The payroll type parameters are used either by a priority 8 user such as the payroll manager or accountant or the system supplier priority 9 user to control the functionality within each payroll type.
To access Payroll type parameters
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Payroll type parameters option.
The Payroll type parameters form is displayed.
Payroll type parameters Form
The Payroll type parameters form is displayed when you select the Payroll type parameters option from the PR SYSTEM MAINTENANCE menu.
What do you want to do or be advised about?
The payroll type parameter record consists of ten TABs. To create a payroll type contact your software supplier consultancy department. To amend an existing payroll type parameter record first enter the payroll type and then click the Amend button. Complete the TABs as required and click the Save button.
General - 1 Tab
The General - 1 form is displayed when you select the General - 1 Tab from the Payroll type parameters form.
Payroll type: The one character code that represents the unique code for the payroll type. Typical examples are M - Monthly, W - Weekly. Up to ten different payroll types may be accessed by a single login user id.
Tip : Click the Ellipsis button
to search for a payroll type from the payroll type records file.
Description: The sixteen character description of the payroll type. This is shown on reports produced throughout the payroll module. For example, Monthly, Weekly.
BACS company: The two character company identifier to be used for BACS payments.
Tip : Click the Ellipsis button
The payroll type parameter for the BACS company only needs to be used too if there is more than one payroll type within the payroll company and the BACS postings have to use different BACS companies for security reasons. For example, the Weekly and Monthly BACS postings are required to be posted to separate BACS companies due to the payroll operator processing the weekly payroll and the accountant processing the monthly payroll. If all of the payroll types are to use the same BACS company the BACS company may instead be declared once for the payroll company within the payroll system parameters.
Period type: The payroll type is set to one of the following:-
W: Weekly
M: Monthly
If the Payroll is two-weekly the period type will still be set to W. This will determine the use of various statutory tables such as NI rates and the PAYE rates.
Tip : Click on the Drop down
to select.
Current period: The current pay period number for tax, etc.
Minimum hours/period to average: If the holiday averaging mechanism is being used then this will set the minimum number of hours worked in a period under which the period pay will not be added to the holiday averaging history.
Date of last P7X: This is the last date on which the Miscellaneous options menu, Utility options menu option called Update tax codes (P7X) was last run.
Last period in customised year: This parameter defines the payroll period to be currently in use when rates, additions/deductions or benefits that are set up to have their year to date accumulators cleared down to zero at a Customised period are reset to zero as a part of the Select new period process.
Example
If customised to clear down on a calendar year basis then set to 9 for monthly since December is tax month 9. The weekly equivalent is week 39.
Payslip stationery format: The three character format stationery id to be used for the payslip.
Warning: Non standard payslip formats should not begin with capital K since they may be overwritten when a software update is loaded.
Standard payslip formats available are:-
K01: Dot Matrix normal landscape mode old revision 7 compatible format as used prior to 1994.
K08: Dot Matrix normal landscape mode new format used post 1994.
K09: Electronic Print Manager (EPM) or KPRINT laser payslip.
K14: Plain paper laser payslip with printed text to describe the fields.
K18: Fastseal KPRINT laser payslip.
Payslip name format: This is the layout on the payslip of the name using the employee record fields including punctuation symbols such as comma and full stop as required. Use the following letters:-
T: Title
I: Initials
F: Forenames
S: Surname
Example
Entering T F S in the format field will show the title followed by the forenames followed by the surname on the payslip.
Payslip day: The day number to be used as a default when printing the payslips. On weekly payroll types, 1 is Monday through to 7 is Sunday. On monthly payroll types use the day number of the month. Leave this field set to 0 if you want the current system date to default onto the payslips. The default date may always be changed when printing the payslips.
Payslip default date: The default printed payslip date for the current payroll period. If the Payslip day field is 0 this field is not used.
Cheque stationery format: The three character format stationery id to be used for the cheque. The only standard format available is K02.
Warning: Non standard cheque formats should not begin with capital K since they may be overwritten when a software update is loaded.
Cheque name format: This is the layout on the cheque of the name using the employee record fields including punctuation symbols such as comma and full stop as required. Use the following letters:-
T: Title
I: Initials
F: Forenames
S: Surname
Cheque day: The day number to be used as a default when printing the cheques. On weekly payroll types, 1 is Monday through to 7 is Sunday. On monthly payroll types use the day number of the month. Leave this field set to 0 if you want the current system date to default onto the cheques. The default date may always be changed when printing the cheques.
Cheque default date: The default printed Cheque date for the current payroll period. If the Cheque day field is 0 this field is not used.
Bank giro stationery format: The three character format stationery id to be used for the bank giro. The only standard format available is K03.
Warning: Non standard bank giro formats should not begin with capital K since they may be overwritten when a software update is loaded.
Bank giro name format: This is the layout on the bank giro of the name using the employee record fields including punctuation symbols such as comma and full stop as required. Use the following letters:-
T: Title
I: Initials
F: Forenames
S: Surname
Bank giro day: The day number to be used as a default when printing the Bank giros. On weekly payroll types, 1 is Monday through to 7 is Sunday. On monthly payroll types use the day number of the month. Leave this field set to 0 if you want the current system date to default onto the Bank giros. The default date may always be changed when printing the Bank giros.
Bank giro default date: The default printed Bank giro date for the current payroll period. If the Bank giro day field is 0 this field is not used.
Continuous stationery P45: The three character format stationery id to be used for the dot matrix normal print mode P45. The only standard format available is K46.
Laser P45 1 and 1A: The three character format stationery id to be used for the laser normal print mode P45 parts 2 and 3. The only standard format available is K48.
Laser P45 2 and 3: The three character format stationery id to be used for the laser normal print mode P45 parts 2 and 3. The only standard format available is K49.
Setup mode: Ticking this check box allows a priority 8 user to enter the brought forward figures on payroll records as required for setting up Payroll mid tax year. It also allows for P11 history records to be created and amended using the System maintenance menu option called Payroll history. This field is reset to a blank when using the Select new period option.
Apportion holiday pay: Tick this check box to allow the payroll items designated for addition to the holiday averaging history to be apportioned over the number of periods of forthcoming holiday.
Example If the check box is ticked and an employee goes on one period holiday then the period pay of 500.00 would result in two entries of 250.00 in the holiday history.
Period confirmed: When the option Confirm period payroll is successfully run this check box is set to a tick. The check box is set back to a blank when the confirmation is reset or when a new period is selected.
Confirmed date: A system maintained field that records the date the payroll was successfully confirmed. This is printed on the standard buffer reports from the Payroll buffer reports menu and the payroll analysis printed when selecting a new payroll period.
Confirmed time: A system maintained field that records the time the payroll was successfully confirmed. This is printed on the standard buffer reports from the Payroll buffer reports menu and the payroll analysis printed when selecting a new payroll period.
Confirmed by: A system maintained field that records who ran the successful payroll confirmation. This is printed on the standard buffer reports and the payroll analysis printed when selecting a new payroll period.
Tax periods per run: The number of weeks or months in each pay period.
Example A fortnightly payroll has 2 tax periods per run.
Period end day: Enter the day of the period that is the period end day. On weekly payroll types, 1 is Monday through to 7 is Sunday. On monthly payroll types use the day number of the month. The period end day field is used to validate the entered End of tax year and End of current period fields.
Start of tax year: Enter the start of the current tax year. If the payroll is being treated as calendar month based this will be entered as 01/04/???? where ???? is the starting tax year such as 2006 for the 2006/2007 PAYE year.
End of tax year: Enter the end of the current tax year. If the payroll is being treated as calendar month based this will be entered as 31/03/???? where ???? is the ending tax year such as 2007 for the 2006/2007 PAYE year. This field is validated using the Period end day field.
Start of current period: The start date of the current period.
End of current period: The end date of the current payroll period. This field is validated using the Period end day, Period type and tax period per run fields.
Current tax year: A system maintained field based on the start of tax year field entered.
Periods per year: A system maintained field based on the Start of tax year, End of tax year, Period type and Tax periods per run fields.
Software check number: A system maintained check number used with the Current tax year field and the software revision in order to ensure the correct software revision is in use when using the Calculate period pay and Select new period options.
Example If the tax year is 2007-2008 and the software check number is 1944 then the software release that must be in use must have a suffix of 2007 - 1944 = 63. If the software release is thus 8.300.63 the system is assumed to be operating using the correct software release.
Warning: If the wrong software revision is detected when using either the Calculate period pay or Select new period options you should as advised on screen contact the software support department urgently to have your system checked and if necessary upgraded.
What do you want to do?
General - 2 Tab
The General - 2 form is displayed when you select the General - 2 Tab from the Payroll type parameters form.
Incentive scheme: The type of incentive scheme used. Choose from one of the following options:-
0: No incentive scheme. This is the default setting
1: Single type defined efficiency rate and single incentive scheme rate. The efficiency rate in this case is defined in the following payroll type parameter. The single incentive rate is defined on the Static 1 TAB of the payroll record when the field called Incentive scheme is ticked.
2: Payroll record defined with 4 efficiency and incentive rates. In this case the efficiency rate in the following payroll type parameter is edit disabled.
