Express Pay Wizard

This wizard is used to allow wage and salary payments to be deposited to bank accounts between regular Payruns, and to enable automatic prepayment generation for payments made by cheque or cash between Payruns.

Prerequisites

Rules and Guidelines

  • Express payments can also be used for a variety of payments, including incorrect payment in previous pay, missed payment of overtime, missed an entire pay, and immediate terminations.
  • There will be no pro-ration on the Express Pays screen.
  • Whenever an express payment or termination payment is to be performed, the Bank Details effective at the time the file is to be generated will be used. This means that if there was a missing payment from three pay periods ago that is being executed today and on each pay period there has been a change on the employee Bank Details, the account that will receive the payment is the one corresponding to the record effective as of today, and not the one effective three pays ago, neither the payment will be prorated.
  • Hours Type Codes only allow a maximum entry of '99999.9999' value in the "Rate" field so multiple Units are required.

  • The Express Pay Wizard is for creating payments between pay runs (off-cycle), as well as enter a termination date if the employee is to be terminated AFTER the Express Payment is processed.

  • Regardless of the Termination Date entered in this Wizard, the termination is not processed until the Express Pay is Released and Processed.

  • When the Express Pay Wizard is used to perform an Auto Pay calculation, and this includes the need to generate a Public Holiday record, the Public Holiday Hours Code field on the Payrun Header will be referred to in order to determine the specific Hours Code to use for Public Holiday. If this field is not populated, the system will then search and use the first Hours Code it can find in the Hours Type Codes file with a Classification of P.

  • The Termination Wizard supports leave payments using average hours. This only applicable to Preceda Australian and New Zealand version.

    • Average Hours Payments is only applicable if the terminating employee is configured to pay by average hours and corresponding average hours payment rule is enabled to use in terminations.

    • The Termination Report will display average hours information if applicable.

  • If the selected employee's Year End Processing Status is 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 on the Selection window upon clicking Next.

  • Select Start Wizard.

Field Information

This section enables the user to set a selection criteria for the employee who will receive the express payment.

Select the ID Number for the employee to receive an express payment.

Select the reason for the payment.

Override the deduction lot to use for this Payrun?

01 to 99 This value nominates the number of allowance/deduction lots to be applied in this Express Payment.
00 Stops all allowances/deduction activity for this employee in this Express Payment.
  • If the override is not required, leave this field blank.

Override the number weeks over which the Gross Pay is spread, to determine the tax to be deducted.

01 to 99 Specify the number of weeks over which the Gross Pay is to be spread in determining the tax to be deducted.
00 Suppress the automatic calculation of tax. This does not affect the automatic calculation of tax on termination payments.
  • If the over ride is not required, leave this field blank.

 

Is Autopay to be included in this Payment?

Code Description
Y Autopay is to be included in this payment
N Autopay is not to be included in this payment.
  • This is valid only if the employee is Autopaid.

 

The amount of the adjustment if there is any adjustment to be made to the employee's taxation.

  • This is a $-value figure which will be added to or deducted from the standard taxation calculated by Preceda
  • A negative is entered with a preceding -.
  • The amount of this validation will be shown as an adjustment in the pay record.

 

Override the employee's standard method of payment

  • If the override method is set to B (Bank), ensure that the employee has Bank Account details in place.

 

Indicate if Standard Allowances/Deductions will be included in this payment or not.

Code Description
A Standard Allowances Only
D Standard Deductions Only
N No Standard Allowance or Deductions
Y Both Standard Allowances and Deductions

 

Controls the payment of Allow/Deduct Codes with classifications N, Q and S.

Y Controls Allow/Deduct Codes with classifications of N, Q and S
N Do not pay Allow/Deduct Codes with classifications of N, Q and S

 

Indicates if calculations for an Auto Pay reversal transaction for prior period records will be suppressed.

Y the Auto Pay Reversal transactions are bypassed as these transactions will be considered as not required
N the Auto Pay Reversal transactions will be generated for prior period data where applicable.

 

 

This section is used to process payments that are outside of a normal payrun, and should not be used for missed payments or adjustments.

