Expected Pay Date

Written by Caitlin Williams

9.21 Release Notification – 21 Sep 2016

NEW FEATURE

Expected Pay Date (Action Required)
Determine when you expect to pay your employees

Security Update 
Following client feedback, we will only enable password-protection to payslip and payment summary emails on request.  To ensure all your employee payslips and payment summary PDFs are encrypted, please contact Client Services.  We strongly recommend you enable this security option.

 

There have also been regular bug fixes and performance improvements. If you have reported any bugs that have been resolved in this release you will be notified by the Client Services team directly.

Improvements

Expected Pay Date (Action Required)

Config > Payroll > Pay Cycles

Important Note: This feature is being released in preparation for the upcoming release of newpayroll functionality. It will not change anything in your current payroll.

The Expected Pay Date field will allow you to set the date that the payroll system will use to calculate payroll for a Pay Cycle.

It needs to be set as a [Number] of days [Before / After] the [Start / End] of the Pay Cycle.

For example:

  1. If you have a weekly Pay Cycle that you pay on the Tuesday after the Pay Cycle is completed – you would set your Expected Pay Date to [2] days [After] the [End] of the Pay Cycle
  2. If you have a monthly Pay Cycle that you pay half on the 15th of each month – you would set your Expected Pay Date to [15] days [After] the [Start] of the Pay Cycle

Why do we need an Expected Pay Date?

At the moment, the system “calculates” payroll (for all pay cycles ready to be paid) when you land on the process payroll page. The “expected pay date” is the day that you do this.
This has two limitations:

  1. For large portals with complex payrolls this can be slow
  2. The process date is not controlled – it depends on when you land on the page

The Expected Pay Date allows us to shift the processing to when you “finalise” the timesheet – thereby removing the load from the payroll page. It also allows us to more accurately define the date that we should use to calculate payroll. This will reduce the times that you need to “recalculate” pays due to superannuation being calculated in a different month to the pay date.
The system will retain all of the benefits of the payroll function – allowing you to make changes, leave, and come back to continuing processing.
Please note: the Expected Pay Date does not change when you can see things in payroll.

Expected Pay Date for Future Pay Cycles

The Expected Pay Date is reference to the Pay Cycle period – so if you have a future Pay Cycle the date will be relative to the Start / End of that Pay Cycle.

Expected Pay Date for Past Pay Cycles

You shouldn’t have a pay date in the past, so we will automatically work out the Expected Pay Date based on the next “scheduled” pay for the Pay Cycle. For the first example above, the date would be “next Tuesday”.

What happens if the Expected Pay Date is wrong?

When you add the pay to a Pay Run we over-ride the Expected Pay Date with an “Actual Pay Date”.

The only time that you would have a “wrong” Expected Pay Date, and need to recalculate, is if the Actual Pay Date is in a different month to the Expected Pay Date – and therefore the superannuation calculation would be incorrect.

Action Required Deadline

This field MUST be populated before we release the new payroll functions.  We intend to commence this in the coming month – and will be in contact again before we begin.

If you have not populated this date in ALL of your Pay Cycles prior to the upgrade, then we will auto-populate ALL pay cycles on the basis of “[2] days [After] the [End] of the Pay Cycle”.