The Reports > Payroll > Impact Report - Rate Change report identifies any rate changes that have been applied to an employee’s Job from a particular date.
The system calculates the difference in the pay or charge rate in any pay runs or invoices processed during that time. It will pick up changes made to the employee’s base pay or charge rate on the Job as well as any changes made to Rate Cards
The report can be used to generate back pays for employees and adjustment charges on invoices. If you don't need to action or apply a rate change, you can choose to ignore it without processing.
Each job impacted by a rate change will appear on a separate report line. The rate card that has been assigned to the job will also be shown if that's where the rate change has been made. If the change has been made directly on the Job, the Rate Card name won't show on the screen.
The on-screen view of the Impact Report includes the following data:
- ID of the rate change
- Name (with workplace listed underneath)
- Rate Card
- Rate Name
- Impact Date
- Created On
Apply a Payroll Rate Change
When you click on the + icon on the left-hand side you'll see an expanded view of the details of the rate change, broken down by date.
The Source indicates where the rate change impact is coming from. In the example above, it is a timesheet.
To apply the impact, tick the checkbox on the left > With selected... > Apply Impact > Go.
The system will then batch the rate changes and put them into a back pay, which you can process in Payroll > Process Payroll > Process Payroll.
The back pay will be indicated by a brown 'b' icon to the left of the employee's name. Please check the tax and super calculations before processing the pay.
Pay Items in a Backpay
Each pay item that is configured in your system can be set up with a Backpay Pay Item, which will be used when a backpay is created for a pay impact. This is a pay item that you can configured specifically for processing the backpay, allowing you to determine how it is reported for STP, leave accruals, or any other considerations you may need to make.
The Backpay Pay Item field is set on each individual pay item, with a default value of '--This Pay Item--', meaning that the original pay item is used in the backpay. If a specific pay item is selected in this field, it will automatically be used when the backpay is created in Process Payroll from the Impact Report.
Review Processed Rate Changes
In the Report Settings menu, change the Status to 'Processed' to view any changes that have already been applied.
Apply a Charge Rate Change
By default, the report will show changes against Pay rates that require action. If you need to apply a change where the Charge rate has been updated, first you need to go to Report Settings and change the Impact Type to 'Charge'.
You'll see the same information and breakdown as you would for an update to Pay data.
To apply the change, tick the checkbox and click 'With selected...' > Apply Impact > Go.
The adjustment will then be available in Invoicing > Invoiceable Items for you to create an invoice.
Ignore a Rate Change
If you don't need to process a back pay or adjusted invoice for a rate change, you can ignore it. To do this, tick the checkbox, then > 'With selected...' > Ignore Impact > Go.
You can view ignored rate changes by changing the Status in the Report Settings menu to 'Ignored'.
If a rate change shows a status of 'Blocked', this means that there is another impact that needs to be actioned before this one can be.
If the first impact doesn't need to be paid or charged, you can choose to Ignore it. Otherwise, it needs to be processed. Then, the second impact will be updated to show the status of 'Requires Action'.
You can export the current view to PDF.