A rates table exists for each payroll type and consists of up to twenty payment lines. The rates table once set up is shown on each payroll record and is the main method of entering payment data using the Input pay details option on the main payroll menu. All values generated from the rates table are included in the Totals TAB payroll field called Gross Pay. It may be used to record hours of work, values or other percentage type calculations for generating payments. Only a priority 6 user may amend the rates table.
To access the Rates table
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Miscellaneous options option.
The PR MISCELLANEOUS MENU is displayed.
Select the Rates table option.
The Rates table form is displayed.
Rates table Form
The Rates table form is displayed when you select the Rates table option from the PR MISCELLANEOUS MENU.
What do you want to do or be advised about?
Maintenance of the rates table
The rates table record consists of two TABs called Rates table and Audit but it is only the Rates table TAB that is used to set up the payment table. To amend the rates table click the Amend button, make the amendments and click the Save button to save the changes.
Rates table Tab
The order of the payments on the rates table controls the order the payments are shown on a payslip. The payslip will only however show the rate line if there are units entered or a non zero value generated.
Description: The sixteen character description of the payment or deduction that is shown on the payslip.
Method: The calculation method. The following options are allowed:-
S: Salaried. The employee will be paid his or her basic period pay irrespective of the number of hours worked. The period value is set to the Static 2 field called Basic period pay for this employee, and the Hours set to the Static 2 field called Standard hours per period. The Factor is not used.
B: Basic %. This is the most common method for payments. Rate = Factor * Basic rate / 100. Value=Rate * Hours
C: Cost rate %. Rate = Factor * Costing rate/hour / 100. Value=Rate * Hours
G: Gross %. Salaried. Value = Gross pay for period calculated so far from earlier rates table lines * Factor/100
A: Absolute rate. The Factor here represents an hourly rate to be used. Value=Factor * Hours
V: Average rate. Used generally for holiday pay. The average rate is derived from the Earnings history TAB Holiday gross pay. The payroll record Static 2 TAB field called Periods to average is used to determine the number of periods history to use when calculating the average period pay. If a factor other than 0 is found in the rates table then the rate to be used is the biggest of: Average rate = average period pay / basic hours per period. Adjusted basic rate = basic rate * factor / 100. Value = Hours * (Average rate or Adjusted basic rate)
P: Period pay. Any figure entered in the Factor column will be divided by the employees standard hours per period to arrive at an hourly rate for this payment. Rate=(Factor) / (Std hours per period). Value=Rate * Hours
T: Time sheets. Job costing systems should supply both hours and value, so there is no calculation, the value is accepted as it is and processed normally.
Clear: The clear column determines when the brought forward total on the payroll record for the rate is cleared down. The 3 settings are:-
N: Never. The brought forward total is never reset to 0.
P: Payroll year end. The default and most common option is to reset to 0 the accumulator as a part of the payroll year end.
C: Customised year end. The brought forward total is reset to 0 when closing the payroll period number defined by the General 1 TAB payroll type parameter called Last period in customised year. Typical examples are to set this to a calendar year such as month 9 or week 39 or to the company financial year.
Analysis: This determines how the hours for this rate are to be analysed on reports, and looks up the Grade table for Nominal Ledger analysis of values if the next parameter called NL is set to >G. There are eight options as follows:-
B: Basic. Hours analysed as basic are accumulated into the Totals TAB payroll record field called Basic hours and are used to determine using the Applicable if absent field if addition/deductions, benefits and pensions are also processed. The employee is treated as absent if there are no basic analysed hours.
O: Overtime
X: Extras - this is typically used for sick pay.
H: Holiday - any advanced holiday pay must be analysed as H in order for the split period calculations for PAYE, NIC and some court orders to properly function. The value from all H analysed hours is also accumulated into a Totals TAB payroll record field called Holiday Pay.
1: Further analysis category number 1 - the title may be defined for this and the following 3 categories by a priority 8 payroll user within the General TAB payroll system parameters called Further analysis category descriptions.
2: Further analysis category 2
3: Further analysis category 3
4: Further analysis category 4
b: Basic - previous period. Hours analysed as basic are accumulated into the Totals TAB payroll record field called Basic hours and are used to determine using the Applicable if absent field if addition/deductions, benefits and pensions are also processed. The employee is treated as absent if there are no basic analysed hours.
o: Overtime - previous period
x: Extras - previous period - this is typically used for sick pay.
h: Holiday - previous period
5: Further analysis category number 5 - previous period - the title may be defined for this and the following 3 categories by a priority 8 payroll user within the General TAB payroll system parameters called Further analysis category descriptions.
6: Further analysis category 6 - previous period
7: Further analysis category 7 - previous period
8: Further analysis category 8 - previous period
Note: Analysis categories b,o,x,h,5,6,7 and 8 are used to represent mistimed payments and are posted to the nominal ledger using the analysis categories B,O,X,H,1,2,3 and 4 respectively whenever the NL column on the rates table is set to G to use the nominal grade posting table. A mistimed payment is designed for example in the case of a joiner who starts too late in a payroll period to be included and is paid the missed payment in the following payroll period. This mistimed payment is treated separately for NI calculation purposes.This should not be ticked for normal payments in arrears such as bonuses, overtime and commissions.
