Prepay/Rebank

The Prepayments/Rebank screen is used to correct errors or enable employees to be paid outside of the normal payrun.

Prerequisites

  • Before data entry begins ensure all information is available including tax as it is not calculated.

Rules and Guidelines

  • Read about Prepayment and Rebanks.
  • Prepayment and Rebanks are processed using the Prepay/Rebank window and the Overrides window.

  • If the selected employee's Year End Processing Status is either F (Fully Processed) or P (Partially Processed), an error message (i.e.Year End Processing Status is Partially or Fully Processed. Maintenance is not allowed) will be displayed upon clicking Save.

  • Prepay/Rebank Mapper: If the employee being updated has a Year End Processing Status of either F (Fully Processed) or P (Partially Processed), an error message (i.e. Year End Processing Status is Partially or Fully Processed. Maintenance is not allowed) will be produced on the mapper report.

  • For employees who have been paid against roles, then terminated prior to their paid up to date, reviewing the 'R' status employee record via this screen, users will see the Role Code and Description information toward the corresponding records; Reviewing the 'A' status employee record via this screen, users will not find Role Code and Description information if employee roles have not been configured again after Transfer.

Field Information

The Prepay/Rebank Entry window is processed in three sections.

Prepayment/Rebank Type

Once the employee is selected and displayed, the New Record button is selected.

Select if the transaction will be a Prepayment or Rebank type. The system will create a new Pay slip ID based on the following:

  • The following are valid Pay slip ID's:
    • Standard
    • 1 to 9 for additional, normal pays
    • A to M for prepayments
    • N to Z for rebanks

 

Gross - Type the total Gross $value for this Prepayment or Rebank for this Pay slip ID

Tax - Type the total $-value of tax for this Prepayment or Rebank for this Pay slip ID.

Net - Type the total net for this pay slip ID

 

Code Description
Y Exclude all data entry in this transaction from the SGC Calculation process.
N Include all data entry in this transaction in the SGC Calculation process.

Note: Program Control TCE must be enabled for this field to be displayed.

 

 

Hours/Leave

Hours/Leave codes and amounts are entered, which make up the pay that is being pre-paid or re-banked. Select the code, the number of hours to be paid and the total paid amount.

  • Example:

     If the Hours Amount to be paid is 10 at an hourly value of $10 per hours the Hours Value becomes the total of 10 hours @ $10 per hour = $100.

    Hours Amount $10 (multiplied by) $10 (equals) $100

 

This field is available as an optional column when Prevar *PP_LEAVE_UNITS_AU Position 1 is set to Y.

This field can be used to enter the number of Weeks/Days related to a leave transaction. This will override Preceda's default logic for calculating the Weeks/Days from the Hours Amount provided. For example, it can be used to update leave balances (i.e., Weeks for Average Hours Payments and the Days for Domestics Violence Leave Payments, etc.)

The From and To dates for the selected leave type.

Dates must be entered for Hours Type code with a Classification of O, L, S, V, W.

A Costing Date may be recorded.

An account number is entered if this value is to be allocated to one.

A department is entered if this value is to be allocated to one.

This column is available and visible by default for employees with at least one Role record configured via Roles screen/ mapper, regardless of its effective periods.

This prompt list only includes Role Codes effective for the employee as at the Period End Date or Costing Date (if entered, where Costing Date is considered first).

A Labour Costing number is entered if this value is to be allocated to one.

A User Costing number is entered if this value is to be allocated to one.

Indicate if the employee has a Doctor's Certificate.

This is only valid if the Hours/Leave Code has a classification of S.

Code Description
Y Yes the employee has a Doctor's Certificate.
N The employee does not have a Doctor's Certificate.

 

Is the leave a continuation from the previous payrun?

Code Description
Blank The Leave is not a continuation.
Y The Leave is a continuation from the previous payrun and is recorded in the History File.

 

Any comments or references can be entered and is recorded in the relevant Leave History windows.

Safety Module

  • If using Prepayment/Rebanks with the Safety module the comments field is used to record the Incident Number.
  • This will only apply if the Hours Type code has a Classification of W.
  • Date From and To must be entered.
  • When processed through a Payrun, the hours transaction will link to the Incident number in the Safety Module.
  • Transactions can viewed from the Workers Compensation Payments window in the Safety Module.
  • If the Incident Number is not known, the transaction will still be processed. The payment transaction can be linked to the incident after the Payrun from the Link Payment to Incidents window.

 

A Reason Code is selected if the Hours Code entered was for an Other Leave Type or a User Defined Leave Accrual Method. This is recorded in the Other Leave History window.

A Leave Reason must be enter for Hours Codes with a Classification of O.

 

Allowances/Deductions

The type of Allowance /Deduction code.

The number of units of the Allowance/Deduction. This must be at least 1.

The total amount paid.

A costing date may be recorded.

An account number is entered if this value is to be allocated to one.

A department is entered if this value is to be allocated to one.

This column is available and visible by default for employees with at least one Role record configured via Roles screen/ mapper, regardless of its effective periods.

This prompt list only includes Role Codes effective for the employee as at the Period End Date or Costing Date (if entered, where Costing Date is considered first).

A labour costing number is entered if this value is to be allocated to one.

A user costing number is entered if this value is to be allocated to one.

The Recipient for the selected Allowance/Deduction Code if applicable.

 

When the record is saved, the employee's Gross based on the details entered deducts the amount of tax entered, adds or deducts any allowance/Deduction entered and arrives at a Net Figure. The gross tax and net values entered manually must balance to the values calculated by Preceda.

A message will be displayed on the Time Entry report if the transaction is out of balance. To check if the Prepayment/Rebank is in balance, check the values on the Overrides window.