The information recorded on the Payee Details tab of the Payee Entry screen is bound by validity periods. This allows the system to determine which set of payee details are applicable depending on the payment date of the pay batch in which the payee is being paid.
When a new payee record is created, a validity period is created automatically and the validity start date is set to the payee's employment start date and the validity end date is left open-ended by default. New validity periods can be added if a payee's payroll details change during the course of their employment. For example, the payee's tax scale may change or the payee may need to be moved to a different pay group.
When a payee is included in a pay batch, the system will refer to the set of payee details that are valid on the payment date of the pay batch. The exception to this are the employee benefits, which are applied based on whatever is valid on the pay period end date of the pay batch in which the payee is included.
While a payee is included in an open pay batch, the corresponding set of payee details are locked down to prevent them from being edited while the pay batch is being processed. Once the pay batch is closed, most of the payee details for the corresponding validity period remain locked down to maintain the integrity of the data that was used to process the payee's pay. If any of the locked down payee details need to be updated, a new validity period can be created.
When a new validity period is created, the payee details default to the same settings as that of the prior validity period to prevent the need to set all of the payee details from scratch. Instead, you need only change the payee details that are to change as of the new validity period. For example, if the payee's tax scale needs to change, the relevant new tax scale can be selected.
You must be aware of the following points regarding creating new validity periods on a payee record:
The new validity start date must fall on a later date than the date displayed in the Last Used Date field, which is displayed in the Payee Details tab in the header at the top of the Payee Entry screen.
The new validity start date must fall on a future start date of a pay period for the pay group to which the payee is assigned. If the payee's pay group has changed in the new validity period, this must be the start date of a future pay period of the new pay group.
For more information about the implications of switching a payee's pay group, see Important Information About Switching Pay Groups.
How to Add a New Validity Period
To add a new payee details validity period to a payee record, follow the procedure below.
How to Add a New Validity Period | |
If you do not already have the relevant payee record open in the Payee Entry screen, search for and open the relevant payee record in edit mode. | |
2. | Navigate to the Payee Details section of the Payee Entry screen and click Add New Period. An Add Validity Date field is displayed. |
3. | In the Add Validity Date field, select the start date of the new validity period and click Save & Close. The end date of the prior validity period is set to the date that falls one day before the date you specified. A new open-ended validity period is created. |
4. | Modify any of the payee details as required. For more information, see Working with the Payee Entry Screen. |
5. | At the top of the Payee Entry screen, click Save. The changes you have made are saved. |
How to View the Payee Details for a Validity Period
To view the payee details for a specific validity period, follow the procedure below.
How to View the Payee Details for a Validity Period | |
If you do not already have the relevant payee record open in the Payee Entry screen, search for and open the relevant payee record in edit mode. | |
2. | Navigate to the Payee Details section of the Payee Entry screen. |
3. | Click the Validity Period field at the top of the Payee Details section of the screen. A list of the existing validity periods is displayed. |
4. | In the list of validity periods, select the relevant period for which you want to view the payee’s details. The Payee Details section of the Payee Entry screen updates to display the payee details that are valid for the period you have selected. |
How to Delete a Validity Period
To delete a payee details validity period, follow the procedure below.
You can only delete one validity period at a time, starting with the validity period with the latest validity start date. You cannot delete any validity period for which the payee details are currently used in an open pay batch or have been used in a closed pay batch.
How to Delete a Validity Period | |
If you do not already have the relevant payee record open in the Payee Entry screen, search for and open the relevant payee record in edit mode. | |
2. | Navigate to the Payee Details section of the Payee Entry screen. |
3. | Click the Validity Period field at the top of the Payee Details section of the screen and select the validity period that you want to delete from the list of existing validity periods that are available. The Payee Details section of the Payee Entry screen updates to display the payee details that are valid for the period you have selected. |
4. | Next to the Validity Period field, click Delete . A confirmation message is displayed. |
5. | To continue to delete the validity period, click OK. The confirmation message closes and the selected validity period is deleted. |
6. | At the top of the Payee Entry screen, click Save. The changes you have made are saved. |
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