Payroll Action Change Form

Overview

Use the Payroll Action Change request to update an employee’s pay details, employment status, departments, job code, default hours, and other payroll-impacting fields. This workflow ensures changes are captured accurately and approved before they are sent to Payroll for processing. 

What’s covered: Status changes (e.g., Full-Time/Part-Time), pay rate/method/frequency edits, job and department updates, location/work state changes, benefit class/PTO plan updates, union/tipped/commission settings, and default hours. 

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When to Use This

Submit a Payroll Action Change when any of the following occur:

• Compensation updates: merit adjustment, promotion, standard rate changes, training/shift pay, commissions, piece work, or fluctuating work week arrangements. 
• Employment status updates: full-time, part-time (including seasonal/temporary), salaried exempt/non‑exempt, hourly.
• Organizational changes: new location, work state, primary/secondary department, division, project code, pay group, job title/job code, supervisor.
• Administrative updates: benefit class, PTO plan, union number, work email, employee number/clock number/home client ID.

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Who Can Submit

• HR Managers and People Operations (required for approvals)
• Location/Department Managers (initiators)
• Payroll Admins (processors)

For security, include the Employee ID with every request. Requests without an Employee ID will be returned. 

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Prerequisites

• Confirm the Effective Date of Change (must be on or after today and align with payroll cutoffs). 
• Validate current pay rate, classification (exempt/non‑exempt), and pay frequency in HRIS.
• Gather approvals (manager + HR) before submission.

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How to Submit in Zendesk

1. Open a new ticket → Payroll → Payroll Support.
2. Set the Requester to the employee’s primary manager (or self if you’re HR/Payroll).
3. Complete the Payroll Action Change form (fields list below). 
   1. Benefits group, PTO and supervisor
4. Attach supporting documents (offer letter, promotion memo, compensation approval).
5. Click Submit. The ticket will route to Paychex → Payroll for verification and processing.