NL: If the payroll system is set up to transfer the payroll postings into the nominal ledger as defined by the General TAB payroll system parameter called Integrated accounts the expense code used on the payroll posting may be defined by one of the following options:-
G: Use the NL Grade table as defined on the Static 1 TAB of the payroll record.
S: Use the Specific expense code defined in the Expense column to the right on the rates table.
Expense: NL Expense code used if the NL field before is set to S.
Pen: This check box if set to a tick indicates to include the gross pay for this rate in the Gross pay for pension value which in turn may be used in percentage type pension calculations.
Tax: This check box if set to a tick indicates to include the gross pay for this rate in the Gross pay for tax value which in turn is used to calculate Pay As You Earn (PAYE) tax.
NIC: This check box if set to a tick indicates to include the gross pay for this rate in the Gross pay for National Insurance value which in turn is used to calculate National Insurance.
Hol: This check box if set to a tick indicates to include the gross pay for this rate in the holiday earnings history provided the total number of hours worked is greater than or equal to the value within the General 1 TAB payroll type parameter called Minimum hours/periods to average.
Inc: The optional incentive system status used on productive technicians incentive calculations, the following options are available:-
P: Productive
N: Non-Productive, for example, not selling time
B: Bonus hours - this represents sold hours for productive labour
O: Overtime
Blank: Not used on the optional incentive system calculations
SSP: This check box if set to a tick indicates to allow the gross value for this rate to replace any generated SSP as a result of using the Enter sickness details option.
SMP: This check box if set to a tick indicates to allow the gross value for this rate to replace any generated SMP, SPP or SAP as a result of using the Enter maternity details, Enter paternity details or Enter adoption details options.
Type: The type of payment rate, the options are:-
F: Fixed - the factor is derived from the rates table.
S: Specific - the factor is derived from the payroll record and therefore optionally variable between employees.
Keep: This determines whether the system retains the hours in the rates field at the start of a new period. Access to the Keep field is denied if the payroll type has been set up to use payroll record specific Keep status, this is defined within the payroll type parameter called Rate keep type, in this case the Keep field is set using the Add/modify payroll record option. The options are:-
Y: Yes - Keep hours at start of the new payroll period.
N: No - Set the hours to zero at the start of the new payroll period.
D: Default - The hours on this rate are defaulted to the employees Standard hours per period. This is normally the case on the first rate line that is normally the basic salary or basic pay.
Factor: The factor - the meaning of this field depends on what has been entered in the Method field and can be a negative value.
Update: The rate line number that is updated by taking away the number of hours entered in this rate line. This may be used for example to record absence or holiday in this rate line and for the system to automatically take the number of hours off the employee for their basic salary.
Warn max: This is the maximum value that may be entered before a warning is shown to the user during the input process and also when calculating the period payroll. The limits are applicable per pay period and therefore advanced holiday on a weekly payroll will be used to increase the limit.
Action max: This is the maximum value that may be entered before an action to override is shown to a user whose priority matches or exceeds a priority defined by the payroll type parameter called Override action maximum. A user with a lower priority may not enter a value above this limit or adjust the limit once a limit has been entered. The calculate period payroll option will advise of values aboves this limit with a warning. The limits are applicable per pay period and therefore advanced holiday on a weekly payroll will be used to increase the limit.
What do you want to do?
Audit Tab
The Audit form is displayed when you select the Audit Tab from the rates table form.
The audit data TAB is system maintained and may be used to check when and by who the rates table has been amended.
The following fields are displayed on the Audit Tab. All of these fields are self-explanatory and thus no explanation is supplied.
Date last edit
Time last edit
Last edit by
Terminal last edit
What do you want to do?
PUSH BUTTONS:
Exit: Returns you to the PR MISCELLANEOUS MENU.
Help: Displays help on the current application in your default company browser.
Amend: Click the Amend button if wanting to amend the rates table for the current payroll type.
Save: Saves any changes that you have made to the rates table form.
Cancel: Cancels any changes that you have made to the rates table form and returns you to the PR MISCELLANEOUS MENU.
Insert row: Click the insert row button after clicking a rate line allows for a row to be inserted. All rates table data on the payroll records and optional collation, detailed history and archive records is shuffled down too.
Delete row: Click the delete row button after clicking a rate line allows for a row to be deleted. All rates table data on the payroll records and optional collation, detailed history and archive records is shuffled up too.
Move row up: Click the move row up button after clicking a rate line allows for a row to be moved up and swopped with the row above. All rates table data on the payroll records and optional collation, detailed history and archive records is swopped too.
Move row down: Click the move row down button after clicking a rate line allows for a row to be moved down and swopped with the row below. All rates table data on the payroll records and optional collation, detailed history and archive records is swopped too.
