Payee Details Validity Periods

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. 

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 View the Payee Details for a Validity Period

To view the payee details for a specific validity period, follow the procedure below.

How to Delete a Validity Period

To delete a payee details validity period, follow the procedure below.

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