QRG Payee Exit

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Purpose

The purpose of this quick reference guide is to step through the process of creating a Payee Exit. The intended audience for this document is Standard Payroll Users. The Payee Exit process is used to expire records and create any required Pay Transactions in preparation for the Employee’s final payroll, along with documenting their Cessation Date and Cessation Reason.

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Steps

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Navigate to the Payee Record and Payee Exit User Interface

To get started and create a Payee Exit, follow these steps:

1. Go 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.

2. In the related records section at the top of the page, click on the More option to the right of the tabs and select Payee Exit (see Figure 3). The Payee Exit tool, set to the Basic tab by default, will be displayed (the Payee Exit tab can be edited by any System Administrator user and they can remove components, reorder them etc.)

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Selecting the Required Payee Exit Method

There are 2 methods available for completing the Payee Exit:

1. Basic
   The Basic method is used to record the last day of employment and their Exit Reason while expiring any Payee-related records such as Assignments, Assignment Rates, Payee Leave Rules, Payee Deduction Records, and Payee Allowances Records.
2. Advanced
   In addition to completing the same functions of the Basic method, the Advanced method is used to collect additional information in relation to the Payee Exit while also calculating and preparing records ready for the Payee’s final payroll. This includes the calculation of any Leave entitlements to be paid. The Advanced tab can also be used to build a library of various exit scenarios for the Payee and to model their final payment.

If you need to process a Payee Exit using the Basic Payee Exit, please refer to page 3. Otherwise, for Advanced Payee Exit, please refer to page 7.

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Basic Payee Exit

If using the Basic Payee Exit method, the following steps should be completed:

1. Under the Basic tab, populate the following fields (see Figure 4):
   1. Last Date of Employment
   2. ATO Cessation Type
   3. Exit Reason

2. To add, edit or delete Pay Transactions, proceed to the next step, or else skip to step 4.
3. Scroll to the ‘Create Additional Pay Transactions below:’ section and click on the Add, Edit, or Delete buttons as required (see Figure 5).

1. If you clicked on the Add button above, modify the defaulted details of the Pay Transaction in the pop up and click Ok to add it as a new Pay Transaction (see Figure 6).

OR

2. If you clicked on the Edit button above, modify the details of the Pay Transaction in the pop up and click Ok to save the changes to this Pay Transaction (see Figure 7).

OR

3. If you clicked on the Delete button above, click Ok to confirm (see Figure 8).

4. Click on the Save button (see Figure 9).

5. Click on the Ok button to confirm (see Figure 10).

6. You will get a confirmation message (see Figure 11).

7. The Last Date of Employment and ATO Cessation Type will be saved against the Payee record.

The listed Payee-related records will expire (see Figure 12).

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Advanced Payee Exit

If using the Advanced Payee Exit method, the following steps should be completed:

1. Click on the Advanced tab (see Figure 13).
2. To create a new record, click on the New button.

3. To view/update an existing Advanced Payee Exit calculation, select the relevant record in the Existing Calculation field instead of clicking the New button (see Figure 14).

4. Populate the following fields: (see Figure 15)
   1. Description
   2. Cessation Date
   3. Expected Payment Date
   4. ATO Cessation Type
   5. Cessation Reason
5. Click on the Save button. The system will save the record and populate the Calculation Id, Calculation Status and Summary of Exit Items records (see Figure 15).

6. You will get a confirmation message (see Figure 16).

7. If you need to adjust the quantity of the exit items, click on the edit icon next to each record (see Figure 17).
8. Once done, click on the Calculate button (see Figure 17).

9. You will get a confirmation message (see Figure 18).

10. Now you will see a summary of the Exit Results (see Figure 19).

11. To add additional components, click the Add Component button on the right hand side (see Figure 20).

12. Populate the fields Description, Entry Date, Component Type, Quantity, and Pay Rate as required and click Save (see Figure 21).

13. If you added new components following steps 11 and 12 above, please remember to click the Calculate button again.

14. Once all the calculations are complete, and you are satisfied for these amounts to be used within the Payees Final Termination Payment, populate the Commit Final Payment field as Yes and click the Update button (see Figure 22).

15. You will notice that the Confirm button is now enabled. To confirm the Payee Exit, click on Confirm (see Figure 23).

16. To complete the Advanced Payee Exit process, click Ok to confirm the Calculations. NOTE: THIS ACTION CANNOT BE REVERSED. (See Figure 24)

17. The end-user receives a notification confirming the successful creation of Pay Batch Event and Pay Transactions. (See Figure 25)
18. Once a Payee Exit is Confirmed, the Payee Exit calculation will be locked, and no changes can be made.
19. To view details of the individual Exit Items, click on the View Record button next to each row within the Exit Items section.

20. To complete the payment of the Payee Exit components, Users will need to create and calculate a Pay Batch that relates to this Payee using the applicable date. Any final payments that are peding will appear once the pay batch is calculated.

For more details, refer to the Pay Batch QRGs.

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Field Descriptions

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Further Information