Additional Pay Run

The Additional Pay Run function allows an additional Run before or after the main Pay Run - to be used for example to process a late joiner, to correct an error or to pay bonuses or expenses.  (it is advised to run an additional after the main run where required, please contact support if there is an issue with deadlines for payment that mean this is not an option)

An additional pay run is created from the Payrolls tab.

Clicking on the Additional run button will open the following screen from where the additional pay run details are set up:

• Payroll: The Payroll ID will default from the current Payroll.

• Payments: Select the benefit type(s) that is(are) to be processed in the additional pay run.  This is a multi-select picklist.

• Pay day: The Pay day is the actual date payment is to be made.  On saving, the Pay day from the Additional pay run details will be written to the Payment date against the Pay Run.

• Pay run date: The Pay run date is the date the payroll is to be processed

Click the Save button to create the Additional Pay Run.

If the payroll has already been made final the following message will be output saying that additional pay run can be processed or deferred until the following pay period.

A new Pay Run will open for the current pay period. The Pay Run description will be the pay period appended with 'Additional', the Pay Day and the run date and time' - in the example below May-2020 Additional 25/05/2020 06/10/2020 15:54. This allows multiple additional Pay Runs to be processed on the same day.  

Exactly the same process should be followed for an additional Pay Run as for a main Pay Run i.e. run through each of the stages in the Payroll path in turn - process the Prepare, Draft, Finalise, BACS etc stages in sequence. 

Click Prepare to start the run.  

Click the Proceed button from the message.

The Eligible EEs View screen will show all employees who are eligible for the Pay Run i.e. will not be restricted to the employees on the Additional Pay Run.  The employees who are to be included on the additional pay Run should be manually selected using the check box to the left of the screen.

The number of employees that have been selected for inclusion on the Additional Pay Run will be shown on the Current Pending count.

Click Retro if any of the records in the Additional Pay Run are a result of a retrospective change being entered.

Click Draft from the Payroll path. 

A message will be output with the number of employees that are to be included.  If no employees are specifically excluded then all employees will by default be included in the Additional Pay Run. i.e. will not be limited to those who have events to be processed in the Additional Pay Run.  

Check the employees that are due to be included in the Pay Run using the Review employees button. Alternatively process the Additional Pay Run directly by clicking on the Draft run. 

Any employees included on the Additional Pay Run but who have no additional changes to be processed will show as a 0.00 value following processing. The resultant Pay Summary record(s) will only show the details associated with the Additional Pay Run i.e. will not include anything processed in the main Pay Run.

When the Draft Pay Run is completed the Pay Count will be updated to reflect the employees processed in the additional run. 

Click Finalise/approve from the Payroll Path to complete the Additional Pay Run:

To generate the BACS file click BACS from the Payroll Path.  

The BACS file generated will only include employees processed within the additional Pay Run.  The BACS file that is generated can be found in the Files sub-tab.

Click on the FPS option from the Payroll Path to create the FPS file.

The FPS will include the full YTDs i.e. including those from the main run, however this period values will be for the additional Pay Run only.

To publish/print payslips click on the Payments option from the Payroll Path.  

Click on the Publish button. The button label will change to Print allowing payslips to be printed for selected or all employees. Additional Pay Run payslips will only show payments relating to the specific pay run, however YTDs will reflect all payments made in that pay period. 

After the FPS has submitted the Draft Finance and Draft Pensions labels will change to Finance and Pensions respectively. Click on these to create Finance and Pension reporting records.