You can make adjustments to pay data in the expanded view of an employee's pay. Items can be added to or removed from a pay, with tax amounts recalculating automatically if items are removed, or changes to units and rates made.
Items which are added manually to an employee's pay in the Process Payroll report won’t be reflected on the associated invoice or in the employee profile.
You can identify a pay that has been manually edited in Payroll > Process Payroll > Process Payroll by the green ‘e’ icon that will appear next to an employee’s name.
Add Items in Process Payroll
To add an item to an employee pay:
Go to Payroll > Process Payroll > Process Payroll > enter the filter criteria or select the pay cycle.
Expand the employee pay and click ‘+ Add Item…’.
Select the Item Type from the drop-down list.
Enter the details for the item that you are adding. The details that are required will vary, depending on the Item Type that you have selected. See the below sections for more details.
- Click Add Item…
You’ll need to enter the following information if the item you are adding to an employee pay is a Pay Item, Expense Reimbursement or Leave item.
|Jobs||Select the job that the Pay Item and amount relate to. If no job should be applied, select ‘-None-’|
|Pay Items||Select the pay, or expense item being used to record the amount. The drop-down list will prefill with any items that have been configured for your portal and are available to the selected employee. For leave, you’ll need to select both a pay item and a leave item.|
|Rates||Select the rate to apply to the pay item. You can choose a preconfigured rate from the drop-down list or ‘-Enter Custom Rate-’ to enter a rate directly into the field|
|Units||Set the number of units that should be added to the employee pay.|
|Period||Single Day will record all units on the Start Date you choose. Multiple Days will split the units across the number of days between the Start and End Dates you set. You can spread the units across the ‘Days worked in period’ or ‘Spread across work week (Mon-Fri)’.|
|Start and End Date||The dates for the item being added to the pay. The dates will be limited to within the pay period. If you have selected Single Day as the period, you will only need to enter the Start Date.|
Add a Deduction or Contribution
You will need to select the Deduction or Contribution item, then enter the Amount as a dollar value and nominate the Start and End dates.
The Deduction and Contribution types that you can add in Process Payroll will depend on which items have been assigned to the employee in their user profile.
NOTE: To be able to add Deductions or Contributions to an employee's pay, they first need to be set up in config, then added to the employee's profile. They will not appear in the list to be added if this is not set up first.
You are not able to add inactive deductions to an employee pay.
Add Withheld Tax or Sales Tax
To add a Withheld Tax amount to an employee pay, you will need to select Withheld Tax as the Item Type and nominate the Withheld Taxes type in the next drop-down list.
You can only select Withheld Taxes that match the region associated with your entity. In Australian entities, this will include PAYG. In New Zealand entities, this will include PAYE (ESCT), PAYE, and PAYE (SL).
The Withheld Tax will also require you to enter the amount as a dollar value before you add the item to the pay.
If you are adding Sales Tax as the Item Type, you will need to select a tax from the Sales Taxes drop-down and enter an Amount before you add the item.
Add a Superannuation Item
To add a Superannuation item to a pay, you will need to set Superannuation as the Item Type, then select the item from the drop-down list, enter an Amount and click 'Add Item…'.
The superannuation items that you have created in Config > Payroll > Superannuation will appear in the Superannuation item drop-down list.