Tip : Click on the Drop down
Efficiency rate start (%): This field is only accessible if the incentive scheme defined in the previous field is set to 1. The minimum % efficiency to be reached before the incentive rate found on the Static tab of the payroll record replaces the bonus rate found on the rates table. This is only used if the field called Incentive scheme on the Static tab of the payroll record is ticked.
Confirm without stationery print: This check box should always be left as a blank. It should only ever be set to a tick under direction from AUTOLINE software support. The parameter option is available to handle the scenario of a user have a payslip printing problem and a deadline for a BACS transfer.
Print rates on payslip: Ticking this check box controls the need to re-calculate the payroll rates and to show the payment rates on the payslip. This check box is normally left blank.
Holiday rate line: The rate line number between 1 and 20 that is used for printing the holiday pay rate on a payslip. This is only used when the parameter above called Print rates on payslip is ticked. If printing the rate on the payslip is not used this parameter may be set to 0.
Collation system used: The collation system is an option allowing for the period payroll data to be entered in batches such as via weekly worksheets on a monthly payroll. Enter one of the following options:-
N: Normal payroll. Collation of data is not used
Y: Enable payroll collation. The standard collation system is used to record via the Input pay details option the period payment data in batches such as weekly time sheets for a monthly payroll. The weekly batches are automatically added up to form the monthly figures
R: Forced payroll collation. This is a more advanced type of collation that allows for separate batches of data to be entered such as weekly batches on a monthly payroll. The rates are calculated and added up for transfer to the payroll record via the Input pay details option but the individual batch figures are recorded on a payslip with incentive scheme efficiency calculations performed on a weekly basis. Rates are not re-calculated when calculating a period payroll.
Tip : Click on the Drop down
Maximum batch number: The largest number of batches used when collating data. 5 is normal to allow for weekly batches to be entered on a monthly payroll. This parameter is automatically set to 0 and not editable if the Collation system type parameter is set to N.
Collate loans: Tick this field if the collation system is used and if loan addition/deduction records are allowed to be entered via batches. Normally loans would only be entered once though in a payroll period. This parameter is automatically set to a blank and not editable if the Collation system type parameter is set to N.
Change control log file used: The change control log is an optional log file to allow for user definable audit of changes to the payroll record to be performed. Tick this check box if the optional change control log is to be used. Once ticked the Change control log may be set up on a new menu on the Miscellaneous options menu called Change control options.
BACS transferred: This check box should be set to a blank when setting up systems. It is used to determine when selecting a new period if the user should be prompted to carry out the BACS transfer or not. This check box is automatically controlled and set by the system. It is set to a tick when running the Miscellaneous option called Transfer BACS buffer to BACS and set to a blank when running the Select new period option.
Employee search based on: This parameter controls how a search may be performed for an employee. Choose from one of the following options:-
S: Surname. This is the normal option and the only option that should be used if the employee records database does not contain an index based on the clock code
C: Clock code as seen on the employee record
B: Both Surname and Clock code options are available
Tip : Click on the Drop down
Autopay listing sequence: This parameter controls the sequence that the Autopay listing is produced in when printed from the main Reports & enquiries menu option called Autopay listing. The Autopay listing is only used with the AUT payment or savings method. Choose from one of the following options:-
A: Autopay sequence. This is the normal option that uses the bank supplied Autopay reference that should be entered on the Autopay reference field on the Payments and Savings sections of the Payments tab of the payroll record
E: Employee sequence
B: Both Autopay and Employee sequences are available. Choose the sequence when printing the listing
Tip : Click on the Drop down
Autopay lines per sub total: Enter the number of transaction lines before a sub total is printed on the Autopay listing or leave as 0 if no sub totals are required. If the AUT method is not used this parameter should be left as 0.
'Z' method percent: The % to multiply the Gross pay for pension by when evaluating the pension on the pension Z method. This parameter should be left as 100.000 if the Z method pension is not required.
The pension method Z calculates a percentage of a derived figure. The derived figure is the greater of two figures (1) and (2).
(1) is defined as the gross pay for pension minus an amount such as the weekly old age pension adjusted for the payroll period. The amount deducted is defined by the payroll system parameter called Pension 'Z' method value
(2) is defined as the gross pay for pension multiplied by the payroll type parameter called 'Z' method percent.
Detailed history: The detailed history log is an optional log file that allows for the input pay rates, additions/deductions and benefits to be recorded in detail. The detailed history records are created when selecting a new payroll period. Tick this check box if the optional detailed history file is to be used. Once ticked the detailed history records may be viewed within the Miscellaneous options menu option called Archive options menu or printed using the standard report generator or Ad-hoc enquiries options.
Grade level analysis: Tick this check box if you want the gross pay analysis report by cost centre sequence to include sub totals sorted by grade number.
COMP from gross pension pay: Tick this check box if COMP pensions are to be calculated from a Gross pay for pension instead of the default which is Gross pay for National Insurance purposes.
Gross pay warning limits
Maximum limit: Enter the maximum amount of gross pay that is to be allowed before a calculate period pay warning is shown:- Gross pay exceeds pay type limit #######.## by #######.##. The limit will be adjusted to take into account advanced holiday periods on a weekly payroll. Leave this parameter as 0 if no maximum limit warning is required.
Minimum limit: Enter the minimum amount of gross pay that is to be allowed before a calculate period pay warning is shown:- Gross pay below pay type limit #######.## by #######.##. The limit will be adjusted to take into account advanced holiday periods on a weekly payroll. Leave this parameter as 0 if no minimum limit warning is required.
Payslip messages
Characters per row: Enter the number of characters allowed per row on the payslip message. Choose from one of the following options:-
0: 0 means there will be no payslip message
40: 40 characters per row - this is used on the standard K18 FastSeal payslip
80: 80 characters per row
120: 120 characters per row
136: 136 characters per row
Tip : Click on the Drop down
Warning: Payslip messages other than the size 40 x 4 used on the K18 FastSeal KPRINT payslip will require a non standard payslip format to be used and the message added to the payslip. Such non standard payslips will require set up by software support and may require chargeable maintenance due to legislative changes.
Number of rows: The number of rows for the message. This parameter is automatically set to 0 and not editable if the Characters per row payroll type parameter is set to 0.
Security options
Maximum login attempts: Enter the number of login attempts that a user is allowed betweeen 1 and 99 or set this parameter to 0 if a user is to have an unrestricted number of login attempts. 5 attempts is the default recommended setting.
Transfer allowed:- This parameter controls the security used when using the Change employee company/type utility within the Miscellaneous options menu, Utility options menu. Choose from one of the following options:-
Y: Always allowed - a user may always transfer employees into this payroll type provided the user has access to the payroll type
P: Password access - the password record for the current payroll company declares whether or not the user is allowed to transfer an employee into this payroll type. This is the recommended set up
N: Not allowed - you may not transfer an employee into this payroll type
Tip : Click on the Drop down
Block edit of own record: Tick this check box if a user is not allowed to edit their own payroll record or make input pay and other changes to their own record. The system makes use of the User ID field on the employee record as a part of this process.
Other fields
Use contractual salary: Tick this check box if the actual contractual salary is to be used in the Salary field on the Static 1 TAB of the payroll record instead of rounding the salary field based on the Period pay field. This parameter is typically ticked if contractual salary data is being recorded within the Human Resources module and imported into the payroll module using the Utility called Import data from HR.
Data import from HR: Tick this check box if the Human Resources module is installed and being used to record Contractual salary, pre-sacrifice salary and hours of work and the data is to be imported into the payroll module using the Utility called Import data from HR.
Overwrite archive payslip: Tick this check box if a re-print of a payslip is to replace any existing archived payslip for the employee and current payroll period. If your system is not up to archive payslips and you require the functionality please contact the Accounts software support team.
What do you want to do?
Warnings Tab
The Warnings form is displayed when you select the Warnings Tab from the Payroll type parameters form.
The various warnings printed during the calculate period and input or maintenance options are optional.
Warn if payroll records missing: Tick this check box if you want to be warned about employee records that exist for the current payroll company without a leaving date set but lacking a payroll record.
Warn leaving employees: The control of printing a warning and the warning itself when calculating the payroll for the last payslip of a leaving employee. Choose from one of the following options:-
1: 1st rate line - print a warning Employee leaving - check rate line 1 and other data if the hours on the first rate line match the Hours per period field on the Static 1 TAB of the payroll record. This is the recommended setting
A: Always - this will print the warning Employee leaving - check entered data.
N: None - no warning is printed
Tip : Click on the Drop down
Posting warning before confirm: Tick this check box if you want to be warned about invalid accounts postings when maintaining the payroll and court order records or when entering payment details via the Input pay details, Enter sickness details, Enter maternity details, Enter paterntiy details and Enter adoption details options.
National Minimum Wage warning: Tick this check box if you want to be warned about the National Minimum Wage not being reached.
Warn when COMP incorrect: Tick this check box if you want to be given an Action status error if the fields called COMP Employer contribution % and COMP Employee contribution % on the Pension TAB of the payroll record are incorrectly set up.
