Employee Pay Details

This field displays the current employment status, e.g. current employee, starter, excluded, leaver etc.

Options available:

• BLANK Current Employee. This means that employee will be paid in the current period.
• S Starter. The employee is starting with the company during the current pay period. An 'S' will default in for new starters when entered via HIRE or New Starter. It must not be changed when adding a new employee. When the payroll is advanced to the next period the status will automatically be set to BLANK, denoting current employee status.
• E Excluded from payroll. Exclude an employee from payment. The number of periods to exclude the employee must also be entered. The employee will not be processed for payment until the status is either changed to Current (Blank) or the number of excluded periods is reduced to zero.
• L Leaver. When an employee is leaving or has left the company, a 'Leave Date' and 'Leave Period' must be entered. All leavers are printed on the payroll report in the period in which they are processed.
• R Reinstated. You wish to reinstate the employee within this current pay period. The leave date and period of leaving are reset to zero. All reinstatements are printed on the payroll report. WARNING - an employee must only be reinstated if they have been made a leaver in error and you are able to retrieve all parts of the P45 and they have not received any monies from another employment or any unemployment benefit.
• N Suspended. Used to suspend an employee for the current period only. When the payroll is advanced to the next pay period the status will automatically be re-set to Current (Blank).

If the employee's status is set to E (Excluded from payroll), the number of periods of suspension must be entered in this field. This number will be reduced by the number of periods paid in each payroll cycle. Cleardown will automatically reset the status to blank when the suspended period is reduced to zero.

To indefinitely hold the record as E (Excluded from Payroll), i.e. the record is for HR purposes only, then a suspended period of '99' should be entered which will never reduce to 0 and reset the status to blank.

Select the type of pay from the following options:

• Annual Salary
• Hourly Paid
• Other

Note that when you select 'Annual Salary' as the type of pay, the Hourly Basic Rate Information section will be greyed out. When 'Hourly Paid' is selected, the Salary Information section will be greyed out. When the 'Other' option is selected, both sections will be greyed out.

Enter the number of contractual hours an employee works in a normal working week. The field is for numeric characters only with a range of hours from 1 to 99.99. This can be used in conjunction with the Annual Salary or Hourly Rate. If the Annual Salary is used then the Payroll system will use it to calculate the employee's hourly rate. If it is used in conjunction with the Hourly Rate then it will use it as the default number of hours to pay per week.

This field displays the date when the pay change will be effective. Note that the value of this field:

• Cannot be beyond the current pay period
• Cannot be before the beginning of the last record's End date
• Cannot be before the employee's Start date
• Cannot be before the Effective Date Switch-on Date

If the employee's annual salary is to be removed and therefore paid zero, do not enter a zero record on the employee but simply enter the date in this field that the salary is due to end. Note that the value of this field:

• Cannot be before the Start date of the selected record
• Cannot be before the Start date of another record

Enter the employee's contractual annual salary to a maximum of 999999999.99. This field is used to calculate the employee's period salary and hourly rate when used in conjunction with the 'Weekly Basic Hours' field and Annual Salary 'Start Date'. The details entered in these fields will be used as part of the pro ration calculation in the first period utilising the organisational rules established in the payroll. If an Annual Salary is entered then an entry cannot be made in the 'Hourly Rate' field.

This read-only field has a value of '0' when you select 'Annual Salary' or 'Hourly Rate' as the type of pay. When you select the 'Other' option, this field will be greyed-out.

If the employee is to be paid an hourly rate rather than a salary, enter an hourly rate. If this field is used the Annual Salary field cannot be used. If hours are entered into the Weekly Basic Hours field the Payroll will use the details to pay the hours every pay period.

Select 'Yes' or 'No' to auto pay the Hours of an employee.

This is part of RTI requirements.

The valid options are:

• A - Up to 15.99 hours
• B - 16 to 23.99 hours
• C - 24 to 29.99 hours
• D - 30 hours or more
• E - Other

Enter the employee's grade. Use the prompt to select from the drop down list provided.

This indicator must be input for any employees receiving Childcare Vouchers. Valid options are:-

A - Basic Rate.

B - Higher Rate.

C - Additional Rate.

N - Not applicable.

X - Scheme approved before 6th April 2011 (Basic Rate assumed).

Tick if applicable.

Tick if applicable.

This indicates the number of days an employee is contracted to work. The daily rate of the employee is calculated based on this number.

A warning message will be displayed when the value in this field is different with the Work Pattern.

Enter the days that are eligible for SSP.

If the Company has an Occupational Sick Pay (OSP) scheme built within the Payroll, then select the relevant OSP scheme from the dropdown. Any Leave Sickness records entered will be calculated for payment using the company rules applicable to the scheme. If a drop down is not provided then this field should not be used for recording any other information.

When the OSP has been paid for its allotted time, the Statutory Sick Pay (SSP) scheme will be applied and paid moving forward.

Select a leave work pattern that will be applied to the employee.

Select the code from the dropdown for this field to specify how the payslip will be sent to the employee.

ENV - Enveloped payslips to be sent to the employee's home address

POST - Posted to employee's home address

NONE - No special posting requirements

 

The payslip option has the following choices:

Global Use - The employee will receive the payslip as per the global setting in the payroll which would have been set up as part of the initial payroll implementation

Both - Printed and Online payslips will be produced

Online - Only Online payslips will be produced

Printed - Only a printed payslip will be produced.

 

This free format 50 character field allows a message to be attached to an employee and printed on the employee's current period payslip. The message will be automatically removed when the Clear down routine is run.

This free format 50 character field allows a message to be attached to an employee and printed on the employee's current period payslip. The message will be automatically removed when the Clear down routine is run.