This option is used for payments that have been missed during a normal payrun.

  • When processing a missed payment, the user is required to select a corresponding Period End Date posted in the Earnings History window.
  • The Period End Date can be manually entered or the Select Earnings History field can be used, to select the Period End Date from the Earnings History window.
  • A missed payment cannot be processed for a selected period ending date with a blank Pay Separator.
  • A missed payment generates a transaction into the Earnings History window, with a Modification Type of Missed.

 

Any adjustment payments such as missed overtime from a normal payrun can be adjusted by selecting this option.

  • When processing negative adjustment please use the Prepay/Rebank Entry window.
  • Adjustments can be processed against Pay Separators 1-9.
  • Previously generated Missed Payments can be adjusted.
  • Rebanks, Prepayments and Express Payment with a modification type of Terminated cannot be adjusted.
  • The Period End Date can be manually entered or the Select Earnings History field can be used, to select the Period End Date from the Earnings History window.

 

This option is used to select the corresponding Period End Date used when processing Missed Payments or Adjustment Payments.

The payment week ending date as shown in the Employee's Earnings History window.

A pay separator for the employee's week ending date payment as shown in the employee's Earnings History window.

This section is used if this payment is for termination purposes. If these fields are entered, the employee's status will be changed to T Terminated when the pay is processed.

The employee's termination date.

  • Both the Week Ending Date and a Termination Date cannot be entered.

 

Select a Termination Reason Code.

Used to control the Termination Pay process to be used:

Code Description
Y The Termination Pay process is to be used as part of this Express pay
N The Termination process is not to be used. The employee will be terminated, but no termination pay Calculations will be done. This option would be used for terminating employees where no leave is owing.
  • If Y is selected the Bona Fide Redundancy, Annual, Long Service and the Sick fields are activated.

 

Is this a bona fide redundancy?

Code Description
Y Leave is taxed according to the Lump Sum Rules
N Leave is taxed as marginal

 

Code Description
Y Leave is taxed according to the Lump Sum Rules.
N Leave is taxed as marginal.

 

Indicate if Annual Leave is to be included or not.

Indicate if Long Service Leave is to be included or not.

Indicate if Sick Leave is to be included or not.

 

Are there any entries of Time (entered via the Time Card Entry process) to be imported into the calculation of termination pay?

If Y is selected the Pay Separator to Import field is activated.

The Pay Separator which the hours will be paid under.

This field is only active if the Import From Time Card Entry is set to Y.

Select the 'Y' option to post Time Card details in the calculation of the termination pay.

This option is only activated when the "Post Data From Time" field is set to 'Y'.

This option is only activated when the "Post Data From Time" field is set to 'Y'.

 

Click Next >> to move to the Detail Entry window.

    • If the selected employee's Year End Processing Status is 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 on the Selection window upon clicking Next.

    •  

    This section displays any standard allowance/deduction code, provided that the Standard A/D field is flagged with Y. They can be changed if necessary.This will include any Bank Deduction details. If splitting the payment across bank accounts the amount must be set to zero.

    Details entered on the Termination Pay window will be displayed.

    Type or select an Hours Type Code used for payment to the employee.

    Type the number of hours that are to be paid to the employee.

    This field is enabled when Prevar *PP_LEAVE_UNITS_AU Position 1 is set to Y.

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

    For Leave entries type the date that this Leave Type begins and ends

    This is an optional and read-only field that can be added to the browse list.

    This displays the Flexibility Payment Type description, as a read-only column, if the selected Hours Type Code is linked/ configured with a Flexibility Payment Type option. This is blank for a non-Flexibile Payment Hours Type Code entry.

    An information icon is displayed next to the Flexibility Payment Type description in this column, which you can hover over to see additional information related to this transaction.

    The date used to register the costing values.

    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).

    Indicate if the employee is to be paid regardless of them being entitled to it.

    Code Description
    Y Force the Payment to be made
    N Force Non-Payment
    Blank Do not force the payment

     

    The Account Number that the hours are to be allocated, that is different to the employee standard.

