Instructions

The process for correcting a payroll error depends on whether the payroll run can still be cancelled.

🩵 Jane Tip: We recommend letting the affected staff member know about the error as soon as it's discovered and keeping them informed throughout the correction process.

Option 1: Cancel and Resubmit

Made a mistake on a payroll submission? As long as you catch it in time, you can fix it. If your payroll hasn't been picked up by the bank yet, you'll see a Cancel Payroll button on that payroll run. Click it to cancel the run, correct the amounts, and resubmit.

If you don't see the Cancel Payroll button, the cancellation window has already closed for that run. Payroll submissions are picked up by the bank in rounds throughout the day, so how much time you have to cancel depends on which round your submission falls into.

1. Go to Billing > Dashboard.
2. Scroll down to Payroll Run List and click View Details on the relevant payroll run.

3. Click Cancel Payroll in the upper right corner.

4. Confirm the cancellation in the pop-up window.
5. Return to the Dashboard and locate the payroll run, which will now show a Resume option.
6. Click Resume, make the necessary corrections, and resubmit.

📣 Heads up: All payroll amounts entered before the cancellation are saved. You only need to correct the specific amounts that were wrong. You won't need to re-enter everything.

Option 2: After the Cancellation Window Has Closed

If this payroll run is no longer cancellable, the next steps depend on whether this error is an underpayment or an overpayment.

Underpayment

If a staff member was underpaid, run an off-cycle payroll for the missing amount only.

1. Go to Billing > Dashboard.
2. Click Run off-cycle payroll.

3. In the pop-up window, select the staff members that need to be included in the off-cycle run.
4. Set the pay period dates to match the original payroll run.

5. Click Next.
6. Select the pay date.

📣 Heads up: Your regular payroll processing timeline applies to off-cycle runs as well. If you need to pay the staff member faster, you can change the payment method to cheque on the submission screen to handle the payment outside of Jane.

7. Check the first box Include - Recurring pay and any other applicable boxes so the off-cycle run is treated like a regular payroll and the proper deductions are applied.

🩵 Jane Tip: If the off-cycle run is for a contractor, checking the first box (Include - Recurring pay) is sufficient. The remaining boxes can also be checked and will only apply if relevant to that staff member.

8. On the Review and Submit screen, enter only the missing hours or earnings.

For example: if the staff member should have been paid for 15 hours but was only paid for 5, enter 10 hours.

9. Review and click Submit payroll.

Overpayment

If a staff member was overpaid, contact the Jane Payroll support team at [email protected] with the following information:

• Clinic name
• Payroll period and pay date
• Staff member name
• Overpayment amount
• A brief note explaining what happened

The Jane Payroll support team will follow up to confirm the correction and provide next steps for recovering the overpaid funds.

What to Expect

For underpayments corrected via off-cycle payroll, the staff member will receive the missing amount on the pay date selected during the off-cycle run. For overpayments, the Jane Payroll support team will confirm the correction process and next steps directly with you.

Important Notes

• If you're running an off-cycle payroll and the staff member's pay type fields aren't showing, delete the off-cycle run and start again. Make sure to check all the boxes after selecting the pay date.

• The 3 PM PT submission cut-off applies to all payroll submissions, including off-cycle runs, and follows the regular payroll processing timeline. So it is advisable to give your staff a heads-up on when they can expect to be paid.

Related Guides

• Jane Payroll Hub
• How to Run an Off-Cycle Payroll in Jane Payroll
• Before You Run Your First Payroll in Jane