You are notified of pay run warnings in 2 areas. The first being the 'Pay run' tab on the business dashboard, and you can view this article for more information on that. This article will focus on pay run warnings that appear, if applicable, during a pay run.
Warnings could appear as soon as the pay run is created or during the pay run (depending on what actions are performed in the pay run).
In order to see the specific details of the warning:
- Click on the word "Warning";
- This will redirect to that tab and expand on the data to show you each warning;
- If you click on the specific warning, this will also expand to show you details.
Click on the warning so that it expands to provide more information:
The following warnings will be displayed in a pay run:
Payment details missing - You will not be able generate a payment file for the pay run as BACS Details have not been provided (if you don't want to generate a payment file, you can ignore this warning).
Employee expense without a tax code selected - this is displayed when an expense has been applied in a pay run and does not contain a tax code. This is only applicable where a business is connected to on online journal service and has synced their tax codes against the expense categories.
Employee has reached their leave cap - this will displayed for any employee whose leave entitlement has reached the maximum accrual for the year. For example, say an employee is entitled to 'Special Leave' and the maximum accrual entitlement for this leave is 10 hours per year. When the employee reaches the accrual and now has a balance of 10 hours for the leave year, this warning will appear.
Employee taking more leave than is accrued - this is displayed when an employee is attempting to take more leave than they have accrued.
Employee with birthday - this is displayed when an employee has a birthday during the pay run period and therefore may need to have their rate of pay reviewed.
Employee with duplicate earnings lines - this is displayed when there is more than one earnings line associated with the same timesheet line that contains the same units, pay rate, total earnings and note.
Employee with earnings below NMW/NLW - This is displayed if an employee has not earned above the NMW/NLW.
Employee with expired qualification - this is displayed when an employee's qualified has expired within the pay run period.
Employee with late submission reason - The late submission is when you are sending in the FPS file late, so after the pay date. This could happen because you need to correct ytd figures, or you have had to pay an employee something that has been missed. You need to select a reason (they are listed in a dropdown box) as to why you are sending a late submission of the FPS file, otherwise HMRC will automatically apply a penalty.
Employee with negative earnings amount - this will be displayed when the net payment amount for an employee is less than 0.
Employee with pension contribution refund - If the employee has had a refund from the pension contribution.
Employee with tax code update applied - the employee has had a tax code updated and applied to the pay run.
Employee with unknown National Insurance Number - this is displayed when the employee's National Insurance has not been provided.
Employee with unpaid earnings - this will be displayed when an employee has an earnings line with hours applied, but the total value of the earnings line is 0. This usually indicates there's an error with the employee's rate of pay.
Employee with work anniversary - this is displayed when the anniversary of the employees start date occurs during the pay run period and therefore may need to have their rate of pay reviewed.
Error applying tax code update to employee - the system hasn't been able to apply. The error message should explain what's wrong e.g tax code could not be applied due to unauthorised EmpRef so the error would need to be fixed to stop it from happening again.
Incomplete pay run tasks - this is displayed when tasks have been created for the pay run in question are are not completed.
Leave request ends before pay run dates - this is displayed when an employee's leave request dates back in the past and is therefore relevant to previous pay periods.
Leave request extends past pay run dates - this is displayed when an employee's leave request spans multiple pay periods. This warning is important as it highlights only a portion of the leave request should be applied in the pay run.
Pending Expense Requests - this is displayed when an employee has submitted an expense request pertaining to that pay period that is yet to be approved. Pending expense requests will not be processed in the pay run unless approved. Additionally, for automated pay runs, pending expense requests will not be automatically processed in the pay run.
Pending leave requests - this is displayed when an employee has submitted a leave request pertaining to any dates within that pay period, that is yet to be approved. Pending leave requests cannot be applied in the pay run unless approved. Additionally, for automated pay runs, pending leave requests will not be automatically applied in the pay run.
Pension auto-enrolment status changed - This is where an employees auto enrolment status has changed.
Pension scheme requires authorisation - either the user hasn't authorised the scheme with the pension provider in pensionsync, or the authorisation details have been changed and the user needs to re-authorise using the new credentials to make a submission.
Previously terminated employee - this is displayed when an inactive employee who has previously been terminated appears in the pay run.
Pro rata earnings within period for new or terminated employees - this is displayed when an employee, set up with default standard hours, has either commenced employment or terminated employment mid-pay period and so pro-rata hours have been calculated. This warning acts as a reminder to check the employee's pro-rata hours have been calculated correctly.
Terminated employee with outstanding recurring expenses - this is displayed when a previously terminated employee, who is still owed an expense reimbursement amount from their expense pay run inclusion, appears in the pay run.
Automatically updated National Insurance Category - this will be displayed when an employee has an automated change in relation to their National insurance Category for example when they turn 21.
Pension provider does not allow overseas addresses - this is displayed when an employee has a non-UK address and the Pension provider will not allow this. Please contact the particular pension provider to resolve this.
Statutory payment is being applied - this is displayed when an employee is receiving a Statutory payment such as SMP within this pay period.
Statutory payment is being applied for a previous period - this is displayed when an employee is receiving a Statutory payment such as SMP which was earned in a previous period.
National Insurance validations - this is displayed when an employee has an incorrect NI category assigned to them.
Scheduled updates have been applied - this is displayed when any scheduled updates have been applied within the pay run period.
Pending Statutory Adoption Payments - this is displayed when there is a pending Statutory Adoption Payment awaiting to be approved for this pay period.
Pension settings updates - this is displayed when the business Pension settings have been updated. There will be a link to the Pension Settings page to review the changes.
Employee scheduled pay rate change auto applied within pay period - this is displayed when an employee has a scheduled pay rate change within the pay run period and indicates that the system has applied the new rate automatically.
Employee scheduled pay rate change requires manual update in pay period - this is displayed when an employee has a new pay rate scheduled within the pay run period and requires a manual update to the employees pay rate.
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