Pay Run Warnings

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:

  1. Click on the word "Warning";
  2. This will redirect to that tab and expand on the data to show you each warning;
  3. 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 File generation error - this will be displayed when an error occurs generating a payment file
  • Employee with negative earnings amount - this will be displayed when the net payment amount for an employee is less than 0.
  • 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 taking more leave than is accrued - this is displayed when an employee is attempting to take more leave than they have accrued.
  • Missing Leave Entitlement - this warning is useful as it will identify to the payroll administrator which employees may have missed their leave entitlement. A scenario where the employee may have missed their leave entitlement is if the employee is excluded from the pay run in the pay period that the leave should have been accrued in. This warning will appear in the next pay run and will display until you manually accrue the leave in a pay run for the employee. Instructions on how to manually accrue annual holiday leave here or sick and or domestic violence leave here
  • Leave request unit mismatch - this is displayed when there is a leave request that is using different units to what the leave category is configured for eg. leave category is set for days but the leave request in the pay run is in hours.
  • 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.
  • Pro rata earnings within period - 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.
  • Employee with expired qualification - this is displayed when an employee's qualification 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 '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.
  • 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.
  • Employee with expired Special Tax Rate (STC) - this is displayed when the employee's tax rate has expired in that pay period. This warning is important as it highlights that you will need to go to the employee's file and update the employee's tax code, rate or expiry date. If the tax rate has expired and the employee's tax expiry date has not been updated, the employee will be deducted 'ND' tax code at the highest marginal tax rate of 46.39% (including ACC earnings levy). 
  • Employee with expired Student Loan Rate (SDR)- this is displayed when an employee's SDR has expired in that pay period. This warning is important as it highlights that you will need to go to the employee's file to update the SDR rate to the new rate if a SDR certificate has been provided or back to the standard student loan rate of 12%. 
  • IRD Settings do not exist for this business - this is displayed when you have no completed your business IRD Settings. If you have not completed the IRD Settings then the Payday filing reporting functionality will not be available.
  • Payday Filing has not been downloaded for reporting to the IRD - this is displayed when you finalise the pay run to advise that the Payday filing - Employment Information is available for you to review, download and upload to your IRD portal.
  • Payday Filing Amendments exist which must be reported to the IRD - this is displayed when you finalise the pay run to advise that the Payday filing - Employment Information Amendment is available for you to review, download and upload to your IRD portal.
  • Scheduled updates have been applied - this is displayed when any scheduled updates have been applied within the pay run period.
  • 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.

If you have any questions or feedback, please let us know via support@nzpayroll.co.nz

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