Overlapping Payroll Records
Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.
🎯 Overview
Find pay records that overlap in time for the same employee, so you can fix payroll exceptions before they cause overpayments.
This report:
- Surfaces pairs of paid payroll records for the same employee where the start and end times overlap on the same pay variant.
- Shows the overlapping time window, both source records, and direct links into the app to review or amend each one.
- Only includes paid pay variants — unpaid records are excluded.
Use this dashboard to:
- Spot duplicate or overlapping paid time entries before running payroll.
- Investigate which shift or roster each overlapping record came from.
- Jump straight to the payroll record or roster view to correct the discrepancy.
➕ Benefits
- Catches overpayments before they reach a pay run, protecting both your wage bill and your employees' trust.
- Saves payroll admins time by linking directly to the affected record and the roster context.
- Gives you a single, filterable view of every overlap across your organisation.
🗂️ Dashboard Tabs
This is a single-page dashboard with one main table and a data-sync indicator.
The Overlapping Payroll Records table is the heart of the dashboard. Each row represents one paid payroll record that overlaps in time with another paid record for the same employee on the same pay variant. The same overlap appears twice (once from each side), so you can review either record's context.
The table shows:
- Payroll Record ID — the unique identifier for the payroll record, useful for cross-referencing with payroll exports.
- Payroll Record Date — the date the overlapping record falls on.
- Time — the start and end time of the payroll record (e.g.
08:00–16:00). - Location and Role — where the record was worked and the job carried out.
- Employee Name — the employee the overlap belongs to.
- Payroll Record URL — a deep link into the app to review or amend this specific payroll record.
- Shift Start Datetime and Roster URL — the originating shift and a link to the relevant week of the roster filtered to this employee.
- Overlapping Time Period — the exact window where the two records overlap (e.g.
12 Mar 2026, 14:00 – 12 Mar 2026, 16:00). - Overlapping Shift Start Datetime, Overlapping Shift Location, and Overlapping Roster URL — the same context for the other record involved in the overlap.
A Latest Data Sync indicator at the top of the dashboard shows when the underlying data was last refreshed.
🎛️ Filters
Standard Filters
These filters appear across all Reporting Suite dashboards:
- Location / Parent Location / Grandparent Location — filter by organisational hierarchy
Report-Specific Filters
| Filter | Default | What it does |
|---|---|---|
| Date | This month | Narrows the table to payroll records starting within the selected window. |
| Employee Name | -- | Filters to overlaps involving a specific employee. |
| All Locations Downstream From | -- | Includes any location nested beneath the selected parent in the org hierarchy. |
| Role | -- | Narrows to overlaps tied to a specific job or role. |
❗️ Important Definitions
- Overlap — two distinct paid payroll records for the same employee on the same pay variant, where the time windows intersect by any amount. Records on different pay variants (for example, a basic-pay record running alongside an enhancement record) are not treated as overlapping.
- Paid pay variant — only records flagged as paid are included. Unpaid records (such as informational or zero-value variants) are excluded because they don't affect gross pay.
❓ Common Questions
Why does the same overlap appear twice in the table?
The table joins payroll records back to themselves, so each pair of overlapping records shows up from both sides — once with record A as the main row and record B as the overlapping context, and once the other way around. This is intentional: it means filtering by employee, location, or role surfaces the overlap no matter which record matched your filter.
Why is my known overlap not showing up?
The most common reasons are: one of the records is on an unpaid pay variant (only paid variants are checked), the two records sit on different pay variants (overlaps are only flagged within the same variant), or the records fall outside the Date filter window. Widen the date range or clear the variant-related filters and check again.
🗓️ Data Coverage
- Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the "Latest Data Sync" indicator on the dashboard for the exact timestamp.
⬇️ Downloading Data
- To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
- To download an individual chart or table as CSV or Excel, click the download button in the top-right corner of that chart.