Example If an employee uses NI code D it would usual to have non zero COMP Employer contribution % and COMP Employee contribution % values. If an employee uses NI code A it would be usual to have 0 for the COMP Employer contribution % and COMP Employee contribution % values.
Warn of blank NI number: Tick this check box if you want to be warned of a blank NI number when calculating the period pay. Ticking this field is the recommended setting.
Warn when first aider leaves: This parameter is only available if the Human resources module is installed. Tick this check box if you want to be warned when a first aider is leaving. The first aider is declared by ticking the First aider field on the Current Details TAB of the Human resources record. A warning will be shown when using the payroll module main menu option called Enter leaving date or when the leaving date is entered directly into the employee record using the Employee records main menu option called Add/modify employee details. Ticking this field is the recommended setting. When calculating the payroll the warning message Employee is a leaving first aider is also shown.
Warn when fire marshall leaves: This parameter is only available if the Human resources module is installed. Tick this check box if you want to be warned when a first marshall is leaving. The fire marshall is declared by ticking the Fire Marshall field on the Current Details TAB of the Human resources record. A warning will be shown when using the payroll module main menu option called Enter leaving date or when the leaving date is entered directly into the employee record using the Employee records main menu option called Add/modify employee details. Ticking this field is the recommended setting. When calculating the payroll the warning message Employee is a leaving fire marshall is also shown.
Warn when key holder leaves: This parameter is only available if the Human resources module is installed. Tick this check box if you want to be warned when a key holder is leaving. The key holder is declared by ticking the Key holder field on the Current Details TAB of the Human resources record. A warning will be shown when using the payroll module main menu option called Enter leaving date or when the leaving date is entered directly into the employee record using the Employee records main menu option called Add/modify employee details. Ticking this field is the recommended setting. When calculating the payroll the warning message Employee is a leaving key holder is also shown.
Warn when bank account is all 0 for building societies: Tick this check box if you want to be warned that the payment bank account field or the savings bank account field on the Payments TAB of the payroll record is all 0 and a building society roll number is being used. When calculating the payroll the warning message Payment details bank account number set to 00000000 or Savings details bank account number set to 00000000 is shown. This warning is designed to prevent problems later during a BACS transmission. Some building societies such as Alliance & Leicester do however use a bank account of 00000000. Ticking this field is the recommended setting.
What do you want to do?
End of period Tab
The End of period form is displayed when you select the End of period Tab from the Payroll type parameters form.
Selected EOP options
Up to 30 different End of Period (EOP) options may be defined within the payroll type parameters for each payroll type. Once the option is added to the Selected EOP options list it is mandatory that the option be run via the main menu option called Execute EOP options or via the Reports & enquiries, Period reports menu option called
The EOP options themselves are set up using the System maintenance option called Available EOP options.
To Create a new selected EOP option click the Create button and then enter the End of period option ID.
To Delete an EOP option left click the ID and click the Delete option.
ID: The ID is the End of Period (EOP) record number held in the End of period options look up file.
Tip : Click the Ellipsis button
Description: The thirty character description of the EOP option from the EOP options file.
O.K.: The O.K. field is shown as a blank indicating that the EOP option has still to be run for the current payroll period. Once the EOP option has been run via the Execute EOP options option it will be seen as ticked. Selecting a new payroll period will reset all of the Selected EOP options back to N (seen as blank) in order to force their running in the following payroll period.
Other fields
Backup data: Tick this check box if a data backup is to be made to the main server when selecting a new payroll period. This option will require setting up by the software supplier as follows:-
A back up directory called preop is created normally at the base directory of the payroll system such as /user1/kpay/preop and the permission set to 774, owner is kcckpay, group is users. The location of the back up directory however depends on system space and the size of the payroll data files
ENV("PREOPCOPY") is defined within the $HOME/UserEnv.txt file
Tick the check box for the Backup data payroll type parameter for each payroll company and type that requires a backup to be performed as a part of the select new period option
It is necessary to log off and back in for the back up parameter definition to be effective
Date new period last selected: The date the select new period was run.
Time new period last selected: The time the select new period was run.
New period last selected by: The user id of the person who last selected a new payroll period.
Select new period ratio: This is entered as a ratio % of the duration of the current payroll period unless the payroll has yet to be used to select a new payroll period. The ratio test is used when selecting a new payroll period in order to reduce the likelyhood that select new period is run again at the incorrect time. It checks if the duration of the current payroll period multiplied by the ratio % is more than the duration since select new period was last used to advance a payroll period. If this is the case you will be shown information concerning the current payroll period and when this was selected into and to confirm the process of selecting a new payroll period again.
Example
If the ratio is set to 80% and in the April payroll with 30 days a warning will be shown if you attempt to select into the May payroll less than 80% * 30 = 24 days since you selected into the April payroll.
Internet P45/P46 status
The following three fields are only shown if the payroll company has had the payroll system parameter called In year movements via the internet ticked.
The status fields are system controlled and updated when an employee joins or leaves and when the in year internet options are used. They may prevent the use of options on the system such as Select new period when at N - Needs extraction - status. There are seperate fields for each type of record submission.
P45 part 1: The status of the internet in year filing of P45 part 1 records.
P45 part 3: The status of the internet in year filing of P45 part 3 records.
P46: The status of the internet in year filing of P46 records.
The parameter options are shown below.
Blank: Nothing outstanding. Systems being set up should have the parameter set to this. There are no restrictions imposed on system use whilst at the blank status.
N: Needs extracting. This is set after an employee joins or leeaves. The status prevents the Select new period option being used. You should use the Leaver/joiner reports menu option called Extract P45/P46 data.
E: Extracted. The P45 and P46 data has been extracted but not yet submitted by yourself or your agent. You should use the Leaver/joiner reports menu option called Live P45/P46 submission.
R: Return created. This means the data has successfully been transmitted and undergoing further validation by HMRC. Selecting a new payroll period whilst at this status will reset the status to a blank.
T: Timed out. This means the submission process is not yet completed. You should use the Leaver/joiner reports menu option called Live P45/P46 data request.
D: Delete timed out. This means the submission is accepted on transmission but the files have not yet been deleted or necessarily further HMRC validated. You should use the Leaver/joiner reports menu option called Live P45/P46 delete request.
A: Agent completion required. This means your agent is still processing your data. Contact your agent if it has been more than 2 days since you originally placed the agent process request call.
Tip : Click on the Drop down
What do you want to do?
End of Year Tab
The End of Year form is displayed when you select the End of Year Tab from the Payroll type parameters form.
P14/P60 format name: The three character format stationery id to be used for the current year P14 or P60.
Warning: Non standard P14/P60 formats should not begin with capital K since they may be overwritten when a software update is loaded. They will also require an annual review and possible chargeable maintenance.
Standard current year 2007-2008 P14/P60 formats available are:-
K25: Internet standard pitch portrait laser printer version P60 only. The P60 bottom refers to P60(Single sheet)(2007-08)
K27: Internet standard pitch portrait laser printer KPRINT version P60 only. The P60 bottom refers to P60(Single sheet)(2007-08)
K19: Internet standard pitch portrait laser printer version P14/P60 3 ply. The P60 bottom refers to P60(LaserSheet 3-Portrait)(2007-08). The top right refers to code 691 on the first P14 copy
K23: Internet normal pitch portrait dot matrix printer version P60 only. The P60 bottom refers to P60(Continuous)(2007-08)
K10: Paper returns normal pitch dot matrix landscape printer version for 3 ply P14/P60. On the stationery itself the first and second P14 bottom refers to P14(Continuous-Landscape)(2007-08). The top right refers to code 117 on the first P14 copy
K12: Paper returns standard pitch landscape laser printer version in 3 separate sheets. On the stationery itself the P60 bottom refers to P60(LaserSheet 3-Landscape)(2007-08). The top right refers to code 228 on the first P14 copy
K21: Paper returns standard pitch portrait dot matrix printer version for 3 ply P14/P60. On the stationery itself the P14 first copy bottom refers to P14(Continuous-Portrait)(2007-08). The top right refers to code 783
K06: Internet normal pitch dot matrix landscape printer version supplied by ADP Dealer Services UK Ltd at a charge. Use of this format is now discontinued
It is noted that despite there being single copy versions of the P60 stationery that some users prefer to keep 3 ply P14/P60 stationery and simply keep the P14 copies as employer copies when submitting P14 and P35 data via the internet.
Tip : Click on the Drop down
P14/P60 from archive format name: The three character format stationery id to be used for the previous year P14 or P60.
Warning: Non standard P14/P60 formats should not begin with capital K since they may be overwritten when a software update is loaded. They will also require an annual review and possible chargeable maintenance.
Standard current year 2006-2007 P14/P60 formats available are:-
K26: Internet standard pitch portrait laser printer version P60 only.
K28: Internet standard pitch portrait laser printer KPRINT version P60 only.
K20: Internet standard pitch portrait laser printer version P14/P60 3 ply.
K24: Internet normal pitch portrait dot matrix printer version in P60 only.
