PR - Load Permanent Pays

Load Permanent Pays Overview

Before loading permanent pays, you should check that all employee record changes have been done that will impact on the pay run about to be processed.

Review Employee Setups

Use program Payroll HRM > Payroll > Employee Information > Employees and action any:
- Changes to tax scales ('Tax & Bank' tab).
- Changes to BSB and bank accounts ('Tax & Bank' tab or 'Permanent Pays' tab for a banking deduction).
- Changes in position ('Payroll Details' tab to change the position on the employee).
- Changes to permanent pay records ('Permanent Pays' tab).
Use program Payroll HRM > Payroll > Setup Information > Payroll Setup on the 'Positions' tab to make any adjustments that are required for a position's rate of pay.
Make any changes for employees moving from casual to permanent (refer to the How-To guide 'Change an Employee From Casual to Full Time').

Terminating Employees

Before loading permanent pays, you will need to enter termination dates, and termination reason, for any employee who is terminating during the upcoming pay run. That means that the termination date is up to or equal to the pay run 'Period End' date.

Termination dates are entered on to the employee record using Payroll HRM > Payroll > Employee Information > Employees on the 'General' tab.

Important!

The terminated employee's permanent pays will not be automatically loaded in the pay period in which the termination date falls. This is done as a safeguard because it is assumed that changes will need to be made to this pay. It is simple to manually load the permanent pays for the terminating employee within program Payroll HRM > Payroll > Pay Run Preparation > Timesheets.

The period reset program Payroll HRM > Payroll > Pay Run Processing > Pay Run Reset will apply the Timesheet Flag 'T' (terminated) (for any employee who has a termination date within the pay run) at the end of the pay run. In subsequent pay runs, adjustments to these terminated employees can only be made through the 'Adjustment' and 'Accrual' envelopes.

Loading Permanent Pays

The 'Load Permanent Pays' screen will display the next pay run for each of your payrolls.

Important!

Any payroll that has not been fully completed will display the following message in the 'Load' column 'This Payroll is at the Processing Stage. Load Permanent Pays is not permitted'. You must complete the processing of this payroll through the 'Pay Run Processing' menu paths before you can load a new pay run for this payroll.

If the message 'This Payroll has no Calendar Dates' is displayed, you will need to use program Payroll HRM > Payroll > Setup Information > Payroll Calendars to set up the payroll calendar for this payroll.

If the pay run period end date displayed is the first pay run in the tax year AND the Year End Reset has not been run, the message 'WARNING: Year End Reset has not been run' will be displayed. You will need to review your payroll end of year processing and determine if the Year End Reset should be run before starting this pay run.

Important!

If Single Touch Payroll is enabled, the following messages may be displayed in the 'Load' column:

Message	Details
'Unable to Load Permanent Pays. This Payroll has incomplete Pay / Update Events.'	The incomplete Pay/Update event for this payroll must be successfully submitted to the ATO in program Payroll HRM > Payroll > Pay Run Processing > Single Touch Payroll Processing.
'Unable to Load Permanent Pays. This pay run is in the YYYY tax year but the Payment Date will be in the YYYY+1 tax year'.	This error will only occur where the current date is in the new tax year (i.e. 1st July or after) and the period end date for this payroll has been flagged in the Payroll Calendar as belonging to the previous tax year. You will not be able to proceed with the pay run in this scenario. Contact the TASS Helpdesk for guidance on the options available to you.
'The Calendar has no future 'Yearly' period end date.'	The Payroll Calendar will need to be reviewed in program Payroll HRM > Payroll > Setup Information > Payroll Calendars to ensure a past and a future Period End Date with a Yearly (Y) Cycle has been entered for this payroll.
'WARNING: You must update this payrun on or before 30 June YYYY to be included in the YYYY tax year'.	This message is a CRITICAL WARNING!! You must update this pay run on or before 30 June YYYY! Failing to comply with this warning will mean that the pay run cannot be included in the tax year indicated by the Payroll Calendar.

Check the boxes in the 'Load' column for the payroll(s) that you want to process and click the 'GO' button. Make sure that the 'Period End Date' displayed, is correct for the payroll(s) that you intend to process.

The program will then load the permanent pay records for all employees who have:

The 'Automatic Pay' box checked on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees.
A permanent pay record (setup using program Payroll HRM > Payroll > Employee Information > Employees on the 'Permanent Pays' tab.

It will not load permanent pays again for any employee who already has a permanent pay loaded for this pay run. An example of this may be in the situation where you have used program Payroll HRM > Payroll > Pay Run Preparation > Timesheets (before running Payroll HRM > Payroll > Pay Run Preparation > Load Permanent Pays) to record a change in the next pay run for an individual employee. The load program will not overwrite any changes that you have made for this employee's timesheets.

As the payroll loads the employees' permanent pay records, it uses the setups in your payroll to determine GL Account codes, Positions and Rates.

The table below shows the possibilities that can be used to derive these elements. The program works downwards until it can determine the correct element to use. Employee Permanent Pay Setup then Paycode Setup then the Employee Record.


	General Ledger Account to use	Position to use	Rate
Employee Permanent Pay Setup. Program Payroll HRM > Payroll > Employee Information > Employees on the 'Permanent Pays' tab.	A valid GL account code has been entered (go no further), or This field is blank (go to Paycode Setup).	A nominated position has been entered (go no further), or 'Default Used' (go to Employee Record).	If 'Rate Code' = 'Rate Amount is Manually Entered (0)' (go no further), or If 'Rate Code' = '1 - 4' (go no further), or If 'Rate Code' ='Rate Code is from Employee or Pay Code (Null)' (go to Paycode Setup).

Paycode Setup. Program Payroll HRM > Payroll > Setup Information > Payroll Setup on the 'Paycodes' tab.	A valid GL account code (go no further), or A full or partial or full account mask. Refer to Payroll HRM > Payroll > Setup Information > Payroll Setup on the 'Paycodes' tab for information regarding account masks. If there is only '??' (go to the Employee Record).	Not applicable	If 'Rate Code' = 'Rate Amount is Manually Entered (0)' (go no further), or If 'Rate Code' = '1 - 4' (go no further), or If 'Rate Code' ='Rate Code is from Employee or Pay Code (Null)' (go to Employee Record).

Employee Record. Program Payroll HRM > Payroll > Employee Information > Employees on the 'Payroll Details' tab.	'GL Account' code on the employee 'Payroll Details' tab.	'Position Code' on the employee 'Payroll Details' tab.	'Rate Code' on the employee 'Payroll Details' tab.

The cells in red indicate that this is a mandatory entry.