The Enter leaving date option is used to enter the leaving dates for leavers either before the production of their final payslip or after the final payslip has been produced in the next payroll period and also to re-instate the payroll record for a final irregular payment to the employee.
To access Enter leaving date
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Enter leaving date option.
Note: If the payroll has been confirmed for the current period the message Period payroll has been confirmed is displayed at which point you should select the Exit option to return you to the payroll menu since further updating of the payroll is not possible without the payroll being reset.
The Enter leaving date form is displayed.
Enter leaving date Form
The Enter leaving date form is displayed when you select the Enter leaving date option from the PAYROLL menu.
What do you want to do or be advised about?
Employee number: The individual number allocated to each employee consisting of up to six digits. The first available employee number within the employee record sequence will either be shown if the payroll type parameter called Employee default is ticked otherwise will default to number zero. The employee number chosen may however be changed by the user by entering the employee number or by using the search function described in the tip below.
Tip : Click the Ellipsis button
to search for an employee number from the employee records file by either a surname search or a word search. The search will only list those employees that have been created for your current payroll company and payroll type.
If the payroll type parameter called Block edit of own record is ticked it is not possible to select your own record as identified by the Employee record containing your user id in the User ID field. If you enter your own payroll record number the error message You are not permitted to edit your own payroll record is shown.
Leaving date: Enter the date the employee is leaving. Enter the letter T for todays date to be entered. If a leaving date is set in error it can be unset by entering --/--/---- in the date field and clicking the Save button.
Left flag: Enter the one character left status flag as one of the following:-
N: The employee is leaving this payroll period after receiving their final payslip. If the left flag is already set to Y or P and a final irregular payment is being paid to the employee the left flag should be reset back to N.
Y: Yes the employee has left the company this tax year and will not receive a further payslip.
P: The employee left the company the previous tax year and will not receive a further payslip.
If you set the Left flag field to either Y or P and TAB off the field or click Save the following warnings message is shown as a reminder:- WARNING: By setting the left flag to Y/P no payslip will be produced for the current payroll period.
If the left flag is changed back to N for a final irregular payment you will be prompted with a dialog box and asked the question Do you want to update the tax and NI details as shown below?. As a general rule you should click the Yes button in response to this question. This will then set the following fields:-
Tax code: 0
Tax prefix/suffix: BR = Basic Rate
Week/month 1 basis: Ticked
Weekly N.I. basis: Ticked
National Insurance code: A unless the employee is a pensioner already on NI code C.
Employer COMP contribution %: If the employee is currently on a contracted out code using a Contracted Out Money Purchase or Contracted Out Salary Related pension contribution the employer pension contributions field will also be reset to 0% since it is no longer relevant to NI code A.
Employee COMP contribution %: If the employee is currently on a contracted out code using a Contracted Out Money Purchase or Contracted Out Salary Related pension contribution the employee pension contributions field will also be reset to 0% since it is no longer relevant to NI code A.
PUSH BUTTONS:
Exit: Returns you to the PR MAIN MENU.
Save: Saves any changes that you have made to the enter leaving date form and allows you to maintain further leaving details.
>Cancel: Cancels any changes that you have made to the enter leaving date form and returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Next: Selects the next employee in employee number sequence.
Previous: Selects the previous employee in employee number sequence.
Calculate period pay processes and messages
Special calculation checks are performed on the payroll record when an employee has their leaving date entered and left flag set to N indicating the calculation is being performed for the final payslip.
Outstanding court orders - warnings are generated
Outstanding loan balances - the period deduction amount is adjusted to reclaim the loan outstanding balance.
Negative net pay status - a warning is shown if required.
When using the Calculate period pay option various checks are performed which are included on the Calculate period pay exception report with one of the following status codes:-
W: Warning - the message should be read and data checked if necessary. A Warning does not stop the processing of the employee.
A: Action - an action is required as a more serious problem has been detected. An Action message does stop the processing of the employee.
K: Kerridge - contact the software support department. A Kerridge message does stop the processing of the employee and indicates a more serious problem is present on your system needing investigation.
Type Message User Action
A Leaver with negative pay needs adjustment You are required to perform an action to adjust the recovery of a loan within the Input pay details option in order for the net pay for the leaver to be no lower than zero and then to recover the remainder of the loan outside of the payroll module. Re-calculate the employee afterwards.
A LEAVER: balance outstanding on code CCCC (-#,###,###.##) You are required to perform an action to decide how much if any of the outstanding payment to an employee is to be paid, the outstanding balance or specific period value of the addition record should be set within the Input pay details option to ensure the outstanding balance matches the specific period value after the calculate period pay option is used. Re-calculate the employee afterwards.
W LEAVER: loan balance adjusted on code CCCC (-#,###,###.##) This is an advisory warning only that the deduction code CCCC with a balance shown has had the period deduction amount adjusted by the extra amount shown to reclaim the loan.