K16: Paper returns normal pitch dot matrix landscape printer version for 3 ply P14/P60
K17: Paper returns standard pitch landscape laser printer version in 3 separate sheets
K22: Paper returns standard pitch portrait dot matrix printer version for 3 ply P14/P60
K15: Internet normal pitch dot matrix landscape printer version supplied by ADP Dealer Services UK Ltd at a charge. Use of this format is now discontinued.
Tip : Click on the Drop down
Tax district name: A 40 character field describing the tax district - refer to the payslip booklet P30BC(Z) for the name. The tax district name is printed on the P14/P60.
ECON certificate number: The Employer's Contracting Out certificate number provided by the Occupational Pensions Board to indicate that an employer's pension scheme has been recognised and that contributions at the contracted-out rate are payable for employees covered by the scheme. The 9 character field consists of the alpha character E followed by 7 numeric characters followed by 1 further alpha character if contracted-out contributions are present otherwise is left blank. If an ECON number is entered it is validated, if incorrect an error message is shown:- Econ number invalid.
Mandatory printing of P35's: Whilst the paper P35 is no longer required when the internet end of year filing option is used you may still want to be mandated to print a P35 report listing for audit purposes. By ticking this check box the printing of the P35 is made mandatory before a payroll year end is allowed. If not required leave this check box blank. For paper return users it is always mandatory to print the P35 listing on plain paper prior to running the payroll year end.
P60's printed: This check box is set to a tick by the system after the P14/P60 forms are printed at payroll year end. It is not possible to run a payroll year end whilst this field is shown as a blank.
P35's printed: This check box is set to a tick after the P35 listing report has been printed at payroll year end. It is not possible to run a payroll year end whilst this field is shown as a blank and non internet end of year filing is used or if internet end of year filing is used and the parameter called Mandatory printing of P35's is ticked.
Internet EOY extract: This is a system controlled status of the internet end of year extract status. Choose from one of the following options:-
N: Not extracted. Systems being set up should have the parameter set to this
E: Extracted. The end of year P14 and P35 data has been extracted but not yet submitted by yourself or your agent. The E status itself will not stop you running a payroll year end but it will stop you selecting into either month 3 or week 7 of the following tax year since the end of year P14/P35 data should be submitted by mid May
R: Return created. This means the data has successfully been transmitted and undergoing further validation by HMRC. Selecting a new payroll period whilst at this status will reset the status to N
T: Timed out. This means the submission process is not yet completed. The Year-end report menu, Internet options menu option called Live data request should be used
D: Delete timed out. This means the submission is accepted on transmission but the files have not yet been deleted or necessarily further HMRC validated. The Year-end report menu, Internet options menu option called Live delete request should be used
A: Amended. This means an amendment submission has been created but has not yet been submitted. The Year-end report menu, Internet options menu option called Live amendment submission should be used
Tip : Click on the Drop down
Internet software check number: A system maintained check number used with the Current tax year field and the software revision in order to ensure the correct software revision is in use when using the Year-end report menu, Internet options menu option called Extract data. The separate parameter exists from the normal General - 1 TAB Software check number parameter since it may sometimes be necessary to issue an interim software update during the course of a PAYE year.
Example If the tax year is 2006-2007 and the internet software check number is 1944 then the software release that must be in use must have a suffix of 2006 - 1944 = 62. If the software release is thus 8.300.62 the system is assumed to be operating using the correct software release and will default the Selected column to a tick provided all other factors are also correct.
Warning: If the wrong software revision is detected when attempting to extract data if you are logged on as a non software supplier user id you will not be permitted to extract data and will be warned WARNING Incorrect software release. Contact software support to check your system for an upgrade. Internet extraction is not permitted for the above tax reference. If this message is seen you should contact the software support department to arrange an update.
Warning: If the wrong software revision is detected when attempting to extract data if you are logged on as a software supplier user id you will be warned WARNING Incorrect software release. Press the Continue button to use this option only for training or test purposes only. Do not use the current software for live submissions. If this message is seen you may as advised use the software for testing but it is likely to fail a test if submitted. You should contact the software support department to arrange an update.
Archive at year end: The tax year end archive is an optional set of archive files that allow for payroll, P11 history and sickness records to be created when you run the payroll year end. Tick this check box if the optional tax year end archive is to be used. Ticking this check box is the recommended set up. Once ticked the archive payroll, archive P11 history and archive sickness may be accessed on a new menu on the Miscellaneous options menu called Archive options. The archive payroll record may also be accessed via the main payroll menu option called Display payroll record.
Status to delete leavers: Once the employee record has the leaving date entered the payroll record may be deleted during the payroll year end process when the Left field on the Static 1 TAB of the payroll record is at one of the following states:-
Y: Delete at the first year end after the employee has left. This is the recommended setting
P: Delete at the second year end after the employee has left. That is, at the previous year leaver status. This used to be required for reporting Class 1A National Insurance Contributions on the following Pay As You Earn year end P14/P60 but this is no longer required
Tip : Click on the Drop down
Magnetic media options
Magnetic media EOY returns used: Magnetic media options have not been supported in the software since the Pay As You Earn year 2003-2004 but these parameters have been left in place for users to access their old data only. This parameter should always now be left blank unless the system contains existing old magnetic media submitted data. The parameter is not editable too if the payroll system parameter called Internet EOY returns is ticked or you are not using a software supplier user id.
Permit number: This is a unique 12 character alpha numeric allocated by HMRC after submission of a successful test tape. HMRC will specify what is to be entered in this field for test submissions. The permit numbers may be different per payroll type or allocated for each tax reference or payroll company. Various checks are carried out on the permit number by HMRC. This parameter is automatically set to a blank and not editable if the Magnetic media EOY returns used payroll type parameter is blank.
Default device name: This is a valid tape device name that is the default device for submitting the year end information on. For example, TAPE, DATTAPE. This field may be left blank. This parameter is automatically set to a blank and not editable if the Magnetic media EOY returns used payroll type parameter is blank.
Extracted P14 detail: This check box is automatically set to a tick once the P14 details have been extracted from the various payroll files for use on creating the magnetic media tape. A tax year end is not allowed if magnetic media returns are used and this is still set to a blank. The field is automatically set back to a blank once a new payroll period has been selected. This parameter is automatically set to a blank and not editable if the Magnetic media EOY returns used payroll type parameter is blank.
What do you want to do?
SSP Logging Tab
The SSP Logging form is displayed when you select the SSP Logging Tab from the Payroll type parameters form.
The SSP Logging form should be treated as three separate sections.
Warning: Only the first section titled Show SSP on payslip should be considered when setting up a basic payroll system.
Show SSP on payslip
Show SSP on payslip: If this check box is set to a tick then all SSP details are printed on the payslips. This means that if SSP is replaced by company sick pay that the SSP value generated is first shown as SSP for ### days followed by SSP already incl which is the SSP replaced amount being taken back off.
What do you want to do?
Sickness adjustment and accumulation
Sickness adjustment and accumulation should be treated as an advanced set up.
The parameters are designed to allow the use of the Enter sickness details option or the Input pay details option to automatically updates the rates table.
Additional consultancy is required if this aspect of the system is to be implemented. Implementation includes a discussion and agreement concerning your company rules, until this process is performed it cannot be guaranteed that your company scheme is supported within the system.
The automated update of the rates table having entered sickness records is a very varied process. The parameters allow the process to occur on standard or collated payroll systems but not the R type collated systems requiring individual batch calculations.
A user will select the Enter sickness details option to register Live status sickness records. These records will generate subject to the Statutory Sick Pay (SSP) rules payments to the employee unless overridden by entries logged on the rates table or addition records.
The rates table section of the payroll record will then be updated in a manner controlled by these SSP parameters within the payroll type parameters file or if required by the payroll record file.
Each payroll type will have various parameters to control the types of update carried out, to cater for variable cases the process can be controlled at individual payroll record level.
Absent adjustment: The type of adjustments allowed. Choose from one of the following options:-
Y: Yes both rates and calendars are updated
N: Nothing is updated
I: Individual payroll records control the update
R: Rates entry only via Input Pay Details
S: Sickness entry only
C: Calendars only
Tip : Click on the Drop down
These options allow us to include the following types of updates:-
Entering sickness details will remove hours from a rates line and add payments into other rates line(s). For example, 1 week absence may automatically remove 40 hours out of the basic salary rate line and add 40 hours back into the Company Sick Pay rate line.
Entering sick pay or another absence line will allow for another rates line to be automatically adjusted. For example, enter 8 hours absence will automatically remove 8 hours from the basic salary line.
Entering sickness details can be set up to create a calendar entry within the optional human resources module.
Deduction rate
Adjustment type: Once it has been decided that a particular rate line is to be reduced by a number of hours you need to define what days are to be included in the count. Choose from one of the following options:-
A: All working days counted (includes NONPIW, EXCLUD and TRANSF)
Q: All qualifying days counted (only START and LINKED)
P: All payment days calculated
N: No days counted
Tip : Click on the Drop down
Rate line to adjust: This will either be set to 0 to indicate no removal of hours from the rates table or the rate line for hours to be removed from, typically this will read rate 1 which by convention is the Basic Pay rate line. Alternatively, it may be a rate line described as Absence, the latter is preferred since there is no risk of a negative number of hours.