    The department that these hours are to be allocated to.

    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.

    If the rate for these hours is different to the standard rate established in the employee Salary window, a rate can be entered here for this line item only.

    • The maximum value for this field is '99999.9999'. A tooltip message ("The maximum value for this field is 99999.9999") will be displayed if you try to enter a rate that is more than the maximum value.
    • If you enter a value in this field, you must leave the Salary Code field blank.

     

    A Salary Code can be entered to pay the hours selected only if using the Salary Code feature.

    • The system uses the rate established in the Salary Code window to calculate the hourly rate.
    • If using this field leave the Rate field blank.

     

    A Calculation Method entered here will override any Calculation Methods which have been entered on a Hours Type record or on the employee's Tax window.

    Does the employee have a Doctors Certificate?

    • This is only valid if the entry is for Sick Leave.
    • This indicates which balance to reduce in the employee's sick leave entitlements.
    • Code Description
      Y Reduce the balance of the employees sick leave entitlements. (With Certificate).
      N Do not reduce the balance of the employees sick leave entitlement (Without Certificate).
    • This only applies to Sick Leave and Worker's Compensation
    • If the entry is for Worker's Compensation, enter the Incident # in the Comment field.

     

    Is the leave a continuation from the previous Payrun? Only used when entering hours for Leave Types.

    Code Description
    Blank The leave is not a continuation
    Y The leave is a continuation from the previous Payrun recorded in the History File.

     

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

    Safety Module

    • The comments filed is used to record the Incident Number.
    • This will only apply if the Hours Type Code has a Classification of W.
    • If an Incident Number is not entered, an error will be displayed.
    • When the transaction is process through a Payrun the Hours Payment is automatically linked to the incident.
    • This can be viewed through the Workers Compensation Payments window in the Safety module.
    • If the Incident Number is not known at the time of entry the transaction will still be processed. The payment can be linked to the incident after the Payrun via the Link Payments to Incidents window in the Safety module.

     

    The reason for taking leave, 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.

    The reason for taking leave, 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.

     

    As hours transaction are entered which relates to Training the Course ID and Session ID's must be entered. When the transaction is processed through a Payrun, Preceda automatically links the hours payment to the Training Course/Session. This can then be viewed through the Training History window .

    • The Hours Type selected must have a Classification of Q.
    • If the Course/Session ID is not known, the transaction will still be processed. The payment can be linked to the incident after the Payrun via the Link Session with Participant window.

     

    Any Allowance/Deduction codes that are to be included in this payrun for this employee.

    The number of units to be paid to the employee for the selected Allowance/Deduction code, a value of at least 1 must be entered.

    • A units value used to multiply the value in the Rate field can be specified. If a rate is not specified the rate specified in the Employees salary window is used or the value specified in the relevant Allowance/Deduction code.

     

    The $value of the Allowance/Deduction. This rate will be multiplied by the Allowance/Deduction Units and included in the employee'spay run.

    • By typing more than one zero in this field the operation of an existing Allowance/Deduction for this particular payrun will be suppressed.
    • The Overrides window should be used to suppress the payment of all the employee's allowance/deductions.

     

    The date used when posting costing values.

    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 which are effective for the employee as at the Period End Date or Costing Date (if entered, where Costing Date is considered first).

    A department if these hours are to allocated to a department. 

    An Account Number if these hours are to be allocated to a General Ledger account number.

    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.

     

    Click Next >> to move to the Calculation Payment window.

    or

    Select Back >> to return to the Details Entry window.

     

    This window displays the final results of the calculations.

    • Drill down on any of the lines to view full details of the payment to be made.

      The Calculated Payment Drilldown allows you to view a summary of transactions an employee will be paid as part of the selected Pay Separator in the payrun to be processed.