W NI calculated on a weekly basis This is an advisory warning that should only appear when an employee is being paid an irregular final payment on a non weekly payroll. Check to ensure the employee is leaving, if the employee is not leaving and is not weekly paid the Weekly N.I. basis field on the Static 1 TAB of the payroll record should be unticked.
W LEAVER: Court order (XXXXXXXX) balance outstanding (#######.##) You should advise the issuer of the court order that the employee is leaving your employment. XXXXXXXX is the unique court order number.
W LEAVER: On going court order (XXXXXXXX) operating You should advise the issuer of the court order that the employee is leaving your employment. XXXXXXXX is the unique court order number.
W Employee leaving - check entered data This is an advisory warning that you should carefully check the entered data on the final payslip. The payroll type parameter on the Warnings TAB called Warn leaving employees has been set to A - Always warn you of leaving employees.
W Employee leaving - check rate line 1 and other data This is an advisory warning that you should carefully check the first rate line since the number of hours entered match the standard hours per period field on the Static 1 TAB of the payroll record. The employee is leaving so it is advisory to carefully check entered data on the final payslip. The payroll type parameter on the Warnings TAB called Warn leaving employees has been set to 1 - 1st rate line hours match is reported.
Reporting leavers
The Reports & enquiries menu has a separate menu called Leavers reports menu. This is used to produce a P45 for the employee and a leavers listing.
Current leavers' P45 details: this prints a plain paper P45.
Continuous stationery P45: this prints a dot matrix printer P45.
Laser printed P45 parts 1 & 1A: this prints the first type of P45 for a laser printer known as parts 1 and 1A.
Laser printed P45 parts 2 & 3: this prints the second type of P45 for a laser printer known as parts 2 and 3.
Leavers P45 report: this prints a report of all of the leavers for the current tax year.
Select new period
When the pay period is carried forward, even at year end the leavers are processed as follows:-
If the employee has a leaving date set and their left flag set to N indicating the employee has just received the final payslip the left flag is updated to Y indicating a current tax year leaver.
If a tax year is being run and the left flag matches the status to delete payroll records - this is at Y = current year leaver or P = previous year leaver the payroll record is deleted and the payroll type field on the employee record is updated to a space indicating there is no longer a payroll record. The status to delete payroll records at the payroll year end is controlled by a payroll type parameter called Status to delete leavers
If a tax year is being run and the left flag is already set to Y and the payroll record is being retained for an extra payroll year it is updated to P = left during previous tax year.
What is the next process?
Your next step in the payroll process is to use the Calculate period payroll option to calculate the payroll.
The overall process of running a payroll period may be summarised as follows:-
Make amendments to existing employees and create new employee and payroll records and if used, Human Resource records for joiners using either the main employee records or payroll menu option called Full employee edit or the Employee records main menu option called Add/modify employee details, the main payroll menu option called Add/modify payroll record and the main human resources menu option called Human resource records.
Input pay details option to input the main payroll details.
Enter sickness details option to input the sickness details if this option is to be used on your system.
Enter maternity details option to input the maternity details.
Enter paternity details option to input the paternity details.
Enter adoption details option to input the adoption details.
Enter court orders/CSL option to input the court orders and student loan collections.
Enter leaving dates option to maintain leavers and to re-instate payroll records to perform final irregular payments to left employees.
Calculate period payroll option to calculate the payroll.
Reports & enquiries option may be used at this or at any other entry stage to check the data that has been entered onto the system.
Print payslips option to first preview the payslips on screen or to print them on plain paper for checking and then to print the payslips followed by selecting the Update option.
Print cheques option to first preview and then to print cheques if used as a payment method followed by selecting the Update option.
Print bank giros option to first preview and then to print bank giros if used as a payment method followed by selecting the Update option.
Confirm/reset period payroll option to freeze the input of the payroll and to generate nominal and optional BACS postings held at this stage within the payroll module.
BACS listing option to produce a BACS listing report if BACS is used.
Transfer BACS buffer to BACS option to copy the payment data to the BACS submission module on the main accounting system or the payroll system ready for transmission to BACS if BACS is used.
Confirm/reset period payroll option to possibly reset the payroll and to correct the original generated payroll. This is typically followed by selective use of all the steps prior to the first use of the Confirm/reset period payroll option.
Execute EOP options option to produce the reports set up for mandatory running within the payroll period - this is best left until you are satisfied with the accuracy of the payroll processed.
Reports & enquiries option to produce any other optional reports and at payroll year end mandatory reporting.
Select new period option after a nightly system backup to select into the next payroll period or payroll year including the optional copying of the nominal ledger postings to the main accounting system and any other BACS generated postings to the BACS submission module on either the main accounting system or the payroll system ready for transmission to BACS.