Tip : Click on the Drop down
Days offset: Typically used with the All working day option, the number of days being removed is first reduced by a pre-defined number of days. This is unlikely to be used ever on the removal calculation.
Addition rate
Addition rate adjustment type: Similar to the Deduction rate Adjustment type, you need to define the SSP addition. This is stored as a separate parameter to allow scenarios such as the total absence of 5 days is removed from the basic pay rate line but only the 2 SSP payment days are added back to the company sick pay rate line, i.e. the employee gets no pay for the first 3 days representing waiting days. Choose from one of the following options:-
A: All working days counted (includes NONPIW, EXCLUD and TRANSF)
Q: All qualifying days counted (only START and LINKED)
P: All payment days calculated
N: No days counted
Tip : Click on the Drop down
Excess rate
Adjustment type: The SSP excess type is used to define what to do in extreme cases where more days have been entered as absent than there are present for average pay purposes, for example, a monthly employee may have 173.33 basic hours but you may be logging 22 days = 176 hours absence, the rates table does not allow a minus number of hours to be logged therefore something needs to be done.
The preferred option will be to have a separate Absence rate line and thus this is not an issue.
Choose from one of the following options:-
A: Use another absence line
N: Not allowed
Z: Zero restricted
Tip : Click on the Drop down
Rate line to adjust: If you plan still to remove hours from a basic pay line we allow a second line which must be an absence line to be used as an overflow, in the above example, the excess hours of 176 - 173.33 = 2.67 hours are added into a defined Absence rate line.
Sickness days accumulation
Count type: Define here what you are counting when restricting the payment of company sick pay. This is likely to be the same as the Addition rate adjustment type but is allowed to be different. Choose from one of the following options:-
A: All working days counted (includes NONPIW, EXCLUD and TRANSF)
Q: All qualifying days counted (only START and LINKED)
P: All payment days calculated
R: Record count (START, NOTPIW, EXCLUD, TRANS but not LINKED)
N: No days counted
Tip : Click on the Drop down
Count range: When counting the amount of sickness days or records to decide which company sick pay rates are to be paid you next need to define the starting date for the count. Choose from one of the following options:-
T: Within current tax year of the record (starts 06/04/yyyy)
P: Within current tax period of the record
C: Within current calendar year of the record (starts 01/01/yyyy)
U: Within current user defined year
S: Within START of current PIW
R: Within a rolling period related to start of sickness record
Tip : Click on the Drop down
Rolling type: The rolling type is used to further define the rolling count range method, in the above example, we are using 6 months, we could however have used the last 100 days or 1 year. Choose from one of the following options:-
D: Days
M: Months
Y: Years
Tip : Click on the Drop down
Rolling count: The SSP rolling count is used with the rolling count range method, for example, you may be checking the amount of days absent within the last 6 months prior to the start of the payroll period.
Exempt service type: This defines an optional period after the employee joins that is exempted from the count. Choose from one of the following options:-
: Nothing exempted
D: Days
M: Months
Y: Years
Tip : Click on the Drop down
Exempt service count: The exempt service count is used with the exempt service type to define the period after an employee joins that is not included in the count.
Limit day: Another SSP count option is to allow the user to define an exact day for the count, this may for example by related to the company financial year.
Limit month: Similar to the limit day, we allow the exact month to be defined.
Warning: As a part of the set up ensure the SSP service length codes are set up within the system maintenance menu option called SSP service length codes.
What do you want to do?
SSP mailing
The SSP mailing parameter allows you to define up to 5 separate criteria for a single mail message to be electronically mailed to a manager of an employee once sickness is logged via the Enter sickness details option. The Direct and Senior managers of the employee are defined on the Static 2 TAB of the payroll record.
This option will only work if the Administrator mailing system is currently working on your system. If this is not the case you should log an Environment type software support call.
Example
EMail the manager a sickness warning for an employee if 1 or more of the following criteria are reached:-
More than 10 days of total absence in the last rolling year
More than 5 days of total absence in the last rolling 6 months
More than 5 separate records of absence in the last rolling year
More than 3 separate records of absence in the last rolling 6 months
Count type: You first define what you are counting for the purpose of generating an EMail to the manager of the employee. Choose from one of the following options:-
A: All working days counted (includes NONPIW, EXCLUD and TRANSF)
Q: All qualifying days counted (only START and LINKED)
P: All payment days calculated
R: Records (count separate START, NOTPIW, EXCLUD, TRANSF but not LINKED)
: Not used
Tip : Click on the Drop down
Mail count range: Define how far back to check for the count. Choose from one of the following options:-
T: Within current tax year of the record (starts 06/04/yyyy)
P: Within current tax period of the record
C: Within current calendar year of the record (starts 01/01/yyyy)
U: Within current user defined year
S: Within START of current PIW
R: Within a rolling period related to start of payroll period
Tip : Click on the Drop down
Rolling type: Define the type of period for the rolling type mail count range. Choose from one of the following options:-
Blank: Not declared
D: Days
M: Months
Y: Years
Tip : Click on the Drop down
Rolling count: Define the number of days, months or years relative to the payroll period may for the rolling mail type count.
Mail day: Define the day that is to be used for the user defined mail type count.
Mail month: Define the month that is to be used for the user defined mail type count.
Mail trigger: A trigger count is defined. Reaching the trigger point will generate a mail message.
Mail manager: Define which manager is to be EMailed. The manager fields are on the Static 2 TAB of the payroll record. Choose from one of the following options:-
D: Direct manager
S: Senior manager
B: Both direct and senior managers
Tip : Click on the Drop down
The Mail Message
To The manager id defined on the payroll record
From Your user id
Subject Absence information
The EMail will first show some header text for the first entry only consisting of the following:-
EMPLOYEE / COMPANY / TYPE - FORENAME SURNAME
Where
EMPLOYEE NUMBER Payroll or employee record
PAYROLL COMPANY NUMBER Payroll or employee record
PAYROLL TYPE Payroll or employee record
FORENAME Employee record
SURNAME Employee record
The header is followed by a blank line and the message This employee has had absence logged in payroll and exceeds one or more pre-defined limits as follows:-
Another blank line is included followed by the mail trigger rule details such as:-
Absence count = xxxx exceeds tttt days/records since dd/mm/yyyy
If the rolling period type is used a second line as follows is added:-
This represents the period in the last xx ppppp prior to the start of the current payroll period
After each mail trigger message has been added a trailer is included as follows:-
Please refer any queries regarding this Email to your payroll department as soon as possible.
What do you want to do?
SMP Logging Tab
The SMP Logging form is displayed when you select the SMP Logging Tab from the Payroll type parameters form.
The SMP Logging form should be treated as three separate sections.
Warning: Only the first section titled Show SMP on payslip should be considered when setting up a basic payroll system.
Show SMP on payslip
Show SMP on payslip: If this check box is set to a tick then all SMP details are printed on the payslips. This means that if SMP is replaced by company maternity pay that the SMP value generated is first shown as SMP this period followed by SMP already incl which is the SMP replaced amount being taken back off.
What do you want to do?
Maternity adjustment
Maternity adjustment and accumulation should be treated as an advanced set up.
The parameters are designed to allow the use of the Enter maternity details option or the Select new period option to automatically updates the rates table.
Additional consultancy is required if this aspect of the system is to be implemented. Implementation includes a discussion and agreement concerning your company rules, until this process is performed it cannot be guaranteed that your company scheme is supported within the system.
The automated update of the rates table having entered maternity details is a very varied process. The parameters allow the process to occur on standard or collated payroll systems but not the R type collated systems requiring individual batch calculations.
A user will use the Enter maternity details option to start the Maternity Period Pay (MPP) and enter a number of weeks of maternity pay to be received within the pay period. The number of weeks will default to the lower of two figures:-
The number of weeks of maternity pay remaining
(4 weeks on a monthly payroll or 1 week on a weekly payroll ) multiplied by the number of tax periods per run
This will generate subject to the Statutory Maternity Pay (SMP) rules payments to the employee unless overridden by entries logged on the rates table or addition records.
The rates table section of the payroll record will then be updated in a manner controlled by these SMP parameters within the payroll type parameters file or if required by the payroll record file.
Each payroll type will have various parameters to control the types of update carried out, to cater for variable cases the process can be controlled at individual payroll record level.
Various adjustments to the basic salary hours can then be automated, the easiest solution is to make use of the average number of hours from the payroll record.
Maternity adjustment: The type of adjustments allowed. Choose from one of the following options:-
Y: Yes both rates and calendars are updated
N: Nothing is updated
R: Rates entry only via Input Pay Details
M: Maternity entry update only
I: Individual payroll records control the update
Tip : Click on the Drop down
These options allow us to include the following types of updates:-
Entering a Maternity Pay Period (MPP) number of weeks will remove hours from a rates line and add payments into another rates line. For example, 1 week absence may automatically remove 40 hours out of the basic salary rate line and add 40 hours back into the Company Maternity Pay rate line.
Entering a MPP on a rates line will allow for another rates line to be automatically adjusted. For example, enter 8 hours company maternity pay will automatically remove 8 hours from the basic salary line.
