Payroll Configuration

Payroll Configuration

[237] | Systems Manager | Common Services| Payroll Configuration |

Payroll configurations must be setup to specify the processes for payroll functions.

Steps to configure a setting:

Select the "Payroll" module.
Select the configuration to alert.
1. Users can scroll through or,
2. Search for a configuration under the "Find" field.
Update the configuration.
1. Enter the values in the given text box or,
2. Click on the "Value" button to enter details.
Save

Table 1: Payroll Configurations

Fields Description

Auto set employee to inactive when contract expires on pay.
If the configuration Auto set employee to inactive when contact expires on pay is set to 'Y' system automatically set the employee to inactive when the contract expires.

Note: The system will only change the status to inactive when the employee's pay is updated for the month in which the contract expires.
"Paydate"" should be >= the contract expiry date.

The following updates will be made on the system

Employee status will be updated as "Inactive"

Termination Date and Reason (Contract Expiry) will be updated.

Email Notification will be sent to Payroll with list of employees whose contract had expired.

If configuration is set to 'N', users will need to manually set status of employee to inactive.

Leave setup in workshift will be accrued for unpaid hours worked.
If the configuration Leave setup in workshift will be accrued for unpaid hours worked is set to 'Y', then the extra hours flows in payroll with a rate of 0. These hours is added to leave in lieu balance. See setup for Leave for unpaid hours.

If configuration is set to 'N', all hours worked will flow to payroll and is paid to employees.

Allow leave in future periods to be marked as TAKEN in the current period
If the configuration Allow leave in future periods to be marked as TAKEN in the current period is set as 'Y', then leave that have been approved for the future dates will be shown on the Leave Transaction Processing screen (menu 328-4). The system checks the pay run date.

For example, if the pay run date is 30/06/2016, that is period 6.

An employee has a approved leave for 15 th of December. The leave for December will be shown on menu 328-4.

If configuration is set to 'N', the Leave Transaction Processing Screen will show the current period leave and all unprocessed leave for the prior periods.

In the example above, the leave for December will not be shown on the screen. Un processed leave for periods 1 to 6 will only be shown.

Enable employee default rate change notification If the configuration is set to "Yes", an email will be sent to the configured email address when the default rate is changed in the "Pay Rate" menu.

Email address to send rate change alert (Blank=Employee) Set the email address to which the default rate change alert should be sent.

Enable employee rate change notification If the configuration is set to "Yes", an email will be sent to Payroll when the default rate is changed on the "Employee Profile".

Change pay method to Cash for missing time entry (Y/N) If the configuration is "Yes", system will change pay method from "Direct" to "Cash" when employees have missing time on the payday. "Pay Scheme" on the Employee Profile is also updated as "CASH".

Pay day to check missing time entry (1-Sun~7-Sat)
Set the day on which the pay is been physically created.

For example if the pay date is a Friday (05/01/2018), but the payroll officer is creating the pay on Tuesday, set the configuration as 3. Tuesday is day 3 as per the configuration.

Pay code to check missing time entry
This pay code will be used to revert "Change pay method to Cash for missing time entry" configuration.

Add the pay code in the current pay to change pay method back to "Direct"."Pay Scheme" on the Employee Profile is also updated as "DIRECT".
Table 1: Payroll Configurations

Fields	Description
Auto set employee to inactive when contract expires on pay.	If the configuration Auto set employee to inactive when contact expires on pay is set to 'Y' system automatically set the employee to inactive when the contract expires. Note: The system will only change the status to inactive when the employee's pay is updated for the month in which the contract expires. "Paydate"" should be >= the contract expiry date. The following updates will be made on the system Employee status will be updated as "Inactive" Termination Date and Reason (Contract Expiry) will be updated. Email Notification will be sent to Payroll with list of employees whose contract had expired. If configuration is set to 'N', users will need to manually set status of employee to inactive.
Leave setup in workshift will be accrued for unpaid hours worked.	If the configuration Leave setup in workshift will be accrued for unpaid hours worked is set to 'Y', then the extra hours flows in payroll with a rate of 0. These hours is added to leave in lieu balance. See setup for Leave for unpaid hours. If configuration is set to 'N', all hours worked will flow to payroll and is paid to employees.
Allow leave in future periods to be marked as TAKEN in the current period	If the configuration Allow leave in future periods to be marked as TAKEN in the current period is set as 'Y', then leave that have been approved for the future dates will be shown on the Leave Transaction Processing screen (menu 328-4). The system checks the pay run date. For example, if the pay run date is 30/06/2016, that is period 6. An employee has a approved leave for 15 th of December. The leave for December will be shown on menu 328-4. If configuration is set to 'N', the Leave Transaction Processing Screen will show the current period leave and all unprocessed leave for the prior periods. In the example above, the leave for December will not be shown on the screen. Un processed leave for periods 1 to 6 will only be shown.
Enable employee default rate change notification	If the configuration is set to "Yes", an email will be sent to the configured email address when the default rate is changed in the "Pay Rate" menu.
Email address to send rate change alert (Blank=Employee)	Set the email address to which the default rate change alert should be sent.
Enable employee rate change notification	If the configuration is set to "Yes", an email will be sent to Payroll when the default rate is changed on the "Employee Profile".
Change pay method to Cash for missing time entry (Y/N)	If the configuration is "Yes", system will change pay method from "Direct" to "Cash" when employees have missing time on the payday. "Pay Scheme" on the Employee Profile is also updated as "CASH".
Pay day to check missing time entry (1-Sun~7-Sat)	Set the day on which the pay is been physically created. For example if the pay date is a Friday (05/01/2018), but the payroll officer is creating the pay on Tuesday, set the configuration as 3. Tuesday is day 3 as per the configuration.
Pay code to check missing time entry	This pay code will be used to revert "Change pay method to Cash for missing time entry" configuration. Add the pay code in the current pay to change pay method back to "Direct"."Pay Scheme" on the Employee Profile is also updated as "DIRECT".