Pay Processing

Pay Processing allows users to create and manage all pays for a organisation.

Notes

Set the access for "Pay Processing" as "Active" under " Role Menu Access " to allow users to view records.

Set the access for "Pay Processing- Verify Pay" and "Pay Processing- Create Pay" as "Active" to allow users to verify and update pay.

Enable "Allow Add", "Allow Edit" and "Allow Delete" access for a user to make changes.

Enable process "SYS001" under "Linkweb - Company Administration - Processes".

Prerequisites for Pay Processing:

Create the standard pay for all employees.
Validate that the active period and the pay date are in the same month.

Steps to create a Pay:

Click on the "Green Plus" sign to add a record. This will open the "Edit Form".

Enter below details
1. Type - Select the pay type from the list.
  1. Configure the rules for each pay type under Payrun Type Configuration before creating a pay. Only the configured values will populate in the pay.
2. Team - Select the pay team to create the pay for a specific "Pay Team". This will create the pay for all employees in the selected "Pay Team".
3. Employee - Users can select to create the pay for a specific "Employee".
  1. Users can add employees to the pay through the "Add Employees" option under "Employee List". Refer to Figure 1.
  2. To create the pay for all employees do not filter the "Territory", "Branch", "Cost Centre" or "Employee".
4. Territory - Users can select to create the pay for a specific "Territory". This will create the pay for all employees in the selected "Territory".
5. Branch - Users can select to create the pay for a specific "Branch". This will create the pay for all employees in the selected "Branch".
6. Cost Centre - Users can select to create the pay for a specific "Cost Centre". This will create the pay for all employees in the selected "Cost Centre".
7. SDR Rate - Enter the "Special Drawing Right" rate for the pay. This is applicable for specific countries like Australia.
8. Bank Date - Enter the "Banking Date" for the pay.
9. Save. Click the "Floppy Icon".
  1. The initial status of the record will be "Queued". Background process "SYS001" will compute the pay values.
  2. The status will be updated to "Active" once the pay has been created. Refer to Figure 1.
10. Edit Pay - Users will be able to only edit "Active" pays. Note: Bank Components and entries that have been imported (contains an Import Reference) cannot be edited.
  1. Click on the "Grey Arrow" to expand into the details of the pay. This will list the employees in the pay.
  2. Expand the employee record. This will load the pay details for the selected employee. Users can edit the "Quantity". Refer to Figure 2.
  3. Override Quantity:
    1. Override Quantity should be "Ticked" in scenarios where users need to manually change the standard pay quantity. For example, a change in superannuation amount.
    2. This record will be highlighted in red to indicate values have been manually changed.
11. Mass Paycode Processing - This is used to "Add ", "Delete" or "Modify" pay components for multiple employees with the same rate or quantity. For example, paying $100.00 bonus for all staff. Refer to Figure 3.
  1. Click on the "Green Plus" sign on the "Mass Paycode Processing" tab. This will open the "Edit Form"
  2. Enter below details
    1. Employee - Users can select to modify the pay for a specific "Employee".
      1. This list will only load employees who are in the pay.
    2. Territory - Users can select to create the pay for a specific "Territory". This will create the pay for all employees in the selected "Territory".
    3. Branch - Users can select to create the pay for a specific "Branch". This will create the pay for all employees in the selected "Branch".
    4. Cost Centre - Users can select to create the pay for a specific "Cost Centre". This will create the pay for all employees in the selected "Cost Centre".
    5. Action - Select the option for mass pay processing:
      1. Insert - Insert will add the selected paycode into the pay.
      2. Update - Update will modify the value of the selected pay code.
      3. Delete - Delete will remove the selected paycode from the pay.
    6. Paycode - Select the paycode that needs to be amended.
    7. Quantity:
      1. Enter the quantity as 1 if a fixed amount is to be paid.
      2. Update the quantity with hours to pay if the employee rate is used for payments.
    8. Rate Type - Select the rate type:
      1. Use Employee Rate - This will use the effective rate from the employee profile to calculate the pay value.
      2. Use This Rate - Users can define a fixed amount to pay.
    9. Rate - Enter the rate for payment when rate type is "Use This Rate".
    10. Reason - This is an open text field. Users can enter referential details.
12. Add Notes and Attachments.
  1. The notes is updated with error log during pay processing.

Commands

Commands are used to define the payroll processing workflow.

Workflow "Pay Processing Approval" is used for alerts, approving or rejecting pay.

Verify - Security access: HR332-3 - Can "Verify Pay" in menu "Payroll Processing -> Pay Processing"
1. Verify pay does the following:
  1. Recomputes the pay values such as tax and super
  2. Validates Employee profile rate is different from pay rate.
  3. Validates Deduction is more than deduction threshold
Submit - Submit the pay for review and approval.
Approve - Approve the pay. Once approved no amendments are allowed. The approver can still reject the pay.
Reject - Reject the pay. Pay can be amended and resbumitted for approval.
Close - Click on the "Close Pay" button to update pay. This was update payroll reports and journals with the pay values.

Plugin

Plugin "PAY001" - Use this plugin to send email to the approvers with pay reports. The content of the email can be configured in menu: "Document Template -> Pay Processing Approval Alert"

Figure 1: Pay Create

Figure 2: Edit Pay

Figure 3: Mass Paycode Processing