Payment Details Page

How can I make one-time override adjustments on the employee Payment Details page when running payroll?

Purpose: This guide will dive into the Payment Details page in Payroll and provide information on how to make one-time override adjustments to your employee's wages, taxes, deductions, payment method, and paystub notes.  

Table of Contents

Payment Details overview

The Payment Details page offers additional editing functionality to an employee’s individual payroll data outside of the Edit table. To access this page, start or continue your payroll on the Payroll tab in BambooHR, locate the employee record from the table on the Edit page, and click on their name. You can update four sections: Wages, Deductions, Payment Method, and Paystub Note. Make all of your changes on the Payment Details page, and then click Save Changes at the bottom to return to the Edit page when you are done. 

Keep in mind that these changes will only affect the current payroll run and will not apply to future paychecks for the employee.

Wages

You can edit the salaried employee's hours, gross wages, and extra pay amounts (as long as they have already been added to the payroll) within the Wages section. If the employee is paid hourly, you will be able to edit their hours and REG rates. You will not be able to edit gross wages. For more information on managing wages and hours in BambooHR Payroll, click here!

Deductions

Need to make one-time override adjustments to an employee's deductions or maybe skip withholdings altogether for an employee this pay period? We have you covered. 

To make individual deduction edits, click into the field to adjust the percentage or dollar amounts for the Employee Pays and Company Pays fields. 

You can also click on the skip icon to exclude the deduction from the employee's paycheck for the current pay cycle. Notice the Employee Pays and Company Pays fields will say "Skipped."

Need to add back the deduction? No problem. Click on the plus icon to add it back to the employee's payroll record. 

Click Skip All Deductions to remove all deduction records from the employee's current paycheck. That button will switch to a button named  "Include All Deductions," which allows for you to add back all deductions if needed. 

Activate One-Time Deduction

The Activate One-Time Deduction drop-down shows each of the deductions that have been ended from the current year. Deductions added back to the payroll will be marked as a one-time deduction and will have all of the same functions as active deductions. This tool allows you to process deduction corrections without reactivating or reenrolling the employee. If you click on a deduction to add it to your current payroll run, you'll see a confirmation modal (below).

Upcoming Changes to Deductions table

This table will display new deductions, new edits to active deductions, and upcoming deduction end dates scheduled as far as two pay dates in the future, making it easy to see how deductions will impact your employee's payroll. If there are no changes set to occur within the next two pay dates, the table will not display. Here is a breakdown of the information you can find in the table: 

  1. Name: The deduction's name will be displayed here with a subtext of "Not Started," "Rate Change," or "Ending" to signify the change. 
  2. Type
  3. Effective Date: Displays the date the deduction change is happening.
  4. Employee Pays: Displays the employee deduction rate.
  5. Company Pays: Displays the employer’s deduction rate. If the rate is a percentage, it will be displayed as "of Gross Pay" or "of Employee's Contribution."  
  6. End Now/Start Now: This button allows you to bypass the start or end date determined on the employee's benefits tab and start/end the benefit immediately. If you click the "Start Now" or "End Now" buttons you'll see a confirmation modal (below).

Recently Ended Deductions table

The Recently Ended Deductions table displays deductions records that have ended within the last two pay dates. If no deductions have been ended within the last two pay dates, then the table will not display. The table displays the following information:

  1. Name: Displays the name of the deduction.
  2. Type
  3. Start Date: Displays the deduction start date.
  4. End Date: Displays the deduction end date.
  5. Total Employee Contribution: This displays the total amount that the employee has contributed and the estimated plan total, which is the amount that would have been deducted from all scheduled payrolls on or between the deduction start and end dates. 
  6. Total Company Contribution: This field shows the total amount the employer has contributed with the estimated plan total.

Please note that the Upcoming Changes to Deductions and the Recently Ended Deductions tables are meant to provide data that helps you more clearly see the breakdown of the employee's deduction changes; therefore, they are not editable.

Deduction History Snapshot modal

The Deduction History Snapshot modal will provide a summary of an employee's deductions on their Payment Details page so you don't have to navigate away from payroll. You can access the employee's deduction history by navigating to the Payment Details page, clicking on Deductions, and selecting the Deduction History Snapshot icon on an individual deduction row upon hover. This history button is available for deductions in both the Active and Recently Ended deductions tables.

Once the Deduction History Snapshot icon is clicked, the Deduction History Snapshot modal displays. Pay dates where the deduction amount was the same are collapsed into a single row. Clicking Show All expands the view and displays each pay date deduction. You'll see two main status cards: Status and Deduction Type. The Status card shows whether the deduction is active or inactive, along with the start and end dates. The Deduction Type card lists the type of deduction. Additionally, the Year-to-date section displays the total deductions for both employee and company contributions. You can use the Year filter to choose which year's deduction history you want to view. 

Taxes

The Taxes section allows you to adjust taxes for an employee's current paycheck. 

  1. Federal & State Withholding Tax Schedule: Select the tax schedule frequency from the dropdown that you want applied to the current paycheck.  
  2. Federal Tax Withholding: You have the option to use the employee's regular tax withholdings or enter a custom withholding amount from the paycheck. Select the option that applies. If you choose the employee's regular federal tax elections, you can also enter an additional amount that will be added to their regular withholdings. If you choose to customize the withholding amount, you can enter an amount or leave it as $0.00. This option will override the regular withholding amount. Leaving the custom withholdings as $0.00 will not withhold any federal taxes from the paycheck. 
  3. State Tax Withholding: Similar to the Federal Tax Withholding section, you will also have the option to use the employee's regular state withholding amounts, or you can customize the amount withheld. The same rules apply as mentioned above with federal withholdings. 

If the employee has tax exemptions, those will also be displayed in the respective sections. 

Changes made to this paycheck will not apply to future paychecks. If you wish to make a permanent change to an employee's taxes, update the tax elections on the employee's Pay Info tab. Keep in mind that if you edit an employee's tax elections or exemptions after you have started the payroll, you will need to reset the payroll to see the changes. 

Payment Method

The Payment Method section allows you to override an employee's selected payment delivery method if you need to print a paper check or send the funds via direct deposit instead. 

The default payment method chosen in the Direct Deposit settings on the employee's Pay Info tab will be automatically selected here. If you wish to make a permanent update to the payment method, you will need to do so on the employee's Pay Info tab first. Then, when you start or continue your payroll run, those changes will be reflected in this section moving forward. 

If an employee has multiple direct deposit accounts and requests to override to a single bank account, you will need to remove the extra accounts on the employee's Pay Info tab before processing payroll. Then, once payroll is approved, you (or the employee with access) can add the additional direct deposit accounts to their profile. 

Paystub Note

Did you make edits to an employee's paycheck and want to let them know? You can add a note to their paycheck in the Paystub Note section. Click on the text box and begin typing a note. You can even add emojis! 💸

There is a 255-character limit to ensure your note is visible on the paystub. You will receive a blue warning once you hit 200 characters. If you surpass 255 characters, you will not be able to save your changes. 

You can preview the note on the employee's unapproved paystub. There will be a new Note From Employer section added to the right of the paystub. Your employees will also view the note in the same place when their paystub is posted to their Pay Info tab.