Multiple Employee Changes
Overview
Use the Multiple Employee Changes feature to update a single field across many employees at once. You can change departments, pay rates, pay periods, tax states, and other fields in bulk. This saves significant time when managing large clients.
Accessing Multiple Employee Changes
- From the ProPay Main Menu, click Payroll Functions and select a client.
- Click Employees from the Payroll Main Menu.
- Select Multi Changes from the Employees menu.
> Note: This feature requires password level 2. Contact your system administrator if you do not have access.
Performing a Batch Change
- Select a change type from the dropdown list (see table below).
- Use the filter options to narrow which employees are affected. For example, filter by department to limit changes to a specific group.
- Enter the new value in the target field.
- Click Go! to preview the change.
- Review the confirmation prompt. It shows how many employees will be updated.
- Click Yes to apply the change, or No to cancel.
> Important: All changes take effect immediately after confirmation. There is no undo. Verify your selections carefully before clicking Yes.
Available Change Types
| Change Type | What It Changes | Filter Options | Notes |
|---|---|---|---|
| Replace Departments | Employee department assignment | From/To department | Can optionally update YTD payroll detail records |
| Replace Pay Rates | Hourly rate or salary amount | Department, existing rate, pay type | Overtime rate updates automatically (1.5x new rate) |
| Replace Pay Periods | Pay frequency (W/B/S/M) | Department, existing period | W=Weekly, B=Bi-Weekly, S=Semi-Monthly, M=Monthly |
| Replace Tax States | State income tax withholding state | Department | Select From and To states |
| Replace SUI States | State unemployment insurance state | Department | Select From and To states |
| Replace WCIDs | Workers' compensation code | Department | Select From and To WC codes |
| Replace Hire Dates | Employee hire date | Department, existing date | — |
| Replace End Dates | Termination date | Department, existing date | — |
| Replace Tipped Status | Tipped vs. non-tipped designation | Department, existing status | Only available if the company uses tips |
Common Use Cases
Annual pay rate increase: Use Replace Pay Rates to apply a new hourly rate across an entire department. Filter by department and existing rate to target only the employees receiving the increase. ProPay adjusts overtime rates automatically.
Company reorganization: Use Replace Departments to move employees from one department to another. When ProPay asks whether to update YTD payroll detail records, choose Yes if you want reports to reflect the new department for the entire year.
State tax change: When an employee group relocates or the company changes its tax filing state, use Replace Tax States and Replace SUI States to update all affected employees in one operation.
Year-end cleanup: Use Replace End Dates to set termination dates for seasonal or terminated employees. Filter by department to process one group at a time.
Tips and Warnings
> Tip: You can run multiple change types in sequence. For example, replace departments first, then replace pay rates filtered to the new department.
> Warning: The tipped status option only appears for companies that have tips enabled in their company setup. If you do not see this option, tips are not configured for the selected client.
Related Topics
- Employee Setup — Add or edit individual employee records
- Employee Pay Rates — Configure pay rates and pay types
- Merging Employees — Merge duplicate employee records
- Tax Exemptions and Residency — Individual employee tax state configuration
- Entering New Payroll — Process payroll after making changes