profile will open in a new tab or window.

Exclude an employee from the current pay run

Remove a specific employee from the current pay run so their pay is not processed for this period. This does not affect future pay runs.

Steps to exclude an employee from the current pay run
  1. Log in to Employment Hero as an Admin or a user with pay run access.
  2. Go to Pay > Run Payroll.
  3. Open the relevant pay run.
  4. Find the employee in the pay run table and expand their row.
  5. Click the Actions dropdown for that employee.
    action button_.jpg
  6. Select Exclude from pay run.
  7. Review the confirmation dialog and confirm your choice.
  8. The employee will be removed from the pay run list, and a success notification will appear.

Mark an employee as a late submission for HMRC

Flag an employee's pay as a late submission for HMRC, ensuring the correct late reporting reason is included in the FPS submission.

Steps to mark an employee as a late submission
  1. Log in to Employment Hero as an Admin or a user with pay run access.
  2. Go to Pay > Run Payroll.
  3. Open the relevant pay run.
  4. Find the employee in the pay run table and expand their row.
  5. Click the Actions dropdown for that employee.
    action button_.jpg
  6. Select Mark as late submission (only shown if not already marked).
  7. Choose a late reason from the HMRC-accepted list (required).
  8. Confirm your selection. A late submission badge will appear on the employee row.
Steps to remove a late submission flag
  1. In the pay run, locate the employee with the late submission badge.
  2. Click the X or remove icon on the badge.
  3. Review the confirmation dialog and confirm removal.
  4. The badge will disappear, and the late submission flag will be cleared for that employee.

Recalculate pay for an individual employee

Recalculate pay for a specific employee to reflect any manual adjustments or data corrections, without affecting other employees in the pay run.

Steps to recalculate pay for an individual employee
  1. Log in to Employment Hero as an Admin or a user with pay run access.
  2. Go to Pay > Run Payroll.
  3. Open the relevant pay run.
  4. Find the employee in the pay run table and expand their row.
  5. Click the Actions dropdown for that employee.
    action button_.jpg
  6. Select Recalculate.
  7. Any unsaved edits for that employee will be saved, and statutory leave payments will be reapplied.
  8. The employee's pay figures will update immediately, and a success notification will confirm completion.

Further information

Get help from the Employment Hero Community

If you are looking for further ideas, try our community.

What happens if I exclude an employee by mistake?
If you exclude an employee by mistake, you can re-add them to the pay run using Pay Run Actions > Add Employees.
Can I use these actions after the pay run is finalised?
No. Exclude, mark as late submission, and recalculate actions are only available before the pay run is finalised or locked.
Does excluding an employee affect future pay runs?
No. Exclusion only applies to the current pay run. The employee will be included automatically in the next pay run.

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