Employee pay code balances can be used to keep track of amounts owed to or owed by an employee, or the amount of hours worked on a specific pay code by an employee.
Common situations where employee pay code balances can be used are where an employee has had an advance on his pay and agrees to pay it back over a period of time. Another example is where the total number of apprentice hours worked needs to be accumulated.
First you'll need a pay code to record the balance for the employee. Either create a new pay code or use an existing pay code.
Employee pay code balances are added to an employee default pay code on the Employee Setup screen. Go to Setup > Employees and click Edit on the employee you want to add a balance too. Then go to the Default Pay tab.
When editing the pay code you are given the option to select an accumulator.
In this example John is being set up to pay back a $500 loan at $30 per pay. After $480 has been repaid the next pay will have the balance of $20 deducted, then the deduction will stop.
You can select either a quantity accumulator or total accumulator. An accumulator will update the balance for this employee each time this default pay code is used in a pay. A quantity accumulator will update the balance using the quantity on a pay line (e.g. the number of hours), or a total accumulator will use the total value for the pay line.
The balance will be increased or decreased depending on the tax type of the pay code.
The following tax types will increase the pay code balance:
- Gross Earnings
- Taxable Allowances
- Non-Taxable Allowances
- Superannuation Contribution
The following tax types will decrease the pay code balance:
- Post-Tax Deductions
- Pre-Tax Deductions
- Payroll Donations
Each time a pay is finalised the outstanding or accumulated balance will be visible on the employee's Payslip and Default Pay tab.
You can stop a default pay code from being included in an employee's pay based on the balance or an expiry date. By checking the option 'Exclude from Pay when Zero' this pay code will not appear in the employee pay when the balance reaches zero.
e.g. To deduct $100 from an employee at $10 each pay you can set the balance to be $100 and the default rate to be $10 on a pay code of tax type Post-Tax Deductions. When the Exclude from Pay when Zero is checked this deduction will stop once the full $100 has been paid.
If the remaining balance is less than the default rate only the remaining balance will be deducted to make the balance zero.
If the tax type has an increasing balance type e.g. Taxable Allowances you can still stop the pay code being included in pays when the balance is zero but you must start the balance at a negative value.
e.g. To pay an employee a $1000 bonus at $100 per week you can set the balance to be -$1000 and the default rate to be $100 on a pay code of tax type Taxable Allowance. When the Exclude from Pay when Zero is checked this allowance will stop once the full $1000 has been paid.
You can also set an expiry date for the pay code. The default pay code will continue to be included in the employee pay until the expiry date has been passed.
In some cases you may want to accumulate the quantity of the pay line as opposed to the total e.g. an apprentice need to work 2000 hours before gaining proficiency in a qualification. In this case you can set the accumulator to be Quantity on the Gross Earnings tax type used to pay the employee and set the initial balance to be zero. The balance will increase at each pay based on the number of hours paid for that gross earnings pay code.