To create a new pay group, follow the procedure below.
Create a New Pay Group
1. | Navigate to Payroll > Maintenance > Pay Group. The Pay Group Maintenance screen opens. | |
2. | Click Add. The Pay Group Entry screen opens. |  |
3. | In the Name field, key in a unique name for the pay group. | |
4. | In the Pay Frequency field, select the pay cycle frequency of the pay group. |
Before you can save the new pay group, you must add one or more pay periods to the pay group. To do this, follow the procedure below.
Add Pay Periods to the Pay Group
1. | If the pay frequency of the pay group is Bi-Monthly, in the Split Day field key in the day on which each calendar month is to be split. For example, key in 15 if each calendar month is to be split on the 15th day of each month. This will create two pay periods per calendar month, with one period spanning from the 1st day of the month until the 15th day of the month and the second period spanning from the 16th day of the month until the last calendar day of each month. Skip this step if the pay frequency of the pay group is not Bi-Monthly. | |
2. | Next to the Start Date field, click the date button and select the start date of the pay period cycle for the pay group. Where the pay frequency of the pay group is Bi-Monthly, this must be the first day of a calendar month. |  |
43. | Next to the End Date field, click the button and select the end date of the pay period cycle for the pay group. Where the pay frequency is Bi-Monthly, this must be the last day of a calendar month that falls after the start date. For other pay frequencies, this can be any date that falls after the the start date. The system will automatically default the end date to the nearest valid date depending on the applicable pay frequency. For example, if the pay frequency is weekly, the start date is 18/11/2013 and the end date is set to 23/11/2013, the end date will be automatically changed to 24/11/2013 so that a full pay period of 7 days is created. | |
54. | Click Generate. Each pay period created within the start and end dates you specified is listed in the Pay Period Information section of the Create Pay Periods screen and the status of the first pay period in the cycle is set to Open. |  |
At this point you can save the pay group or you can optionally enable a warning message that is to be displayed to timesheet initiators if they submit a timesheet, which will be paid as part of the pay group, and the timesheet is deemed to be submitted late and therefore the timesheet may not be paid until the following pay period. If you do not want to configure a late timesheet warning, save the new pay group by clicking Save at the top of the Pay Group Entry screen and skip the procedure below. Otherwise, proceed to the procedure below prior to saving the new pay group.
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For UK Payroll this process will also set the normal pay date for each pay period based on the date entered in First Pay Date. The normal pay date can be changed once the generation has been saved (see Change the Normal Pay Date item below). The screen will display the Week Day of the pay date to make it easier for users to determine what the pay date should be. Tax Period is displayed which is based on the pay date that is applied. It is not possible to duplicate tax periods. | |
At this point you can save the pay group or you can optionally enable a warning message that is to be displayed to timesheet initiators if they submit a timesheet, which will be paid as part of the pay group, and the timesheet is deemed to be submitted late and therefore the timesheet may not be paid until the following pay period. If you do not want to configure a late timesheet warning, save the new pay group by clicking Save at the top of the Pay Group Entry screen and skip the procedure below. Otherwise, proceed to the procedure below prior to saving the new pay group.
Configure the Late Timesheet Warning
1. | Tick the Submitted Timesheet Late Warning Enabled checkbox. The tick appears within the field and the remaining fields within the field grouping are enabled. | |||||||||
2. | In the Pay Period End Date Plus field, select the number of days offset from the end date of the corresponding pay period on which the cut-off for submitting timesheets occurs. For example, setting a value of 2 indicates that the cut-off is two days after the pay period end date. That is, if the pay period end date is 22/11/2013, the timesheet for the corresponding pay period will be considered to have been submitted late if the timesheet is submitted on or after a certain time of day on 22/11/2013. Note that the time of day is defined by the On/After field (see step 3 below). | |||||||||
3. | Next to the On/After field, click in the field with the clock and use the clock control to select the time of day that marks the cut-off point for submitting timesheet on time. For example, if the time is set to 12:00, timesheets submitted up until 11:59 on the day specified in the Pay Period End Date Plus field will be considered to have been submitted on time and will not trigger a late timesheet warning message. However, a timesheet submitted on or after 12:00 on that day will be considered late and will trigger the warning message. |  | 4. | Click on the time zone field and select the time zone relative to which the trigger of the late timesheet message will be calculated. | 5. | In the Message field, key in the warning message that is to be displayed to the timesheet initiator if they submit a timesheet that is considered to be late. | 6. | Click Save. The pay group is saved, the Pay Group Entry screen closes and a confirmation message opens. |  and will trigger the warning message. | |
4. | Click on the time zone field and select the time zone relative to which the trigger of the late timesheet message will be calculated. | |||||||||
5. | In the Message field, key in the warning message that is to be displayed to the timesheet initiator if they submit a timesheet that is considered to be late. | |||||||||
6. | Click Save. The settings are saved, and a confirmation message opens. | |
UK Payroll - Change the Normal Pay Date
To change the pay date generated. The system will generate the normal pay dates based on the first pay date. This is the normal pay day that the payees assigned to this pay group are paid on. Where a normal pay date falls on a public holiday and the actual payment date falls into another tax period, the normal pay date should remain as this is the date that is used on the FPS. The banking date in the Pay Batch would be altered to cope with the circumstance. If the normal pay date needs amending (this is applicable for monthly frequency), the pay date can be changed. Pay dates cannot be amended for periods that have been closed.
1. | In the pay group list, locate the pay group to change and click against the required pay group The pay date can only be changed after the pay group pay periods have been generated and saved. |  |
2. | In the Normal Pay Date enter the date or click the date field to select the date for the period's normal pay date. The pay date must be within the tax period date range. For example for the month of April, the pay date must be between 06 April and 05 May. | |
3. | Click Save. A save confirmation message will be displayed and will close the screen. | |