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 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 ie. net payment amount for an employee is less than 0. This can occur if deductions, adjustments etc are more than any positive employee earnings.
- Employee taking more leave than is accrued - this is displayed when an employee is attempting to take more leave than they have accrued.
- 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 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 '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.
- 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 NRIC/FIN - This is displayed when an employee has an expired NRIC/FIN. It can be rectified (if suitable) by going to the employee file > NRIC page and entering in the new expiry date.
- Employee with excess overtime - This is displayed when overtime for month exceeds 72 hours
- Foreign employee has worked less than 183 days in the country - This is handy to know because employers can deduct withholding tax for foreign employees who have been working in Singapore for less than 183 days.
- Employee with excess deductions - This is displayed when an employees deductions are greater than 50% of their salary for the pay run
- Foreign employee who has been terminated - This is handy to know because payments for foreign workers (non citizens), who are leaving employment, should be withheld until tax clearance has been provided by the Inland Revenue Authority of Singapore (IRAS)
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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