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:
- Bank details missing - This will be displayed when no bank account details have been provided for a pay run and therefore no payment file can be generated
- 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 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 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 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.
- Employee with negative earnings amount - This is displayed when an employees total earnings are negative. This can occur if deductions, adjustments etc are more than any positive employee earnings.
- Previously terminated employee - this is displayed when an inactive employee who has previously been terminated appears in the pay run.
- 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.
- Employee with expired qualification - this is displayed when an employee's qualified has expired within the pay run period.
- 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 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 an 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 'sick leave' and the maximum accrual entitlement for this leave is 14 days per year. When the employee reaches the accrual and now has a balance of 14 days for the leave year, this warning will appear.
- 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.
- 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.
- 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.
- 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.
- Incomplete pay run tasks - this is displayed when tasks have been created for the pay run in question are are not completed.
- 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.
- Scheduled updates have been applied - this is displayed when any scheduled updates (pay rates for example) have been applied.
- Missing leave entitlement - this is displayed for "yearly" leave types where an employee has missed accruing their yearly allocation.
- Leave request unit mismatch - this is triggered where there is a leave request that is in different units to what the leave category is configured for (eg category is set for days but the leave request in the pay run is in hours)
- Tax relief threshold exceeded - this is displayed when the employee has exceeded their tax relief threshold. More information on tax relief can be found here
Additionally, once a pay run has been finalised and no payment file is set up, you will not see the 'Download payment file' option, but you will see the following warning within the 'warnings' tab:
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