      • This provides a picture of how the Pay Slip of the employee will look like and what are the earnings for the selected Separator in the Pay Period to be processed.
      • This includes a breakdown of all transactions with their corresponding Costing Dates and the tax calculated for them.
      • Clicking the Drilldown automatically starts the Pay Calculation Process resulting in the calculation of tax (to be displayed without having to leave the window), and timesheet details currently displayed on this window for the current employee. It will calculate the pay for that timesheet including Gross, Tax and Net after deductions.
      • Clicking on the View Average Hours Button, located at the upper right side of the screen, will open a pop-up screen which displays information related to corresponding leave entitlements. Included are details of the average hours payment rule, average work hours, and legislative average hours information for a selected employee record.

       

      The Header section of Calculated Payment is split into two, one holding the Employee Details and the other showing the employee pay details based on the selected Pay Separator.

      This indicates the ID Number of the selected employee.

      This indicates the Payment Summary Type required for Year End reporting.

      CodeDescription
      FForeign Employment Income - This type produces a PAYG Payment Summary - Foreign Employment
      IIndividual Non-Business (default) - This type produces an Individual Non-Business Payment Summary
      JJoint Petroleum Development Area (JPDA) - This type produces a PAYG Payment Summary - Foreign Employment
      LLabour Hire - This type produces a Business & Personal Income Payment Summary and is displayed as 002 Labour Hire
      OOther Specified Payments - This type produces a Business & Personal Income Payment Summary and is displayed as 002 Other Specified Payments
      PPension (non-super annuities)
      VVoluntary Agreement - This type produces a Business & Personal Income Payment Summary and is displayed as 003 Voluntary Agreement
      WWorking Holiday Maker - This type produces an Individual Non-Business Payment Summary.

       

      This is the tax code assigned to the employee.

      CodeDescription
      ASenior Single
      BSenior Illness Separated
      CSenior Member of a Couple
      HWorking Holiday Maker (WHM)
      0No Tax Deducted
      1Exemption NOT Claimed
      2Exemption Claimed
      3Non-Resident
      4Tax File Number not provided
      5No medicare levy
      6Half medicare levy
      7Exemption claimed (no A/L loading)

       

      This indicates the selected employee's Supplementary Tax Code.

      CodeDescription
      BSTSL - Study & Training Support Loans
      HHELP - To be removed in the future.
      SSFSS - To be removed in the future.

       

      This displays how often the employee is paid.

      CodeDescription
      4Four Weekly
      AHalf Monthly
      FFortnightly
      MMonthly
      WWeekly

       

      This indicates the selected employee's type of employment.

      CodeDescription
      CCasual - Employees are taxed over their nominated pay frequency and only one lot of allowances/deductions, if calculated regardless of the number of pay periods specified for the Payrun. Tax weeks are calculated according to the pay frequency.
      EExternal - A personnel who is not an employee of the company (e.g. Pensioner).
      PPermanent

      TTemporary

       

      This is the method used to pay the employee.

      CodeDescription
      BBank Credit
      CCheque
      EEnvelope /(Cash)
      NNo Payment (Pay is calculated but no payment is made)

       

      The Base Hours selected is used to show the normal worked hours for the employee and can be used in calculating an hourly rate and leave calculations.

       

      This shows the values for the selected Pay Separator; Where 'xxx' refers to the selected Pay Separator ID: Standard, 1 to 9 (for additional, normal pay), A to M (for Prepayment), or N to Z (for Rebank).

      This indicates the date the employees will be paid up to.

      This is the number of tax weeks applied to an employee's pay in the payrun.

      This is the amount to be deducted from an employee such as when an employee does not earn a full pay.

      This is the total amount of the employee's earnings (excluding after tax/ non-taxable allowances) where the tax and other deductions will be subtracted from.

      This is the total amount of tax for the corresponding Pay Period.

      This is the final amount the employee will be paid after subtracting all deductions.

       

      The Browselist section has the Expand/Collapse All capability. Clicking the Expand All icon expands every grouped Hours or A/D Code. Conversely, clicking the Collapse All icon collapses every expanded Hours or A/D Code. You can also expand or collapse per Hours or A/D Code.

      A Subtotal value is available for every grouped Hours or A/D Code on the following columns: Hours, Units, Before Tax, After Tax, Deductions, and Special.

