Including Prior Period Timesheets in Current Period

The Include Prior Period Timesheets in Current Period option allows unpaid timesheets from prior pay periods to be paid together with timesheets that belong to the current (open) pay period or an adjustment period, thereby preventing the need to process separate adjustment pay batches to pay late timesheets.

If the Include Prior Period Timesheets in Current Period option is enabled for a pay group, on creation of a pay batch any timesheets linked to the pay group that have been approved, reviewed and released for pay processing will be included in the pay batch even if the timesheet end date falls into a period prior to the period that is being processed.

There are several factors that you must be aware of before enabling the Include Prior Period Timesheets in Current Period option for a pay group:

• For payees who are subject to having tax withheld from their earnings, at the Tax pay batch stage tax will be automatically calculated as if all earnings relate to the current (open) pay period. That might require manual tax adjustments to applied at the Tax stage of the pay batch to prevent payees from being over-taxed.

• Deductions that are configured to deduct a fixed amount per pay period will only be applied once for the current period only. Therefore, if a payee is being paid for multiple periods in the current pay period and is subject to a fixed deduction per pay period, a manual adjustment to the deduction amount may be required at the Gross Deductions or Net Deductions pay batch stage to factor in any deductions that should have been deducted in the relevant prior periods.

• Leave taken will only be paid if the leave occurred in the current (open) period. Where payees are owed outstanding leave payments for a prior pay period, it is recommended that an adjustment pay batch be processed for the relevant adjustment period to pay the prior period leave instead.

• All manual pay items that are added to payees' earnings and terminations must be dated within the current (open) pay period. That is, it is not possible to add a manual pay item or a termination that falls into a prior period for which timesheets are included in a pay batch.

• Payslips do not show any additional information to identify the prior periods to which a payee’s pay items correspond.

• Payees and their timesheets are only included in a pay batch if they currently belong to the pay group of the pay batch (for normal pay batches) or if they did belong to the pay group during during the adjustment period (for adjustment pay batches) irrespective of whether the Include Prior Period Timesheets in Current Period option is enabled.