Entering MPP weeks can be set up to create a calendar entry within the optional human resources module.
Deduction rate
Adjustment type: Once it has been decided that a particular rate line is to be reduced by a number of hours, we are allowing for various definitions of what days are to be included in the count. Choose from one of the following options:-
A: All weeks (high and standard) - this is the most likely setting
H: High weeks
S: Standard weeks
N: No weeks counted
Tip : Click on the Drop down
Rate line to adjust: This will either be set to 0 to indicate no removal of hours from the rates table or the rate line for hours to be removed from, typically this will read rate 1 which by convention is the Basic Pay rate line. Alternatively, it may be a rate line described as Absence, the latter is preferred since there is no risk of a negative number of hours.
Tip : Click on the Drop down
Addition rate
Adjustment type: Similar to the Deduction rate adjustment type, we allow the exact day count to be defined but this time for the SMP addition. This is stored as a separate parameter to allow scenarios such as the total absence is removed from the basic pay rate line but only the higher rate weeks are added back to the company maternity pay rate line. Choose from one of the following options:-
A: All weeks (high and standard) - this is the most likely setting
H: High weeks
S: Standard weeks
N: No weeks counted
Tip : Click on the Drop down
Rate line to adjust: This will either be set to 0 to indicate no addition of hours to the rates table or the rate line for hours to be added to, typically this will be a company maternity pay rate line. Unlike SSP adjustment this does not use a service length table and only one rate line may be adjusted for the addition of hours back onto the payroll record.
Tip : Click on the Drop down
Excess rate
Adjustment type: The adjustment type is used to define what to do in extreme cases where more days have been entered as absent than there are present for average pay purposes, for example, a monthly employee may have 173.33 basic hours but you may be logging 25 days = 200 hours absence, the rates table does not allow a minus number of hours to be logged therefore something needs to be done.
The preferred option will be to have a separate Absence rate line and thus this is not an issue.
Choose from one of the following options:-
A: Use another absence line
N: Not allowed
Z: Zero restricted
Tip : Click on the Drop down
Rate line to adjust: If you plan still to remove hours from a basic pay line we allow a second line which must be an absence line to be used as an overflow, in the above example, the excess hours of 200 - 173.33 = 26.67 hours are added into a defined Absence rate line.
Service Length Checking
Service length type: The service count is now defined by a particular method, for example, your company may have a rule that the employee only receives company maternity pay after 6 months service or 1 year or 500 days. Choose from one of the following options:-
Blank: Not used
D: Days
M: Months
Y: Years
Tip : Click on the Drop down
Length of service: How many of the service length type periods does the employee have to had worked for your company to receive the defined company maternity payments.
Count range: When checking the service length a reference point is defined to decide whether or not company maternity pay is to be paid. Choose from one of the following options:-
Y: At current tax year (starts 06/04/yyyy)
P: At current tax period start date
E: At Expected Week of Childbirth (EWC)
M: At Maternity Pay Period (MPP) starting Sunday
Q: At Qualifying Week (QW)
C: At current calendar year (starts 01/01/yyyy)
U: At user defined year
Tip :Click on the Drop down
Limit day: The day number when the count range is defined as a user defined year. For example this may refer to the company financial year.
Limit month: Similar to the limit day, we allow the exact month to be defined.
SMP hours calculation
Adjustment range: When updating the rates table we allow the type of hours adjustment to be varied. Choose from one of the following options:-
A: Averaged - use number of MPP weeks only - this is the simplest method
T: Average based on the current tax year with a day count
C: Average based on a calendar year with a day count
P: Average based on the current payroll period with a day count
Tip :Click on the Drop down
Adjustment basis date: This parameter is only used with an adjustment range set to C - calendar, it allows for the particular calendar year to be defined further, that is, if we average over a calendar year, how do we determine the calendar year? Choose from one of the following options:-
P: Period end date
E: Expected Week of Childbirth (EWC) date
Q: Qualifying Week (QW) date
M: Maternity Pay period (MPP) date
Tip :Click on the Drop down
Adjustment day count: When the day count calculation is carried out on the adjustment range T, C or P, what days are counted? Choose from one of the following options:-
A: All days
W: Working days
Tip :Click on the Drop down
Working days are derived from the field called Qualifying days as seen on the Static-2 TAB of the payroll record and used as a default when logging absence, if the default qualifying mask is all blank it is assumed that the working days are Monday to Friday inclusive.
Examples
All of these examples are based on a monthly payroll with the employee working a 40 hour week or 8 hours per day, the payroll covers the period 01/04/2003 to 30/04/2003, the EWC date is 13/04/2003, the MPP date is 06/04/2003.
Example 1
Adjustment range is Average type, monthly
With the MPP date being 06/04/2003, the default number of weeks to be paid is 3 since it has been determined the Saturday of the 3rd week (26/04/2003) is within the payroll period but not the 4th Saturday, (03/05/2003)
3 weeks = 120 hours therefore 120 hours are removed from basic salary and optionally paid as a company maternity pay line.
Example 2
Adjustment range is tax period based with working days counted
The employee works Monday to Friday inclusive.
Working days in month of April = 22 - used on averaging
Working days in period = 22
18 days covered by absence
Adjustment hours = standard hours - hours in average range * (days in period - absent days) * days in average range
= 173.33 - 173.33 * (22 - 18) * 22 = 141.82
Therefore pay 173.33 - 141.82 basic hours.
Addition element for company maternity pay
= Hours in average range * Days absent / Days in average range
= 173.33 * 18/22 = 141.82
Example 3
As on example 2 except based on all days instead of working days
There are 25 days from 06/04/2003 and 30/04/2003
The adjustments would be
= 173.33 - 173.33 * (30 - 25) * 30 = 144.44
Therefore pay 173.33 - 144.44 basic hours.
Addition element for company maternity pay
= Hours in average range * Days absent / Days in average range
= 173.33 * 25/3 = 144.44
Example 4
Adjustment range is calendar year based on the payroll period with all days counted.
The employee works Monday to Friday inclusive.
Hours per day = 8
Averaging range start is 01/01/2003
Averaging range end is 31/12/2003
Hours in range = 2088
Days in range = 365
Days in pay period = 30
Days absent in pay period = 06/04/2003 to 30/04/2003 = 25
Adjustment hours = standard hours - hours in average range * (days in period - absent days) * days in average range
= 173.33 - 2088 * (30 - 25) * 365 = 144.73
Therefore pay 173.33 - 144.73 basic hours.
Addition element for company maternity pay
= Hours in average range * Days absent / Days in average range
= 2088 * 25/365 = 143.01
What do you want to do?
Human Resources calendar update
This is only relevant if the optional human resources module is installed.
The human resources module calendar may as an option be updated for absence entered using the Enter maternity details option and subsequently calculated when using the Select new period option.
Calendar code: The calendar code entered will be verified against the calendar codes found within the human resources module to ensure it exists and the units is set to 1 to indicate 1 day. This parameter is not editable and set to blank if the human resources module is not installed or not installed for the human resources company used by the payroll company or as a 00 company.
Warning: If maternity paid periods and leave are entered directly onto the human resources calendar this parameter should be left blank.
What do you want to do?
Divide SMP payments
Divide SMP payments: For Expected Week of Childbirths (EWC) on or after 1st April 2007 it is permitted for an employer to pay SMP in part weeks provided the overall payment continues to be a whole number of weeks, for example to align the payment with the days in the payroll period. Tick this check box if this is required.
What do you want to do?
SPP Logging Tab
The SPP Logging form is displayed when you select the SPP Logging Tab from the Payroll type parameters form.
The SPP Logging form should be treated as three separate sections.
Warning: Completion of the SPP Logging TAB is considered all as advanced set up and not required for basic payroll system operation.
Show SPP on payslip
The showing of SPP detail on payslips is controlled by the Show SMP detail parameter on the SMP Logging TAB of the payroll type parameters. If this check box is set to a tick then all SPP details are printed on the payslips. This means that if SPP is replaced by company paternity pay that the SPP value generated is first shown as SPP this period followed by SPP already incl which is the SPP replaced amount being taken back off.
What do you want to do?
Paternity adjustment
Paternity adjustment and accumulation should be treated as an advanced set up.
The parameters are designed to allow the use of the Enter paternity details option or the Select new period option to automatically updates the rates table.
Additional consultancy is required if this aspect of the system is to be implemented. Implementation includes a discussion and agreement concerning your company rules, until this process is performed it cannot be guaranteed that your company scheme is supported within the system.
The automated update of the rates table having entered paternity details is a very varied process. The parameters allow the process to occur on standard or collated payroll systems but not the R type collated systems requiring individual batch calculations.
A user will use the Enter paternity details option to start the Paternity Period Pay (PPP) and enter a number of weeks of paternity pay to be received within the pay period. The number of weeks will default to the lower of two figures:-
The number of weeks of paternity pay remaining
(4 weeks on a monthly payroll or 1 week on a weekly payroll ) multiplied by the number of tax periods per run
This will generate subject to the Statutory Paternity Pay (SPP) rules payments to the employee unless overridden by entries logged on the rates table or addition records.
