Skip to main content

​
Purpose

The purpose of this quick reference guide is to step through the process of creating a Payee Allowance of Record Type Payroll. The intended audience for this document are System Administrators / Standard Users.

​
Steps

​
Create a new Payroll Allowance record

The Payroll Payee Allowance record is used to define Allowances that are paid to an Employee within Pay Batch processing. The record holds general Assignment information, Pay Codes & Rates. Create a Payroll Payee Allowance by following the below steps:
  1. Navigate to the Payee record.
    1. To identify a Payee record from an Employee record, enter the Employee name into the Global Search (see Figure 1).
    2. Select the Employee record from the suggestions provided.
    3. Open the Related tab (see Figure 2).
    4. Identify the Payee related list.
    5. Select the Payee record.
Screenshot from QRG Create Payee Allowances - Payroll
Screenshot from QRG Create Payee Allowances - Payroll
  1. Click Allowances from the tab options. (See Figure 3)
  2. Click on the New button.
Screenshot from QRG Create Payee Allowances - Payroll
  1. Select Payroll Allowance from the available record types and click on the Next button (see Figure 4).
Screenshot from QRG Create Payee Allowances - Payroll
  1. Populate the following required fields ONLY if you are using an Allowance Template, otherwise please skip to the next step (see Figure 5):
    1. Payee Allowance Name
    2. Payee
    3. Employee
    4. Payment Entity
    5. Effective Date
    6. Allowance Template
The Allowance Rate Type, Allowance Rate and Pay Code fields will be populated automatically upon saving when an Allowance Template is used to populate the Allowance Template fields in step 5.
  1. Populate the following required fields to provide the base details of the record. This step is applicable when you are NOT using the Allowance Templates (see Figure 5):
    1. Payee Allowance Name
    2. Payee
    3. Employee
    4. Payment Entity
    5. Effective Date
    6. Allowance Rate Type
    7. Pay Code
    8. Allowance Rate
  2. Populate the following optional fields as required:
    1. To directly relate the Payee Allowance to a specific role, populate the Assignment field. If the Allowance applies to all Assignments relating to the Payee, the Assignment field should be left blank.
    2. To prevent the Status of the Payee Allowance from being automatically updated by the Automatic Status Update Scheduled Job, check the Exclude From Auto Update checkbox
  3. To define any required rules and limits that will be used in assessing and determining Allowances payable, populate the following optional fields as required. If left blank the rule / limit will not apply:
    1. Quantity
    2. Based on Quantity Worked
    3. Quantity Worked Minimum
    4. Quantity Worked Maximum
    5. Expiry Date
  4. Click on the Save button.
The Timesheet Allowances are generally created by the use of Payee Timesheet Allowance Template Groups, more than by the use of Allowance Templates. Payroll Allowances however will utilise Allowance Templates to autocomplete some fields, or will create the record from scratch.
Screenshot from QRG Create Payee Allowances - Payroll
The Pay Batch Event field will be automatically populated upon saving the record, and should not be manually entered.
The Allowance Statistics fields provide data on the usage of the Allowance record based on processed Payroll data, and should never be manually entered or overridden.
The Status of the record will be automatically updated upon saving the record, based on the Effective Date and Expiry Date (see Figure 6).
A new Payee Payroll Allowance is now created (see Figure 6).
Screenshot from QRG Create Payee Allowances - Payroll
Payee Allowance records CAN NOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
  1. To modify an existing Payee Allowance record, open the required record and select the Edit button available on the top right side of the page. You can also double click within fields that need editing or just click on the pencil icon that appears within fields when hovering with your cursor.
  2. When complete, click on the Save button.

​
Field Descriptions

Allowance Rate defines the rate that will be used when calculating the allowance amount during the Allowance Transaction creation. Allowance Rate Type defines if the value entered in Allowance Rate is a fixed amount or a percentage of the Payee’s earnings Per Period for this Allowance.
  • Amount if this option is selected, the Allowance Rate is a fixed amount per pay period.
  • Percentage of Gross Earnings if this option is selected, the Allowance Rate is a percentage of the Payee’s Gross Earnings.
  • Percentage of OTE if this option is selected, the Allowance Rate is a percentage of the Payee’s OTE.
  • Rate per Quantity Worked if this option is selected, the Allowance Rate is applied to the total number of units worked based on the Pay Codes of related Pay Transactions where Contributes to Allowance Qty is ticked.
Allowance Template relates the Payee Allowance Record to an Allowance Template. When populated, it will apply defaults to some fields. Assignment details if this Payee Allowance Record is specific to an Assignment. Based on Quantity Worked indicates that the payment of the Payee Allowance considers the quantity of hours completed by an Employee during a Pay Calendar Period. Effective Date is the date the Allowance will become effective. Allowances will not be paid before this date. Employee is the Employee record this Payee Allowance Record relates to. Must match the Employee of the Payee. Exclude From Auto Update when this box is checked, the record will be skipped by the Automatic Status Update scheduled job. Expiry Date is the date the Allowance expires. Payments will not be made after this date. If blank, no expiry date applies. Payee Allowance Name defines the name for the Payee Allowance. Payee is the Payee record this Payee Allowance Record relates to. Payment Entity is the Payment Entity this Payee Allowance relates to. Quantity defines a set number of times the allowance will be paid. If blank, no limit applies. Quantity Worked Maximum if the Allowance is Based on Quantity Worked, this is the maximum number of hours during a Pay Calendar Period that will be considered for the application of this Allowance per hour Quantity Worked Minimum if the Allowance is Based on Quantity Worked, this is the minimum number of hours during a Pay Calendar Period considered for the application of this Allowance per hour

​
Further Information