QRG Create Payee Allowances - Payroll

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 is 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 steps below:

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.

Figure 1

Screenshot from QRG Create Payee Allowances - Payroll

Figure 2

Click Allowances from the tab options (see Figure 3).
Click on the New button.

Figure 3

Select Payroll Allowance from the available Record Types and click on the Next button (see Figure 4).

Figure 4

Populate the following required fields, regardless of whether you are using Payee Deduction Templates or not (see Figure 5):
1. Payee Allowance Name
2. Payee
3. Employee
4. Payment Entity
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.

Figure 5

Populate the following required fields, regardless of whether you are using Payee Deduction Templates or not (see Figure 6):
1. Effective Date
2. Status
If using the Payee Allowance Template, the Allowance Template field becomes a required field (see Figure 6).
If the Payee Allowance Template is NOT being used, the following additional fields become required (see Figure 6):
1. Allowance Rate Type
2. Pay Code
3. Allowance Rate
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 (see Figure 6):
1. Quantity
2. Expiry Date

Figure 6

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 (see Figure 7):
1. Based on Quantity Worked
2. Quantity Worked Minimum
3. Quantity Worked Maximum

Figure 7

Click on the Save button.

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 auto-complete some fields or, will create the record from scratch.

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. Allowance Statistics 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 8).

Figure 8

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.
When complete, click on the Save button.

Field Descriptions

Field Name	Description
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 Pay 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 Ordinary Time Earnings (OTE). Percentage of Qualifying Earnings if this option is selected, the Allowance Rate is a percentage of the Payee’s Qualifying Earnings (QE). 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	The date the Allowance will become effective. Allowances will not be paid before this date.
Employee	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	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	The Payee record this Payee Allowance Record relates to.
Payment Entity	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

Document	Document Type	Description
QRG Create an Assignment - Employee	Task Instructions	How to create an Assignment for autopay Employees
QRG Create an Assignment (Temp)	Task Instructions	How to create an Assignment for Timesheet Employees
QRG Create Payee Allowances - Timesheet	Task Instructions	How to create Timesheet Payee Allowances

​Purpose

​Steps

​Create a new Payroll Allowance record

​Field Descriptions

​Further Information

Purpose

Steps

Create a new Payroll Allowance record

Field Descriptions

Further Information