Merge duplicate employee records
Description

If you have more than one record for an employee, this can cause incorrect tax (PAYE), universal social charge (USC) or pay related social insurance (PRSI) calculations. This could mean your return to Revenue is incorrect. To resolve this, you must merge duplicate employee records.

This is easy to do, so let's do it now.

Cause
Resolution

Preparation

Before you merge your employee records, you should:

  • Take a backup of the relevant company payrolls.
  • Make a note of the employee numbers for the duplicate employee.
  • Choose which employee record you want to keep. You can delete all duplicate records associated to the employee later in the process.

Check the payments and deductions year to date totals

  1. Do one of the following:
    • From the menu bar at the top of your window, click Processing, then click Employee Details.
    • From the process map in the centre of Sage Payroll, click Edit Employees.
  2. Next to the Surname box, click browse and click the first duplicate employee.
  3. Click the Payments tab, then make a note of values for each payment.
  4. Click the Deductions tab, then make a note of values for each deduction.
  5. Repeat steps 3 and 4 for each duplicate employee record, then click Cancel.

Print the Earnings Tax & PRSI report

  1. Do one of the following:
    • From the menu bar at the top of your window, Reports then click Payroll Reports.
    • From the process map in the centre of Sage Payroll, click Other Reports.
  2. Click the Employee tab.
  3. Select Earnings Tax & PRSI.
  4. Under Selection, click the Sequence arrow, then click Employee Code.
  5. In the From and To boxes, enter the number for the first duplicate employee record.
  6. Click Print.
  7. Repeat steps 5 and 6 for each duplicate employee record, then click Cancel.

Merge the employee record

To merge employee records together, you must enter the missing periods from the duplicate employee record in the record you want to keep.

  1. Check the payroll status at the bottom of your Sage Payroll window is End of Period. If it's not, you must complete your payroll processing for the current period, then post the end of period (EOP) values.
  2. Do one of the following:
    • From the menu bar at the top of your window, click Processing, then click Employee Details.
    • From the process map in the centre of Sage Payroll, click Edit Employees.
  3. Next to the Surname box, click browse and click the employee you want to keep.
  4. Click the ETP tab.
  5. On the next available line, enter the following information -

     

  6. Repeat step 5 for any additional missing periods.
  7. Click the Pay / YTD tab.
  8. Ignore the following options, you enter these in the ETP tab at a later stage in the procedure:
    • Gross Pay This Employer.
    • Tax Paid This Employer.
    • Pay for USC This Employer.
    • USC This Employer.
  9. Under PRSI, amend the following information to include the values from the duplicate records:
    Employee Tax Yr Ignore this option. Enter these values on the ETP tab at a later stage in the procedure.
    Employer Tax Yr Ignore this option. Enter these values on the ETP tab at a later stage in the procedure.
    Employer Financial Yr Enter the total amount PRSI paid by your company on behalf of the employee in the current financial year.
  10. Click the Tax / PRSI / USC tab.
  11. If the employee has left, enter their Finish Date and Finish Period in the boxes provided.
  12. Click the Payments tab.
  13. For each relevant payment, increase the following values by the amounts from the duplicate record:
    • Hours TD.
    • Value TD.
    • Tax Yr Hours.
    • Tax Yr Value.
  14. Click the Deductions tab.
  15. For each relevant deduction, increase the following values by the amounts from the duplicate record:
    • Balance E'e.
    • Total E'e.
    • Balance E'r.
    • Total E'e.
    • Tax Yr E'e.
    • Tax Yr E'r.
  16. Click Save, then click Cancel.

Remove duplicate employee records

NOTE: You should only perform this part of the process if you do not wish to perform a re-submission at a later stage. You should suspend the employee instead.

If you've completed the final pay period of the year, you must set a bonus run period. You can then follow the steps in this section to remove the duplicate records. After you've removed the records, you must post the end of period (EOP) values.

  1. Check the payroll's status is Start of Period (SOP). If it's not, you must complete the current pay run, then set the next pay period.
  2. From the menu bar at the top of your window, click Processing, then click Delete Employees.
  3. Select the employee records you want to delete, then click Delete.
  4. When prompted, enter the system administrator password.
  5. Click Delete Employee(s), then click Yes.
  6. To close the Delete Employees window, click Cancel.

You've now removed the employee's duplicate records from your payroll.

When you next post the end of period (EOP) values, all duplicate record values are removed automatically from your payroll's year to date totals.

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