The employee code in SelectPay and the payroll number in SelectHR are the unique identifiers for that employee. If you are seeing a new record for an already existing employee, it is likely caused by the payroll number being changed in SelectHR. To rectify this, follow the steps under the relevant section below.
Pending changes
If the pending record has not yet been accepted, follow the steps below.
Click Payroll, and then click HR.
Click Pending Changes, find and select the duplicate record.
Expand the line using the + icon, then click the action drop-down.
Click Reject, and enter a note.
Click Process, and then click Finish and Restart.
Find and expand the same pending change.
Click the action drop-down, and click Delete.
Click Process, and then click Finish.
Employee list
If the pending record has been accepted, and a second record exists for the same employee. You first need to confirm if the duplicate record has been processed with pay. To do this, follow the steps below.
Click Payroll, and then click Employees.
Find and select the duplicate record.
Click P11 History.
If the P11 history is blank, move on to the not processed section.
If there is at least 1 entry, move on to the processed with pay section.
Not processed
If the employee has not been processed, the record can be deleted. To do this, follow the steps below.
Click Payroll, and then click Employees.
Find and select the required employee record.
Press the Delete key on your keyboard, and click Yes.
Processed with pay
If a second record has been processed with pay, you will need to contact HMRC to confirm the next steps required. Ordinarily, this will require making one of the two records a leaver and adding the P45 information onto the remaining active record.