Task 3: Select and edit employee pay

The Select & Edit Employee’s Pay window displays the recurring pay details and the timesheet amounts (if applicable) for employees who are paid according to the selected pay frequency.

To select and edit an employee’s pay

1	If you want to exclude an employee from the pay run, clear the select column () next to the employee’s name.

2	If you want to change the pay details for an employee, click the zoom arrow () next to the employee’s name. In the Pay Employee window that appears, you can:

n	change the hours worked of an hourly employee

n	distribute holiday and sick pay

n	distribute any other types of wages

n	assign job numbers to payroll category amounts

n	change the employee’s bank account .

3	If you want to view the pay details for all employees before you record their paycheques, click Preview Pay Details. The Payroll Verification report appears. For more information on report options, see ‘Producing reports’ on page 229.

To change hours worked for an hourly employee

You may need to change the standard hours worked by an employee if they are not being paid for a full pay period, for instance, if their employment has terminated are they have only worked a portion of their usual hours.

note : Editing hours recorded on a timesheet

You can edit an employee’s timesheet hours in the Pay Employee window. However, any adjustments you make here will not update hours entered on timesheets, timesheet reports or activity slips.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Change the hours worked for the applicable wage categories and press Tab.

3	The payroll category amounts are calculated automatically and are displayed in the Amount column.

4	Click OK. The Select & Edit Employee’s Pay window reappears.

To record holiday and sick pay

note : Holiday and sick pay hours recorded on a timesheet

If you’ve entered holiday and sick hours on a timesheet, you don’t need to use this procedure.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Enter the number of sick or holiday hours in the Hours column of the appropriate wage category and press Tab.

The amount for this wage category is calculated and the Base Hourly (or Base Salary) wage category details are adjusted.

note : Automatically adjusting Base Hourly or Base Salary details

Before base pay details can be automatically adjusted, you need to select the Automatically Adjust Base Hourly or Base Salary Details option in the Wages Information window for the wage category. For more information see ‘Wages Information window’ on page 118.

For example, if you are recording eight hours of holiday leave for an hourly employee, type 8 in the Hours column next to the Holiday Pay payroll category and press Tab. The hours recorded for the Base Hourly category are automatically reduced by 8 and the amount is appropriately adjusted.

Note that when you record the transaction, the number of hours paid will be automatically subtracted from the number of hours the employee has accrued.

3	If you want to record the dates leave was taken:

a	Click the zoom arrow () in the Hours column next to the appropriate wage category. The Leave Tracking Information window appears.

b	Record the leave details.

c

Click OK.

4	Click OK. The Select & Edit Employee’s Pay window reappears.

To record other types of pay

note : Other types of pay recorded on a timesheet

If you’ve entered other types of pay—such as sales commissions and bonuses—on a timesheet, you don’t need to use this procedure.

Before you enter these details, the wage categories you intend to use should already be assigned to the employee. For more information, see ‘To enter payroll information for an employee’ on page 123.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	In the Hours or Amount fields next to each appropriate wage category, enter the hours or amounts you want to record.

3	Click OK. The Select & Edit Employee’s Pay window reappears.

To assign jobs to payroll category amounts

Job numbers can be assigned to payroll category amounts to track the wage expense of work performed. You can assign one or more jobs to each payroll category.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Enter the job number in the Job column corresponding to the payroll category.

3	If you want to assign multiple jobs to a payroll category:

a	Click in the Job column corresponding to the appropriate payroll category and then click the search icon ().

b	In the Allocate Jobs window that appears, click the select column () next to each applicable job and enter the amount in the Amount column.

c	Click OK. The Pay Employee window appears.

note : Changes to payroll category amounts may affect allocated job amounts

If you change a payroll category amount, this may affect the value of other payroll categories such as National Insurance. If you’ve already allocated job amounts to these categories, you need to reallocate the correct job amounts to them.

4	Click OK. The Select & Edit Employee’s Pay window reappears.

You can also assign a default job to an employee in the Recurring Pay section of the employee’s card. For more information, see ‘Entering employee payroll information’ on page 123.

To change an employee’s bank account details

If you pay your employees using NatWest’s AutoPay service or Barclays’ Branch-Originated BACS service (BOBS), you can change an employee’s bank account details for this pay.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Click Banking Details and enter the required bank details in the Banking Details window that appears.

3	Click OK. A confirmation message appears.

4	If you want to update the employee’s bank details for all subsequent pays, click Yes. The Pay Employee window reappears.

5	Click OK. The Select & Edit Employee’s Pay window reappears.

Related Topics

■	Task 4: Record the employee paycheques

■	Processing your payroll

■	Editing payroll categories

■

Jobs