How to complete a payroll correction template

If you have identified discrepancies in your 7shifts Payroll data, received a tax notice, or noticed incorrect wages in your W-2 preview, a payroll correction may be necessary. Use this process to correct existing data or add missing data to your records. 7shifts works with Check Technologies to update these records and ensure legal tax documents are accurate.

Things to know

The employer is responsible for completing the correction template because these updates involve legal tax documents. To ensure data is processed accurately, use one template per quarter.

• A payroll correction is required for correcting Gross Wages, Tips, or missing Year-to-Date data.
• Once you submit a template, it takes at least 3 weeks for Check Technologies to process the adjustment.
• You must have Admin access in 7shifts to request and submit these changes.

Request a correction template

Before you begin the correction process, determine exactly which employees are affected and what data is missing, such as wages or specific pay periods.

1. Start a chat with 7shifts support.
2. State that you require a payroll correction.
3. Provide the details of the affected employees and pay periods to the support agent.
4. Download the company-specific CSV template provided by the agent.

Complete the template structure

You must follow formatting guidelines strictly to avoid processing delays. The file must maintain its original structure to be processed by 7shifts and Check Technologies.

• Do not add or delete columns from the CSV file.
• You may upload the CSV to Google Sheets to make editing easier.
• You must export the file back to CSV format before returning it to 7shifts.
• Ensure all columns are visible before saving, even if you hid them while working.

Enter data using the delta method

The template should only contain the deltas, which is the difference between the original value and the correct value. Do not enter the final total value if a value already exists in the system.

• Enter a positive number to add wages for an underpayment.(e.g.,100.00)
• Use a negative sign (-) to signify a reduction for an overpayment (e.g., -100.00).
• Use separate rows for each unique pay period or quarter for a single employee.
• Do not include dollar signs ($) in any cells.

Required fields and tax calculations

The system requires specific identifiers, dates, and tax values to process the correction. Medicare and Social Security are the minimum required taxes for any wage adjustment.

Required Fields

If you do not have the exact tax amounts, 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
• Enter any required state or local taxes manually as the system does not calculate them for corrections.

Submit the correction

After reviewing your data for accuracy and ensuring the years match your request, return the file to the 7shifts support team.

1. Attach the completed CSV to your 7shifts support chat or email ticket thread.
2. 7shifts support will confirm receipt of the file.
3. Wait for notification that the correction is finalized.
4. Provide further clarification if contacted by the processing team during the 3-week window.