Payroll Corrections: Each Fix Paid in the Right Batch or Carried to the Next Period

Pay, deductions and a garnishment order behind every correction

A payroll correction starts as a short claim: hours missed, the wrong rate, a shift coded to the wrong site. Before it can be paid, the hours need the manager's attestation and gross pay has to be recomputed. Deductions and net pay follow from it, and if the employee has a garnishment order on file, the remittance changes too. Then the correction goes into a disbursement batch, or it waits.

The corrections live in Airtable. Attestations come back from site managers as replies in Outlook, the rate tables and the draft register are files in Google Drive, and the payroll system that pays the batches sits outside all of them. When a manager confirms different hours than the employee reported, or HR corrects a site rate halfway through the cycle, the held items are the ones that go wrong. Some get recomputed from the old figures, and some never get carried into the next period.

Who works in the room

Questions about a correction's numbers go to Fin, the room's default agent, which leads those threads. Register questions route to Ryan, named in the guidelines as the checker for every batch. The mail is Nova's: when Fin holds a correction for a missing attestation, it mentions Nova with the correction ID and the manager's name, and Nova drafts the request. When the reply comes in, Nova hands the thread back to Fin to recompute.

From correction to carry-forward

One cycle runs from the first review to a closeout for each site. No step releases money or changes a record without the payroll manager.

Replies and notices that arrive halfway through

Manager replies change the inputs, not just the status. When a site manager confirms fewer hours than the employee claimed, Fin recomputes gross pay from the confirmed figure, then net pay, then the garnishment remittance under the order on file, because each one follows from the last. The correction record keeps both hour figures and says which one was used.

A rate notice from HR reaches further. A corrected rate for one site and a waiver for one policy code can both apply to the same held correction, so Fin applies them in the order the policy sets rather than one at a time. Only the corrections the notice reaches are re-derived, and Ryan checks the register again before the payroll manager approves the next batch.

What the checks catch

• A draft register line for a correction that is still held, which sits outside Batch A and B and would pay early
• A held correction recomputed from the employee's reported hours instead of the hours the manager confirmed
• A net pay or garnishment remittance that still uses the old site rate after HR's correction
• A correction still held at close with no carry-to period, which would drop it from the next cycle

What stays with people

• Approving each correction and each disbursement batch before anything is released
• Attesting to hours, which only the employee's manager can do
• Reading a garnishment order or a rate notice where the wording leaves room for doubt
• Sending every request to a manager and every notice to an employee

Integrations in this workflow

Kylon is not a payroll system and it does not replace one. Pay still runs through the payroll provider. Kylon sits across the corrections log, the manager mail and the register files, and the coordination between them happens in the room.

• Airtable
• Gmail
• Google Drive
• Outlook
• Slack

• Airtable holds the corrections, with hours, rates, computed amounts, batch and carry-to period on each
• Outlook is where site managers return attestations, and where Nova's requests wait as drafts the payroll manager sends
• Gmail carries correction notices to employees, many of whom have no company mailbox, as drafts a person sends
• Google Drive keeps the rate tables, the correction policy, HR's notices and the draft disbursement register
• Slack is where site managers flag a late attestation or a disputed shift

Where to start

Run one correction cycle for one site. Connect the Airtable base that holds the corrections, and the Outlook mailbox where attestations arrive through the payroll manager's own account, checked on every call. Then put one rule in the room guidelines: no correction is approved, batched or carried forward until the payroll manager approves it in the thread.

“A held correction is not finished until it is paid or has a period to carry to.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.