A late time or job-reference change should be recorded as a change request, not silently substituted into the completed-run folder. Keep the original evidence, identify the proposed revision, and route it through the client’s approval process and the provider’s supported workflow.
Identify what actually changed
A corrected job code and a change to paid hours may have very different effects. Record the original reference, revised information, reason, request date, and person providing the update. Avoid putting unnecessary employee-sensitive detail into a general task board.
This is a record-control workflow. Decisions about pay entitlement, overtime, correction timing, or legal obligations require the appropriate professional or provider process and are outside this guide.
Keep one change register
| Field | What to record |
|---|---|
| Original run | Provider run ID and pay date |
| Change type | Job allocation, input correction, or other identified request |
| Evidence | Approved source reference and revised version |
| Decision owner | Person authorized to review the request |
| Provider action | Supported action confirmed with the provider |
| Bookkeeping follow-up | Related entries or reports to reconcile |
The register should connect to approved systems rather than become another store of payroll files.
An illustrative job-reference correction
After a run, a crew lead reports that recorded hours belonged to Job B instead of Job A. If the request affects only the management allocation, document that fact and obtain the required approval before updating the related records. Keep the original allocation and the revised support linked.
Do not assume that every late change is allocation-only. If pay or provider-reported amounts may change, escalate through the defined workflow instead of applying the same shortcut.
Preserve the original run packet
Save the completed provider output as it existed. Add a separate revision record with the new reports and explanation. This makes it possible to understand why a later ledger or job report differs from the original packet.
Verify the final handoff
Once an approved action is complete, identify which reports and entries changed and reconcile the resulting activity. Mark the request resolved only when the evidence is present. A message saying “handled” is weaker than a provider confirmation and linked revised report.
At the next review, look for recurring late-change causes: unclear input deadlines, missing approvals, or job references captured too late. The CrewSums workflow begins by making those responsibilities visible.
Sources and further reading
Source links provide background. The workflow and illustrative examples above are original educational material.