Payroll Events

Payroll Events signify that something has changed in the HR system, and that payroll must be (re)drafted in order to include the new event.  Events include: an employee has a new payment, or a role and salary change; or an employee has joiner or has left.  See below for a standard list of Events

Events may be Retro - requiring processing in a retro - or Current.  A small number are designated as Mandatory (denoted with a * - Retro* or Current*) - meaning you must reprocess payroll to include them.  (Processing a late leaver and deleting a record are mandatory events.)

Viewing Payroll Events

You can see relevant Events by clicking the link from the 'Retro Pending' and 'Current Pending' links above the Payroll path.

Objects affected by any change are shown under the Events column.

Click on the Events link to drill to see the events awaiting processing for the selected employee.

Event Fields and Definitions

• Payroll Event: provides a link to the Payroll event record

• Changes: show the source field edited and the value change. This shows exactly what changes have been made to which fields which caused the payroll event to be created.

• Event type: details the object that the change relates to. There will be 2 records per change (inserted and updated) where the change relates to a new record being created.

• Event status: 'Awaiting' means the event has yet to be processed

• Effective: the date that the change is effective from.  If the date is appended with (R) the system has recognized this as a retrospective change i.e. the effective date is before the current period start date.

• Created: the date that the record was created.  If the date is appended with (C+) the change has been made after the HR cut-off date.

• Creator: the user that made the change.  If the user is appended with (P) the change has been made by a Payroll user and as such will be automatically included in processing in the current period. Otherwise the change has been initiated outside payroll and will be considered for the current pay run only if made before the cutoff date.

• Mandatory event: this will be automatically checked if the change is to take account of any records that have been deleted and therefore for data integrity purposes must be processed in the current pay period. Mandatory event is also checked where the tax code has changed to 0T W1/M1 i.e. for employees in receipt of payment after a leave date has been submitted to HMRC.

• Action: what needs to happen now.  Actions are system generated and can be one of the following:

  • Current: a change has an effective date in the current pay period

  • Retro: a change has an effective date prior to the start of the current pay period

  • Not required: action is not required in this period (e.g., because the change takes place in the future)

Note: Changes field is only available in 2023R2

Managing Payroll event On/Off

A Payroll Event is created whenever a source record changes and source records are defined in Custom Metadata. This function will help you to control unwanted payroll events.

In  2023 R2,  you can go to Org Setup, search for 'Custom settings', click Manage Payroll Control Panel:

Click Edit on Payroll Events Trigger:

Tick 'IsActive' checkbox to turn the payroll events on, or untick the checkbox to turn the payroll events off:

Technical Note: Defining Payroll Events

Payroll Events are created when one of the following changes:

• Personal data: NI category, Tax basis, Tax code, Director's NI, Director since, Student or postgraduate loan, Student loan plan, Postgraduate loan plan, Pay in start period, Address 1, Address 2, Postcode, Account name, Account no, Sort code, Building society reference, Payment method.  All Events are Current except Director since

• Employee: Name, Employee number, Payroll no, Payroll start date, Leaving date.  All Events are Current

• Job Role: Company, Organisation, Cost code, Post, Contract no, Off payroll worker.  All Events are Current

• Compensation: Annual salary, Daily rate of pay, Hourly rate of pay, Effective from, Effective to, Cancelled, First period payment, Final period payment, Taxable, NIable, Attachable, Attachable council tax, ER %, EE %, Pension salary sacrifice, 50/50, ER contribution, EE contribution, Pensionable salary, Pension scheme, ER contribution taxable, EE contribution taxable, ER contribution NIable, EE contribution NIable, Pension attachable, Pension attachable council tax.  All Events are dated from the Compensation Effective from except where Effective to is the only change, in which case the Event is dated as at Effective to or - if the Effective to date is the final day of the previous pay period, no Event is created

• Pay Element: Effective from, Effective to, Payment due, Payment amount, ER contribution, EE contribution, Payment %, ER contribution %, EE contribution %, Contribution basis ,Salary sacrifice, First employer contribution, Final employer contribution, First employee contribution, Final employee contribution, Employer/Employee contribution taxable, Employer/Employee contribution NIable, Class 1A NIC, Attachable, Attachable for council tax, Pensionable, Pension scheme, Exclude from pension rate, Benefit related earnings, Gross up, Holiday pay, Hours in holiday earnings, Pause repayments, Start repayments from, Cancelled, Cost code override, Allocate overhead, Amendment indicator, Initial amount, Unexpected payment after leaving.  Dating as per Compensation

• Leave Request: Leave category, Salary deduction/ Occupational pay/ Statutory pay/Statutory recovery/ NI compensation/ Holiday pay to current period end, occupational, statutory, recovery, Statutory conditions met, Confirm payment, Manual Overrides.  Events cover Sickness, Parenting, Unpaid and Holiday pay.  All Events are Current (since payment calculations are made cumulatively for the entire request period)

• Overtime: Date confirmed, Cancelled, Payable hours, Payment amount, Taxable, NIable, Attachable, Attachable council tax, Pensionable, Benefit earnings, Exclude from pension rate, Holiday pay, Hours in holiday earnings, Cost code override, Allocate overhead.  Overtime Events are Current dated, although if they are Deferred from a Period they may appear as Retro in the next

• Timesheet: Date confirmed, Payable hours, Payment amount, Taxable, NIable, Attachable, Attachable council tax, Pensionable, Benefit earnings, Holiday pay, Hours in holiday earnings, Cost code override, Allocate overhead.  Timesheet Events are Current dated, although if they are Deferred from a Period they may appear as Retro in the next

• Expense Claims: Status.  Expense claim Events are Current dated