Adding & Updating Allowances (Payroll NZ)

Allowances that a payee receives regularly, such as car or travel allowances, can be defined on a payee record so that they can be paid automatically each pay period when the payee is processed in a pay batch. A payee's allowances can be added, viewed and modified via the Allowances section of the Payroll > Payee > payee Maintenance > Payee Entry screen.
To add an allowance to a payee's pay details you must specify the following:

the pay code against which the allowance will be paid
the monetary value of the allowance
a validity start date that defines the date from which the allowance will be paid
an optional validity end date that defines the date on which payment of the allowance will cease.

An allowance that has been added to a payee record can be edited or deleted so long as the payee is not currently included in an open pay batch and the allowance is yet to be applied in a pay batch. Once an allowance has been applied in a closed pay batch, the allowance is locked down and cannot be deleted or edited. The exception to this is the validity end date of the allowance, which can be set or changed to determine when payment of the allowance is to cease.

The validity period of an allowance determines if the allowance is paid when a pay batch is processed depending on the end date of the pay period to which the pay batch corresponds. An allowance is paid in a pay batch if the allowance is valid on the pay period end date of a pay batch, even if the validity start date of the allowance falls part way into the pay period.

How to Add an Allowance

To add an allowance to a payee, follow the procedure below.

How to Add an Allowance
	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 Allowance section of the Payee Entry screen and click Add. The Allowance Details dialog box opens.
3.	In the Validity Date From field, select the date from which the allowance is to be paid.
4.	In the Validity Date To field, select the date from which payment of the allowance is to cease. Skip this step if the allowance is to be paid indefinitely.
5.	In the Pay Code field, select the pay code against which the allowance is to be paid. A Tax Type* field is displayed, showing whether allowances paid against the selected pay code are taxable, non-taxable or are partially taxable based on a quantity threshold.* A GST Exempt* field is also displayed and displays a tick if allowances paid against the selected pay code are exempt from Goods and Services tax.*
6.	In the Value field, key in the allowance amount to be paid to the payee per pay period.
7.	Click Save. The Allowance Details dialog box closes and the new allowance is listed in the Allowance* section of the Payee Entry screen.*

How to View or Edit an Existing Allowance

To view or edit a payee's existing allowance, follow the procedure below.

How to View or Edit an Existing Allowance
	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 Allowance section of the Payee Entry screen and in the list of allowances click the Edit button next to the specific allowance that you want to view or edit. The Allowance Details dialog box opens and displays the details of the existing allowance.
3.	If you need to modify the allowance, change the pay code, allowance value, validity start date and/or validity end date as required.
4.	If you have made any changes to the allowance that you want to apply, click Save. Otherwise, to close the Allowance Details dialog box without saving any changes, click X in the top right-hand corner of the dialog box. The Allowance Details dialog box closes.