The rates table section of the payroll record will then be updated in a manner controlled by these SPP parameters within the payroll type parameters file or if required by the payroll record file.
Each payroll type will have various parameters to control the types of update carried out, to cater for variable cases the process can be controlled at individual payroll record level.
Various adjustments to the basic salary hours can then be automated, the easiest solution is to make use of the average number of hours from the payroll record.
Paternity adjustment: The type of adjustments allowed. Choose from one of the following options:-
Y: Yes both rates and calendars are updated
N: Nothing is updated
R: Rates entry only via Input Pay Details
P: Paternity entry update only
I: Individual payroll records control the update
Tip : Click on the Drop down
These options allow us to include the following types of updates:-
Entering a Paternity Pay Period (PPP) number of weeks will remove hours from a rates line and add payments into another rates line. For example, 1 week absence may automatically remove 40 hours out of the basic salary rate line and add 40 hours back into the Company Paternity Pay rate line.
Entering a PPP on a rates line will allow for another rates line to be automatically adjusted. For example, enter 8 hours company paternity pay will automatically remove 8 hours from the basic salary line.
Entering PPP weeks can be set up to create a calendar entry within the optional human resources module.
Deduction rate
Adjustment type: Once it has been decided that a particular rate line is to be reduced by a number of hours, we are allowing for various definitions of what days are to be included in the count. Choose from one of the following options:-
A: All weeks - this is the most likely setting
N: No weeks counted
Tip : Click on the Drop down
Rate line to adjust: This will either be set to 0 to indicate no removal of hours from the rates table or the rate line for hours to be removed from, typically this will read rate 1 which by convention is the Basic Pay rate line. Alternatively, it may be a rate line described as Absence, the latter is preferred since there is no risk of a negative number of hours.
Tip : Click on the Drop down
Addition rate
Adjustment type: Similar to the Deduction rate adjustment type, we allow the exact day count to be defined but this time for the SPP addition. This is stored as a separate parameter to allow scenarios such as the total absence is removed from the basic pay rate line but no absence weeks are added back to the company paternity pay rate line. Choose from one of the following options:-
A: All weeks - this is the most likely setting
N: No weeks counted
Tip : Click on the Drop down
Rate line to adjust: This will either be set to 0 to indicate no addition of hours to the rates table or the rate line for hours to be added to, typically this will be a company paternity pay rate line. Unlike SSP adjustment this does not use a service length table and only one rate line may be adjusted for the addition of hours back onto the payroll record.
Tip : Click on the Drop down
Excess rate
Adjustment type: The adjustment type is used to define what to do in extreme cases where more days have been entered as absent than there are present for average pay purposes, for example, a monthly employee may have 173.33 basic hours but you may be logging 25 days = 200 hours absence, the rates table does not allow a minus number of hours to be logged therefore something needs to be done. Current paternity payment amounts mean this is unlikely to be required.
The preferred option will be to have a separate Absence rate line and thus this is not an issue.
Choose from one of the following options:-
A: Use another absence line
N: Not allowed
Z: Zero restricted
Tip : Click on the Drop down
Rate line to adjust: If you plan still to remove hours from a basic pay line we allow a second line which must be an absence line to be used as an overflow, in the above example, the excess hours of 200 - 173.33 = 26.67 hours are added into a defined Absence rate line.
Service Length Checking
Service length type: The service count is now defined by a particular method, for example, your company may have a rule that the employee only receives company paternity pay after 6 months service or 1 year or 500 days. Choose from one of the following options:-
Blank: Not used
D: Days
M: Months
Y: Years
Tip : Click on the Drop down
Length of service: How many of the service length type periods does the employee have to had worked for your company to receive the defined company paternity payments.
Count range: When checking the service length a reference point is defined to decide whether or not company paternity pay is to be paid. Choose from one of the following options:-
Y: At current tax year (starts 06/04/yyyy)
P: At current tax period start date
E: At Expected Week of Childbirth (EWC) or Placement week
S: At Paternity Pay Period (PPP) starting Sunday
Q: At Qualifying Week (QW)
C: At current calendar year (starts 01/01/yyyy)
U: At user defined year
Tip :Click on the Drop down
Limit day: The day number when the count range is defined as a user defined year. For example this may refer to the company financial year.
Limit month: Similar to the limit day, we allow the exact month to be defined.
SPP hours calculation
Adjustment range: When updating the rates table we allow the type of hours adjustment to be varied. Choose from one of the following options:-
A: Averaged - use number of PPP weeks only - this is the simplest method
T: Average based on the current tax year with a day count
C: Average based on a calendar year with a day count
P: Average based on the current payroll period with a day count
Tip :Click on the Drop down
Adjustment basis date: This parameter is only used with an adjustment range set to C - calendar, it allows for the particular calendar year to be defined further, that is, if we average over a calendar year, how do we determine the calendar year? Choose from one of the following options:-
P: Period end date
E: Expected Week of Childbirth (EWC) date
Q: Qualifying Week (QW) date
S: Paternity Pay period (PPP) date
Tip :Click on the Drop down
Adjustment day count: When the day count calculation is carried out on the adjustment range T, C or P, what days are counted? Choose from one of the following options:-
A: All days
W: Working days
Tip :Click on the Drop down
Working days are derived from the field called Qualifying days as seen on the Static-2 TAB of the payroll record and used as a default when logging absence, if the default qualifying mask is all blank it is assumed that the working days are Monday to Friday inclusive.
What do you want to do?
Human Resources calendar update
This is only relevant if the optional human resources module is installed.
The human resources module calendar may as an option be updated for absence entered using the Enter paternity details option and subsequently calculated when using the Select new period option.
Calendar code: The calendar code entered will be verified against the calendar codes found within the human resources module to ensure it exists and the units is set to 1 to indicate 1 day. This parameter is not editable and set to blank if the human resources module is not installed or not installed for the human resources company used by the payroll company or as a 00 company.
Warning: If paternity paid periods and leave are entered directly onto the human resources calendar this parameter should be left blank.
What do you want to do?
Divide SPP payments
Divide SPP payments: For Expected Week of Childbirths (EWC) on birth cases or Expected Placement dates on adoption cases that fall on or after 1st April 2007 it is permitted for an employer to pay SPP in part weeks provided the overall payment continues to be a whole number of weeks, for example to align the payment with the days in the payroll period. Tick this check box if this is required.
What do you want to do?
SAP Logging Tab
The SAP Logging form is displayed when you select the SAP Logging Tab from the Payroll type parameters form.
The SAP Logging form should be treated as three separate sections.
Warning: Completion of the SAP Logging TAB is considered all as advanced set up and not required for basic payroll system operation.
Show SAP on payslip
The showing of SAP detail on payslips is controlled by the Show SMP detail parameter on the SMP Logging TAB of the payroll type parameters. If this check box is set to a tick then all SAP details are printed on the payslips. This means that if SAP is replaced by company adoption pay that the SAP value generated is first shown as SAP this period followed by SAP already incl which is the SAP replaced amount being taken back off.
What do you want to do?
Adoption adjustment
Adoption adjustment and accumulation should be treated as an advanced set up.
The parameters are designed to allow the use of the Enter adoption details option or the Select new period option to automatically updates the rates table.
Additional consultancy is required if this aspect of the system is to be implemented. Implementation includes a discussion and agreement concerning your company rules, until this process is performed it cannot be guaranteed that your company scheme is supported within the system.
The automated update of the rates table having entered adoption details is a very varied process. The parameters allow the process to occur on standard or collated payroll systems but not the R type collated systems requiring individual batch calculations.
A user will use the Enter adoption details option to start the Adoption Period Pay (APP) and enter a number of weeks of adoption pay to be received within the pay period. The number of weeks will default to the lower of two figures:-
The number of weeks of adoption pay remaining
(4 weeks on a monthly payroll or 1 week on a weekly payroll ) multiplied by the number of tax periods per run
This will generate subject to the Statutory Adoption Pay (SAP) rules payments to the employee unless overridden by entries logged on the rates table or addition records.
The rates table section of the payroll record will then be updated in a manner controlled by these SAP parameters within the payroll type parameters file or if required by the payroll record file.
Each payroll type will have various parameters to control the types of update carried out, to cater for variable cases the process can be controlled at individual payroll record level.
Various adjustments to the basic salary hours can then be automated, the easiest solution is to make use of the average number of hours from the payroll record.
Adoption adjustment: The type of adjustments allowed. Choose from one of the following options:-
Y: Yes both rates and calendars are updated
N: Nothing is updated
R: Rates entry only via Input Pay Details
A: Adoption entry update only
I: Individual payroll records control the update
Tip : Click on the Drop down
These options allow us to include the following types of updates:-
Entering a Adoption Pay Period (APP) number of weeks will remove hours from a rates line and add payments into another rates line. For example, 1 week absence may automatically remove 40 hours out of the basic salary rate line and add 40 hours back into the Company Adoption Pay rate line.
Entering a APP on a rates line will allow for another rates line to be automatically adjusted. For example, enter 8 hours company adoption pay will automatically remove 8 hours from the basic salary line.
