Correct a locked run

A locked run can’t be changed, so a mistake in it is put right in a later run. This page explains how.

Who can make a correction in a later run: Owner, Payroll admin.

Why a locked run is never edited

A locked run is the record of what each person was paid and what was reported to the tax and pension authorities. Its payslips have been sent and its schedules may have been filed. If history could be edited, those records would no longer match what really happened. So Cadre never changes a locked run, its lines or its payslips. A correction is made in a later run, which has its own payslip showing it.

How tax corrects itself

Cadre works PAYE out on the tax year to date. Each month it takes all the taxable income paid by this legal employer so far this year, works out the tax due on it, and deducts that less the tax already deducted in locked runs.

So once pay is corrected in a later run, that run’s PAYE also settles the tax for the year so far. If too much tax was deducted earlier, the month’s PAYE can be a refund, and the line shows a warning saying so. You don’t correct PAYE separately.

Correct pay in the next run

Cadre has no separate adjustments screen. You correct pay through the next run’s inputs:

Underpaid, for example a pay rise that should have started earlier: include the arrears in the next month’s pay as an earning. A pay change dated in a locked month doesn’t pay that month again, because each run uses the pay in force on the last day of its own month.
Overpaid: take the amount back in the next month’s pay as a deduction. A deduction comes out of net pay only. It doesn’t reduce the taxable pay, pension or NHF already worked out.

Make sure there’s a pay component for the correction, for example an earning called Arrears with the right statutory role, or a deduction called Overpayment recovery. See Set up pay.
On the person’s pay, record new pay effective from the first day of the next month: their regular amounts plus the correction.
Record pay again from the first day of the month after, with their regular amounts only, so the correction is made once.
Calculate the next run, and check the person’s line and the variance before you submit it.

Other corrections

Time: an approved day can’t be corrected on the timesheet. A correction to approved time is made in a later period.
Benefits in kind: a benefit can’t be started or ended inside a month that a locked run has already taxed. Record the correction from the next month instead.
An employment ended too late: you can’t set a last day if the person was paid after it in a locked run. Choose a later last day, or recover the overpayment in the next run.
A final payment already paid: it can’t be withdrawn once its run has locked. Correct it in a later run.
Bank details: correct them on the person’s profile. If you pay by bank file, produce the file again: Cadre warns you that it differs from the previous one, and you upload only the latest.