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Latest "Pay" is double counting Annual Leave, and results in employee pay being too high

Timesheets were created as per normal. New Pay was generated as per normal - but the Pay is showing

14 hours Public Holiday - correct

56 hours Annual Leave - correct

56 hours Ordinary Work - not correct, there was no 'ordinary work' in the fortnight in question on the Timesheets.

The TimeSheet summary shows the correct hours ie 35 each week - how come I am ending up with more than 70 for the fortnight? Not seeing what I have messed up. Thanks

Peter Davis Answered

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Hi Peter,

If you look at the default pay lines for the employee I suspect you will have 56 hours of ordinary time. If you're using timesheets you should set the default hours to 0. If there is no ordinary time in the timesheets then the default  pay line will be inserted into the pay itself. This is so that companies can use timesheets for leave recording only and have the hours automatically inserted into the pay. So set the hours to zero in the default pay and you'll be right.

Robert Owen 0 votes
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Ah - so this has only hit me know as this is the first such period with no Ordinary Hours - thanks that explains that. Really appreciate the promptness of your response.

I also sense you are suggesting that for an employee who works a default 7 hours 5 days a week, I could be taking a different approach to loading the Timesheet template, and instead just use the Timesheet to record their Sick/Leave hours.

If I were to try that, wouldn't I hit the same problem? Ie if I set the default back to being 35 (or should that be 70) - then had a fortnight with no ordinary work, it would throw me this curve ball again? And if so, is the solution to then just delete/edit the Ordinary Hours line in the Pay?

Peter Davis 0 votes
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There are probably 3 approaches to choose from.

If the employee is always paid the same amount then they should have the Salary pay code. Hours for any leave entered in timesheets will automatically be deducted from the Salary line on their pay to ensure they are always paid the same amount.

Secondly you can enter the ordinary time straight into the pay, and if their hours are fairly consistent, set a default quantity on their default pay. It is still good to use the timesheets to record leave, however the ordinary time will not adjust automatically as for a salaried employee. So as you say, if there are no ordinary hours you can delete the ordinary time line from the pay, or set the quantity to zero.

Thirdly, use timesheets for recording all time and leave. In this case the ordinary hours on the default pay should have the default quantity set to zero, and whatever is in the timesheet will be brought through to the pay.

Robert Owen 0 votes
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