7shifts Payroll: How to Complete a Payroll Correction Template

If you have identified discrepancies in your payroll data, received a tax notice, or noticed incorrect wages in your W-2 preview, a payroll correction may be necessary. You can use this process to correct existing data or add missing data to your records. 7shifts works with our processing partner, Check, to update these records.

Prerequisites & Initial Steps

Before requesting a template, ensure you have Admin access in your 7shifts account. 

1. Determine exactly who is affected and what data is missing (e.g., Gross Wages, Tips, or missing Year-to-Date data).

2. Start a chat with the 7shifts support team. State that you require a payroll correction.

3. Our team will determine if a Template is required.
   Note: Simple updates like SSN changes or workplace corrections often do not require this template.

4. Support will provide a company-specific CSV template generated from processing partner, Check. Always use a fresh template provided at the time of the request, as tax codes and formats change.

Instructions for Completing the Template

To avoid processing delays, you must follow these formatting guidelines strictly.

Template Structure

• Do not add or delete columns. The file must maintain its original structure to be processed by the system.

• Formatting: You may upload the CSV to Google Sheets to make editing easier, but you must export it back to CSV format before returning it. Steps to saving as CSV in Google Sheets. 

• Visibility: You may hide columns you aren't using while working, but ensure all columns are visible before saving and sending. Steps to hide/make columns visible in Google Sheets. 

Data Entry (The "Delta" Method)

The template should only contain the deltas—the difference between the original value and the correct value.

For example, let’s say you are submitting a correction for an employee to reduce their total Salaried hours from 100 to 50 in Q1. The template you would provide should look like this:

• Handling Underpayments (Adding Wages): Enter the amount as a positive number (e.g., 100.00).

• Handling Overpayments (Reducing Wages): Signify a reduction with a negative (-) sign (e.g., -100.00).

• Duplicate Rows: Use separate rows for each unique pay period or quarter for a single employee.

Required Fields

Calculating Required Taxes

If you do not have the exact tax amounts, you must calculate the Medicare and Social Security portions manually using these formulas:

• Medicare (MED): Gross Wages \times 0.0145

• Social Security (FICA): Gross Wages \times 0.062

Submission & Timeline

1. Review: Double-check that no dollar signs ($) are included in the cells and that the years match your request.

2. Submit: Attach the completed CSV to your 7shifts Support chat or email ticket thread.

3. Processing: Once submitted, it takes at least 3 weeks for Check to process the adjustment.

We will notify you as soon as the correction is finalized or if the processing team requires further clarification.