The Change employee company utility allows you to move a range of employees from one payroll company to another provided the employees do not have payroll records. This utility is typically therefore used when the payroll module is not present. If payroll records are present the equivalent utility should be used instead via the PAYROLL UTILITIES menu.
To access the Change employee company option:-
The Employee records Password form is displayed.
Enter your employee records password.
The EMPLOYEE RECORDS menu is displayed.
Select the Miscellaneous options option.
The PE MISCELLANEOUS OPTIONS menu is displayed.
Select the Change employee company option.
The Change employee company form is displayed.
The Change employee company form is displayed when the Change employee company option is selected from the PE MISCELLANEOUS OPTIONS menu.
What do you want to do or be advised about?
What processes should have been performed prior to using the Change employee company utility?
The following processes should have been considered and successfully completed before using the Change employee company option:
Confirm that the employees are to be transferred by checking with your Human Resources department or the relevant manager(s) of the business.
Check the Pay As You Earn (PAYE) tax office and employer references.
If an employee is being transferred between two companies with different PAYE references check that the leaving date has been entered on the employee record.
Make sure you have run an overnight data backup of your employee records and if used, human resources and document archive data.
Ensure you have selected a correct printer in condensed mode since the Change employee company option will print an audit report.
Now proceed to complete the Change employee company form.
Use of the Change employee company form
Complete each of the fields, the Automatically adjust check boxes if relevant, the Start date setting if relevant and click OK.
Source company: The payroll company that the range of employees selected are to be transferred from.
Tip: Click the Ellipsis button
to select a payroll company from the employer records database.
First employee number: The first employee number to be transferred. For security reasons this field may not be left as 0..
Tip: Click the Ellipsis button
Last employee number: The last employee number to be transferred. For security reasons this field may not be left as 0. The last employee number must also be greater than the first employee number.
Tip: Click the Ellipsis button
Destination company: The payroll company that the range of employees selected are to be transferred to.
Tip: Click the Ellipsis button
Start date setting
If an employee is being transferred between payroll companies choose from one of the three options for setting the start date in the destination payroll company. The Continuous service date is the default setting as this is felt to be the most common setting. That is, the date the employee started at the source payroll company. The start date options are as follows:
Continuous service date.
Source company leaving date.
Today's date.
PUSH BUTTONS:
OK: Proceeds to perform the transfer of the range of employees and prints an audit report to the current selected printer. The OK button will not be enabled to click until you have entered the fields on the change employee company form correctly.
Exit: Returns you to the PE MISCELLANEOUS OPTIONS menu with no transfer being performed.
Help: Displays help on the current application in your default company browser.
The change employee company process and audit report
The employee record and optional human resource files will be updated. The nature of the update depends on the transfer:- data records will be created for the new payroll company and deleted for the source payroll company when the following condition apply:-
If the employee is transferred between payroll companies with the same PAYE reference.
On the other hand, if the employee is being transferred between payroll companies with different PAYE references a new employee and payroll record will be created and the source records left in place. The Human resources module if installed is also updated to reflect any new company number too.
When an employee is transferred between payroll companies it is also possible that a new employee number needs to be allocated if the employee number previously used is found to already exist in the destination company. The next free employee number is shown to you with options to either automatically allocate the next free employee number or to manually allocate your own employee number. Once the new employee number is allocated in such circumstances all occurrences of the employee number within the employee records and if installed, human resource modules are updated.
If you have selected a range of employees you will be advised on how many employees are about to be transferred and you should either select OK if you agree with the continuation of the transfer or select Exit if you do not agree with the transfer.
The employee records change control log may be written to with the payroll company identifier and employee number changes if the Employee records system parameter called Use change control log is ticked and if the COMPANY, PAYTYPE and EMPLOYEE fields have been set up for audit within the Change log setup option.
The human resources change control log may be written to with the payroll company identifier and employee number changes if the Human resources system parameter called Change control log used is ticked and if the COMPANY and EMPLOYEE field have been set up for audit within the Change log setup option.
An audit report is printed on the current selected printer detailing which employee numbers have been transferred from which source payroll company to which destination payroll company. The setting of the destination payroll type start date together with your user id, time and date are printed on the audit report.
