Updating Employee Information in Payroll
Objective
This document provides guidance on how to modify employee information in Capium Payroll, including gender, name, start date, and contracted hours, on the client side as well as through support back-end actions (if necessary).
✅ When to Utilize This Guide
An employee's information was entered inaccurately (e.g., gender, start date, hours).
A correction is required after payroll has already been processed.
Support personnel must perform a back-end update if front-end modifications are inadequate.
Method 1: Modifying Employee Information (For Accountants/Admins)
Steps
Log in to Capium.
Go to Payroll → Manage Payroll → Employees.
Select the employee and click Edit.
In the Employee Details form (Personal Details tab), update:
Gender → choose the correct option from the dropdown.
Name → revise first/last name.
Start Date → modify under Employment Details.
Basic/Weekly Hours → amend under Contract Details.
Click Save to confirm.
If payroll has already been processed for the period, you may need to roll back payroll for the changes to take effect.
Method 2: Back-End Modification (Support Staff Only) - Raise a ticket request
Some fields (e.g., Gender) may necessitate a back-end modification, especially if HMRC has already received submissions and a correction is required.
Steps for Support Staff
Access the Support Back-End → Change Tax Year utility.
Select Gender Change.
Fill out the fields:
Firm User – select from dropdown.
Client Name – choose the relevant company.
Payment Type – e.g., Monthly.
Employee – select from the list.
Gender – update to the correct value.
Click Submit.
Ensure the change has been applied in the Payroll module.
⚠️ Important Notes
Front-end modifications update active payroll runs.
Back-end modifications are only needed when corrections must override existing HMRC submissions or when the front-end is locked.
Always validate submissions after making changes to prevent FPS/EPS rejections.