      Transactions are listed based on the pay code type, where all Hours Codes are listed first followed by the Allowances/Deductions Codes. The sorting within these groups are in ascending order.

      You can modify the groupings via the Browselist options Group by This Field, Group by Default or Reset Grouping. You can easily remove the grouping in the Browselist. Revert to the original layout where all transactions are individually displayed using the Remove Grouping on the Browselist's drop-down option. To go back to the new grouping layout, click Reset Grouping or Reset Layout.

      This refers to the Hours or Allow/Deduct Code used for payment to the employee.

      This is the description of the corresponding Hours or Allow/Deduct Code.

      This is the Hours or A/D Classification Code.

      This field is hidden by default. To make this available, tick Class in the Browselist drop-down > Columns option.

      This is the Hours or A/D Classification description.

      This field is hidden by default. To make this available, tick Class Description in the Browselist drop-down > Columns option.

      This refers to the hours entered for the Hours/Leave code.

      This field displays the total hours paid in this transaction which is calculated based on the Average Work Hours.

      This refers to the number of units to be paid/ deducted to the employee for the selected Allowance/Deduction code.

      This indicates if the entry will be considered (Y) or not (N) in the calculation of superannuation gross. The value in this field is taken from the Allow/Deduct Codes or Hours Type Codes screen's Include in Super Gross field.

      This field is hidden by default. To make this available, tick Incl. in Super Gross in the Browselist drop-down > Columns option.

      This displays the value of the Allowance/Deduction. This rate will be multiplied by the Allowance/Deduction Units and included in the employee's payrun.

      This indicates the amount added to Gross before computing for the tax.

      This indicates the amount added to Gross after computing for the tax.

      This field displays Average Work Hours of the respective employee as at the leave payment date.

      This field displays the corresponding Average Hours Payment Rule which was used for the payment processing to determine applicable average hours work.

      This indicates the amount deducted from the Gross.

      This refers to a value that is not considered part of Gross while affecting the Tax and Net After Deductions amount.

      Examples of Special values include, but not limited to, Classification 5 (Living Away Allowance), Classification N (Non-Contributory $), Classification Q (Non-Contributory % ASG), and Classification S (Non-Contributory % of Linked Earnings or Gross).

      Print Flags are supplied with Preceda and cannot be changed, added or deleted.

      CodeDescription
      0The value is not included separately on the Payment Summary.
      1Include this Allowance/Deduction code on the Payment Summary. It is printed in the allowances box on the Payment Summary and not included in the gross figure.
      2LS A as a genuine redundancy, invalidity or app early retire scheme
      3Include this value in the total value for Lump Sum B printed on the Payment Summary.
      4Include this value in the ETP Payment Summary.
      5Include this value in the total value for Lump Sum D printed on the Payment Summary.
      6Include this value in the total value for Lump Sum E printed on the Payment Summary.
      7A Union/Professional Assoc fee value is included in the Deduction.
      8Include this value in the union Fees area of the Payment Summary.
      9Include this value in the total value for Community Development Employment Program CDEP Salary or Wages
      AWorkplace Giving value included in Workplace Giving Total. The value is displayed as a separate amount below the Union Fees area of the Payment Summary.
      BLS A is NOT a genuine redundancy, invalidity or app early retire scheme.
      CReportable Employer Superannuation Contributions.
      DExempt Foreign Employment Income.
      FThe value is included in total for Foreign Tax Paid

       

      These fields are hidden by default. To make any of these available, tick Year End Print Flag and/or Year End Print Flag Description in the Browselist drop-down > Columns option.

      This is the Costing Date to be used.

    • If the details shown are incorrect either Restart Workflow to start again and correct the parameters or select << Back to return to the Details window.
    • The Gross, Tax and Net values are calculated and cannot be maintained.
    • To alter the Tax Value, it will be necessary to return to the Entry window and use an Allowance/Deduction code for Extra Tax or return to the selection window to use the tax adjustment.

     

    Click Finish to complete the process and save the details.

    • The express payment can then be reviewed and released or cancelled in the Release Express Payments window.