Entering APP weeks can be set up to create a calendar entry within the optional human resources module.
Deduction rate
Adjustment type: Once it has been decided that a particular rate line is to be reduced by a number of hours, we are allowing for various definitions of what days are to be included in the count. Choose from one of the following options:-
A: All weeks - this is the most likely setting
N: No weeks counted
Tip : Click on the Drop down
Rate line to adjust: This will either be set to 0 to indicate no removal of hours from the rates table or the rate line for hours to be removed from, typically this will read rate 1 which by convention is the Basic Pay rate line. Alternatively, it may be a rate line described as Absence, the latter is preferred since there is no risk of a negative number of hours.
Tip : Click on the Drop down
Addition rate
Adjustment type: Similar to the Deduction rate adjustment type, we allow the exact day count to be defined but this time for the SAP addition. This is stored as a separate parameter to allow scenarios such as the total absence is removed from the basic pay rate line but no absence weeks are added back to the company adoption pay rate line. Choose from one of the following options:-
A: All weeks - this is the most likely setting
N: No weeks counted
Tip : Click on the Drop down
Rate line to adjust: This will either be set to 0 to indicate no addition of hours to the rates table or the rate line for hours to be added to, typically this will be a company adoption pay rate line. Unlike SSP adjustment this does not use a service length table and only one rate line may be adjusted for the addition of hours back onto the payroll record.
Tip : Click on the Drop down
Excess rate
Adjustment type: The adjustment type is used to define what to do in extreme cases where more days have been entered as absent than there are present for average pay purposes, for example, a monthly employee may have 173.33 basic hours but you may be logging 25 days = 200 hours absence, the rates table does not allow a minus number of hours to be logged therefore something needs to be done.
The preferred option will be to have a separate Absence rate line and thus this is not an issue.
Choose from one of the following options:-
A: Use another absence line
N: Not allowed
Z: Zero restricted
Tip : Click on the Drop down
Rate line to adjust: If you plan still to remove hours from a basic pay line we allow a second line which must be an absence line to be used as an overflow, in the above example, the excess hours of 200 - 173.33 = 26.67 hours are added into a defined Absence rate line.
Service Length Checking
Service length type: The service count is now defined by a particular method, for example, your company may have a rule that the employee only receives company adoption pay after 6 months service or 1 year or 500 days. Choose from one of the following options:-
Blank: Not used
D: Days
M: Months
Y: Years
Tip : Click on the Drop down
Length of service: How many of the service length type periods does the employee have to had worked for your company to receive the defined company adoption payments.
Count range: When checking the service length a reference point is defined to decide whether or not company adoption pay is to be paid. Choose from one of the following options:-
Y: At current tax year (starts 06/04/yyyy)
P: At current tax period start date
W: At Placement week
S: At Adoption Pay Period (APP) starting Sunday
Q: At Qualifying Week (QW)
C: At current calendar year (starts 01/01/yyyy)
U: At user defined year
Tip :Click on the Drop down
Limit day: The day number when the count range is defined as a user defined year. For example this may refer to the company financial year.
Limit month: Similar to the limit day, we allow the exact month to be defined.
SAP hours calculation
Adjustment range: When updating the rates table we allow the type of hours adjustment to be varied. Choose from one of the following options:-
A: Averaged - use number of APP weeks only - this is the simplest method
T: Average based on the current tax year with a day count
C: Average based on a calendar year with a day count
P: Average based on the current payroll period with a day count
Tip :Click on the Drop down
Adjustment basis date: This parameter is only used with an adjustment range set to C - calendar, it allows for the particular calendar year to be defined further, that is, if we average over a calendar year, how do we determine the calendar year? Choose from one of the following options:-
P: Period end date
W: Placement week date
Q: Qualifying Week (QW) date
S: Adoption Pay period (APP) date
Tip :Click on the Drop down
Adjustment day count: When the day count calculation is carried out on the adjustment range T, C or P, what days are counted? Choose from one of the following options:-
A: All days
W: Working days
Tip :Click on the Drop down
Working days are derived from the field called Qualifying days as seen on the Static-2 TAB of the payroll record and used as a default when logging absence, if the default qualifying mask is all blank it is assumed that the working days are Monday to Friday inclusive.
What do you want to do?
Human Resources calendar update
This is only relevant if the optional human resources module is installed.
The human resources module calendar may as an option be updated for absence entered using the Enter adoption details option and subsequently calculated when using the Select new period option.
Calendar code: The calendar code entered will be verified against the calendar codes found within the human resources module to ensure it exists and the units is set to 1 to indicate 1 day. This parameter is not editable and set to blank if the human resources module is not installed or not installed for the human resources company used by the payroll company or as a 00 company.
Warning: If adoption paid periods and leave are entered directly onto the human resources calendar this parameter should be left blank.
What do you want to do?
Divide SAP payments
Divide SAP payments: For Expected Placement dates on or after 1st April 2007 it is permitted for an employer to pay SAP in part weeks provided the overall payment continues to be a whole number of weeks, for example to align the payment with the days in the payroll period. Tick this check box if this is required.
What do you want to do?
The Input options form is displayed when you select the Input options Tab from the Payroll type parameters form.
Holiday input: This parameter controls the holiday input options on the Holiday TAB within the Input pay details option. Choose from one of the following options:-
P: Periods are editable. This is normally required on a weekly based payroll when advanced holiday pay is paid
D: Days are editable. This is required if recording within payroll holiday balances
B: Both Periods and Day are available
N: None - the Holiday TAB within Input pay details in this case is not shown
Tip :
Click on the Drop down to select.
Employee default: Tick the check box if you want the first available employee to default into the employee number field within the following options otherwise leave blank:-
Input pay details
Enter sickness details
Enter maternity details
Enter paternity details
Enter adoption details
Enter leaving date
Navigation save: The default setting of the Navigation save radio button within the Input pay details option. The navigation save radio button controls what happens when a user clicks the Save button. Choose from one of the following options:-
S: Save
N: Save and Next. This is the recommended setting
Tip :
Click on the Drop down to select.
Navigation row: The default setting of the Navigation row radio button within the Input pay details option. The navigation row radio button controls what happens when a user clicks the Save button. If Current row is chosen and the Additions/deductions or benefit TABs are being used the identical Addition/deduction or benefit code will be accessed on the next employee record if available. Choose from one of the following options:-
T: Top row
C: Current row. This is the recommended setting
Tip :
Click on the Drop down to select.
Input default: The TAB that is accessed once a user TABs off the Employee number field in the Input pay details option. Choose from one of the following options:-
R: Rates. This is the recommended setting
A: Addition/deductions
B: Benefits
T: TAB from selection - the current TAB is used
Tip :
Click on the Drop down to select.
Input sequence: The sequence used when either defaulting in the first employee or selecting the Next or Previous employee in the Input pay details option. Choose from one of the following options:-
E: Employee. This is the recommended setting
S: Surname
C: Cost centre. This is often used instead of the employee sequence
N: NI number
P: Pay sort
T: Trade
Tip :
Click on the Drop down to select.
Rate keep type: This defines if the rates keep status used when selecting a new payroll period is defined either on the central rates table per payroll type or specific to every payroll record. Specific is of more use if you wish to mix salaried and hourly paid employees within the same payroll type. Choose from one of the following options:-
F: Fixed on the rates table.
S: Specifc to each payroll record.
Tip :
Click on the Drop down to select.
If you change the parameter from Fixed to Specific you will be prompted to copy the existing rates table keep status settings to every payroll record within the payroll type.
Each of the following fields within the Rates TAB and for the SSP days field also on the Additions/deductions TAB in the input pay details option are priority controlled. For each field enter the priority of user that may access the field between 1 and 9 or set to N to indicate the field is not editable.
Warning: A priority 1 user may only access the Rates TAB in the Input pay details option.
SSP days: This field is only used when a rate or an addition/deduction is set up to replace generated Statutory Sick Pay with a company sick payment.
Factor: The factor is only used on the Rates TAB when the rates row is set up as type Specific.
Show units: This field is used to print on the payslip the number of hours or units logged for data on the Rates TAB.
YTD accumulator: This field is used only when setting up a payroll system.
Override action maximum: This field is used to set the priority of a user that may override the maximum input value for additions/deductions, benefits and rates. This does not control the entry of an amount that may be entered above the warning limit. Such overridden amounts will be warned about when calculating the period payroll. The priority will default to 8 on conversion but may be varied from 6 to 9 or N for no override. Once the action entry level has been entered only a user with a payroll priority matching this parameter setting may change the action entry limit.
What do you want to do?
PUSH BUTTONS:
Exit: Returns you to the PR SYSTEM MAINTENANCE menu.
Help: Displays help on the current application in your default company browser.
Create: Click the Create button before entering the Payroll type or any other details if creating a new payroll type record.
Amend: Click the Amend button after entering the Payroll type if wanting to amend an existing payroll type record.
Save: Saves any changes that you have made to the Payroll type form and allows you to further maintain payroll types.
Cancel: Cancels any changes that you have made to the payroll type form and returns you to the PR SYSTEM MAINTENANCE menu
Ad-hoc: Allows for reporting on the payroll type records.
